Developing a Communication Plan for Change Management in JKL Industries

This report focuses on developing a communication plan for change management in JKL Industries, an Australian-owned organization selling forklifts, small trucks & spare parts. The plan aims to identify and resolve workplace relationship issues, establish an organization that promotes consultation and collaboration, and provide assistance & counseling to employees during the change process.

Lead and manage
effective workplace
relationships
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Template 1 -Communication Plan
Purpose and objectives
Why the communication plan is developed and three key objectives (SMART).
The main purpose to develop the communication plan is to spread the effectiveness of the change
within an organisation. This report is mainly focused toward the JKL Industries which is famous
Australian-owned organization selling forklifts, small trucks & also spare parts to the industry.
The head office of the JKL Industries is in the Sydney and there are various branches also
available which operate their business in Melbourne, Adelaide, Bris bane, Canberra.
Purpose
The main purpose of this communication plan is to focus on the change and analyze the current
organizational structure. Theprime purpose of this plan is to identify the poor communication &
analyze the climate of the conflicts which can consider as the risk for the business objectives.
Objectives :-
As a change management consultant, there are various things need to do in order to full fill the
requirement of the business objectives. JKL Industries need to support the current change
and initiatives which can helpful to improve the development.
 Assist in the establishment of an organisation that promotes consultation and
collaboration
 Identify and resolve workplace relationship issues
 Create methods and procedures for resolving disagreements in a productive manner.
 Provide assistance & counselling to employees during the change process.
 Using leadership and management knowledge, assist the organisation in navigating the
transformation process.
Target audience

(Three target audience groups. Example: senior management, work teams, etc..)
In this plan, as a change management consultant, the target audience is employees, senior
management and also group members. The primary motive of the change management
consultant is to process the change and also improve the involvement of the employees and
spread the awareness about the change.
Information needs
(List three information needs and methods of communication for each. Two methods of
communication/each)
Information Needs Communication Methods
Focus solely on retail sales & service & also
exit the rentals market
In order to maintain the consideration of this
information, company need to use informal
communication method.
Climate of conflict Visual communication method
Effective internal and external workplace
relationships
Written and oral communication method
Key messages
List two key messages that you need to communicate consistently throughout the change
initiatives.
In order to deliver the information regarding the change, as a change management consultant
need to communicate with their employees and also motivate them so that they can effectively
resolve the poor communication problems and also improve the organizational structure
consideration. There are two key messages nee to communicate with the team members
throughout the change such as –
 As change management consultant need to aware about the training and development

sessions to their employee so that consultant can ensure that all the employees attend the
training and development sessions for change.
 To improve the participation of the employees in order to adopt the change and also
constantly motivate their employees about the change.
Budget
The overall budget for communication activities
A marketing communication budget is a detailed procedure for planning, monitoring &
evaluating the impact of advertising communications activities such advertising, leads
generation, web marketing & conferences. It is determined that social media, PR, direct
marketing & trade exhibitions are all covered by communication and marketing budgets. When
studied, change management consultant can reveal if the money spent on marketing met the
company's goals. A budget must typically cater to a large number of people or divisions within a
firm. Communication is an important aspect of the budgeting process since people need to meet
their particular requirements. The cost is estimated to address this change and improve it as a $
120.
Consultation process
1. Develop two processes (step-by-step, the use of a chart is recommended):
 bottom-up consultation (from employees to management); and
 top-down consultation (from management to employees)
2. Specify the preferred medium used in each process (example: email), include a step on how
the consultation outcome is communicated to employees.
Consultation helps communication about essential topics such as health and safety, consultation
on continuous improvement of work processes, consultation on employee conditions and pay, or
consultation on job roles and performance expectations.

Document the two processes in the space below.
1. Two processes
 Bottom-Up Consultation (From Employees To Management)
Bottom-up communication entails involving all employees, their ideas, and their perceptions of
the company in order to make the best judgments possible. In this scenario, a corporation
encourages its entire workforce to participate in its management and decision-making.
When objectives, initiatives &responsibilities are substantially influenced by performance
appraisal, this is known as bottom-up management. Employees should be involved in shot on
target — sometimes simply by providing feedback, and other times by having a say in the
outcome. Each team then communicates these goals, initiatives, and duties to current leaders.
 Top-Down Consultation (From Management To Employees)
Employees in top-down management companies might spend more time doing their jobs rather
than attending meetings to discuss the plan of action and provide insight into the drafting of new

policies. It also saves the organization time discussing why some employees' suggestions are
being used while others are ignored. Organizations that are heavily controlled or have several
legal considerations to handle may benefit from this managerial style. Involving staff members
would be counterproductive if essential individuals, such as lawyers and accountants, are the
only personnel who must be consulted for any policy choices owing to challenging conditions.
The preferred medium of communication
Bottom-up
consultation
upward communication
Top-down
consultation
Downward Communication
Issue management process
Document the process in the space below.
Issue management process
The process through which company's engagement applicants, control decision makers &
specialists raise, analyze & resolve issues linked to influence engagement threat assessment
projects &their needed risk mitigation strategies is known as mitigating or risk management.
Company is facing the risk related with the change management. Because of poor
communication and organizational structure, company performance decline and company is
looking forward for change.
Stakeholders in the engagement risk assessment project may highlight issues that affect the
whole risk assessment project. During a control review, control decision makers can raise
concerns about certain controls. For illustration, if a request approver is worried that the needed
procedures may not handle a potential extra risk, the request can be approved but a problem rose.

 Assign the issue a number- It is necessary to assign the issue number in order to resolve
the change management issue.
 Assign the issue an owner - After generalizing the whole situation, as a change
management consultant, it is necessary to assign the issue to the owner.
 Add a description - Through this report, it can be determined that change management
consultant can add the description about the change so that consultant can improve the
communication process and maintain good organization structure.
 Add today’s date as the date it was raised - Company can address the issue on the
particular date.
Roles and Responsibilities
Identify roles and responsibilities in the implementation of the communication plan based on the
scenario in Appendix 1.
Implementation Task Responsibility
Undertake consultation on the communication plan with
representatives from all departments in the organization
Facilitate feedback on the outcome of the consultation
process to all employees
As a change management
consultant, it is necessary for the
consultant to provide both
feedbacks to their employees on
the time.
Implement top-down consultation Consulate can effectively

Implementation Task Responsibility
implement the communication
plan, in order to top enhance the
top down consultation.
Implement bottom-up consultation Through bottom up consultation,
consultant needs to manage the
flow of communication from
employees to top management.
Issue management process implementation Through issue management
process, consultant needs to
successfully implement the issue
management process.
Record feedback and reports on the implementation of
the communication plan for continuous improvement
activities
Constantly feedback system
Reporting to CEO about the implementation of the plan It is the responsibility of
consultant to maintain the report
and implement the process.
Provide expertise on HR matters It is necessary to provide the
expertise the HR matter to
improve the change process.
Provide expertise in marketing and communication
matters
Change management consultant, it
is necessary to maintain the
information about the marketing
and communications.

Implementation Task Responsibility
Communicate information associated with the
achievement of work responsibilities to all staff
There is a requirement to associate
the information and
responsibilities to their staff
members.
A) Grievance Process
Read the Grievance Policy provided in Appendix 3.
Based on the policy in Appendix 3, develop a grievance process to ensure that conflicts are
identified and managed constructively following the organization’s policy and procedures.
The process must include informal procedure, formal procedure and appeal.
The use of a chart is recommended.
Document the process in the space below.
B) Collaboration strategy
Develop a strategy to support and champion collaborative approaches in the workplace between
work teams.
 Teamwork keeps employees engaged, which is important for enhancing morale,

minimizing attrition, and lowering absenteeism.
 Collaboration enables individuals to harness each other's strengths and account for gaps
in one someone else's knowledge, resulting in more effective teams. According to the
2019 Fortune 100 Best Firms to Work For, 86 percent of employees at the top-rated
companies said they could count on their coworkers to cooperate, compared to only 74%
at the lowest-rated businesses.
 More knowledge: Coworkers who collaborate learn new things from one another and
gain a better understanding of their own skills and flaws.
 Better customer experience: Work collaboratively problems to be solved faster and more
accurately, which are critical considerations in providing excellent customer service.
Task 2.2 Consultation
.
 Prepare to present:
Identify the challenges that you will face during the meeting based on the scenario in
Appendix 1. List the challenges (3-4) in the space below.
Develop a strategy to:
 Facilitate consultation during the meeting

 Gain and maintain trust and confidence from the management team
 Explain the expectation for the managers to lead and support workplace relationships
during the change process
 Consider cultural diversity (you will consult with a diverse audience)
 Consult about issues and difficulties in workplace relationships, being positive and
collaboratively
Record your strategy below (50-100 words) in the form of personal planning notes.
In order to improve the effectiveness of the change, it is necessary to develop the strategy
and also take care about some specific factors like maintain the consultation in the meeting.
As a change management consultant, it is necessary for the consultant to manage the changes
and also evaluate the situation. Consultant need to manage the change and improve the flow
of communication.
After the Meeting
Summaries the feedback received in the space provided below.
Consultant need to conduct the meeting and also improve the effectiveness of the change
management techniques. As per the current, situation of the company, it is analyzed that the
flow of communication affected adversely and there is a requirement to maintain the
communication and also improve the effectiveness of their employees. As a change
management consultant, it is necessary to manage the disputes and conflicts among the
employees and motivate the employees about the change.
 Write an email (Template 3) to the management team to:

o Summarise the outcome of the consultation
o Thank them for their input and feedback
o Provide information about how issues raised will be resolved or referred to relevant
personnel (one key issue)
The email text should be in grammatically correct English and written appropriately (polite,
business-like).
(50-100 words)
Template 3 -Email
Email to the management team
To: [e-mail]
Cc:[e-mail]
Bcc: [e-mail], [e-mail]
Subject: Regarding input and feedback
Date email is sent: 9 December
Attachments:
Respected Sir / Madam
As per the contribution in the meeting, I would like to thank you for your precious input and
feedback. It is our privilege to have a as a senior management in the meeting and your inputs and
feedbacks are valuable for us. As per the current situation of the company, some specific issues
are occur like social issue, communication issue and organisations structure related issue. The
main reason behind this meeting is ri provide the awareness about the adverse consequences of
the issues. With the help of this meeting, staf members can effectively implement the issue
management process.

Thanks and regards
XYZ
 Reflect on the meeting. Address the following:
Document your reflection in the space below.
As a change management consultant, I have observed that there are various factors and issues are
raised in the meeting which can helpful to improve the effectiveness of the change management
process. In order to resolve the issue, consultant suggested the issue management process and
adopts appropriate strategies which will help to improve the participation of employees towards
adoption of change.
To improve the responses of the employees, it is necessary to keep motivation their staff
members so that they can effectively adopt the change and improve on the communication and
organizations structure consideration.
References
Doppelt, B. and McDonough, W., 2017. Leading change toward sustainability: A change-
management guide for business, government and civil society. Routledge.
Fewings, P. and Henjewele, C., 2019. Construction project management: an integrated
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Jaques, E., 2017. Requisite organization: A total system for effective managerial organization
and managerial leadership for the 21st century. Routledge.
Jin, S., Seo, M.G. and Shapiro, D.L., 2016. Do happy leaders lead better? Affective and
attitudinal antecedents of transformational leadership. The Leadership Quarterly, 27(1),
pp.64-84.
Lewis, S., Passmore, J. and Cantore, S., 2016. Appreciative inquiry for change management:
Using AI to facilitate organizational development. Kogan Page Publishers.
Pugh, L., 2016. Change management in information services. Routledge.