Change Management Report: Analysis of Online Learning Implementation

This report provides a comprehensive analysis of change management strategies for implementing online learning platforms within educational institutions. It begins with an introduction to change management and the specific context of online learning adoption, highlighting the reasons for change, the scope of change, and the key change agents involved, such as trustees, principals, teachers, workers, students, and parents. The report then delves into a detailed examination of the change project, including organizational readiness for change, stakeholder analysis (identifying and prioritizing stakeholders like teachers, students, and parents), and force field analysis (assessing driving and restraining forces). It further addresses the impact of the existing organizational structure and identifies key resistance points, proposing an action plan to minimize resistance. The report then applies and compares Kotter's and Lewin's staged models for implementing the change program, providing a detailed overview of each model's steps and their application to the online learning context. Finally, the report concludes with an overview of the overall action plan in a chart format, summarizing the findings and conclusions relevant to the implementation of online learning in educational institutions. The report emphasizes the importance of technology, training, and stakeholder cooperation for a successful transition to online learning.

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Table of Contents
INTRODUCTION...........................................................................................................................1
MAIN BODY...................................................................................................................................1
Task 1.....................................................................................................................................1
Reasons for change.......................................................................................................1
Scope of change............................................................................................................2
Change agents...............................................................................................................2
Task 2.....................................................................................................................................3
Organizational readiness for change.............................................................................3
Stakeholder analysis......................................................................................................4
Force field analysis.......................................................................................................5
Effect of existing organizational structure....................................................................6
Identification of key resistance and action plan to minimize........................................6
Task 3.....................................................................................................................................7
Kotter's staged model....................................................................................................7
Lewin change model.....................................................................................................9
Task 4...................................................................................................................................11
CONCLUSION..............................................................................................................................11
References:.....................................................................................................................................12

INTRODUCTION
Change management of an organization can be defined as formulation of some change
which is required by the firm to gain benefits or to solve some existing problems. Change can be
in the form of policies, rules, regulations, norms, structure, working or anything which comes in
operations in an organization (Al-Ali, Singh, Al-Nahyan and Sohal, 2017). Here the organization
chosen here is any educational institution like a school, college, university or coaching. They
have to adopt some changes and the following discussions are made on identification of change
situation such as reason for change, scope of change and change agents involved in it. The
change project analysis such as organizational readiness for change, stakeholder analysis, force
field analysis, impact of existing structure of the company and key resistance and action plan to
minimise the resistance. Implementation of change programme such as applying Kotter's or
Lewin staged model which includes various process and steps for execution change in an
organization. Change plan overview such as overall action plan in a chart format with proper
findings and conclusion in context of any educational institution like XYZ University.
MAIN BODY
Task 1
Reasons for change
There are various reasons that causes change in an organization such as huge crises faced
by the company, they are facing the high performance gap in the market, introduction of the new
technology in the firm, identification of new and innovative opportunities, reaction to the
pressure which are internal or external in nature, impact of mergers and acquisition, to increase
the productivity of the firm by increasing the sales and revenue generations and many more
reasons (Butt, Nawab and Zahid, 2018).
Change situation taken here is the online learning platform for students. Reason behind
implementing such change in the institution is the Covid-19 situation all over the world. Sudden
lock down affected the closed down of educational institution which highly hampered and
destructed the studies of the students. Therefore, change is required in the introduction of the
implementation of new technology among teachers and students so that they are comfortable
using that without any hindrance. Hence, proper training and development is needed to execute
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such change in an organization by teaching them the new technology of online learning while
sitting at home and how they can communicate and coordinate with each other, this is basically
the concept of work from home and study from home using technology at the same time
maintaining an appropriate cooperation among teachers or students so that proper interaction
between them cannot be missed for better implementing the education system at home.
Scope of change
There are various benefits of change management in an organization such as technology
is updating day by day so it is important to implement change in technology to keep pace with it
in this ever changing world, needs and requirements of a person is constantly evolving, dynamic
global economy, change leads to the opportunities for growth and development, it helps in
building up the competition and many more benefits which supports change in an organization
(Cameron and Green, 2019).
Scope of change in educational institution of bringing up the advanced technology due to
home based working and studying are that every one either teacher or a student will be able to
learn new technology and get practical knowledge for the same which will help them in career
and growth. They will be benefited as they will be able to balance their work and life, they will
be independent to the locations, they will be able to save the money of living out or travelling
expenses, teachers and students will be more attentive in taking or giving the learning lessons of
technology using, it can also lead to the attractive studies for the student because of digitalised
notes such as in the form of presentation, animation, videos and in other effective formats as
well, there will the more enhancement in productivity and knowledge among teachers and
students. That is why, this change step is necessary and has a wide scope in future for the
benefits for the students and teachers as well as they will be able to learn that how they can
manage studies and teaching at university location and at home as well by adopting new
technologies.
Change agents
There are various change agents involved in the change management process and they are
divided into two parts that are external and internal agents that are highly involved in the change
management process in an organization. External change agents are those who supports the
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organization externally such as customers, suppliers and many more. Internal change agents are
those who supports the organization internally such as the employees, employers, managers,
leaders and many more. They have many roles in change management in the company such as
they are responsible and accountable for the investigation process in change management,
advocate, encouragement, facilitation, mediation, advising and managing change in an
organization are handled by the change agents (Dzwigol, Shcherbak, Semikina and Vasiuta,
2019).
Change agents in an educational institution are trustees, principals, teachers, workers,
students and parents. They all have a great role in managing the change in an organisation.
Because they are the ones who will handle the new technology and cooperate with each other
and managing the same. There are responsible for motivating and inspiring each other for better
performance in such a change which is sudden all over. Therefore, change agents have a huge
role and responsibilities in adapting the changing environment of an organization.
Task 2
Organizational readiness for change
Organizational readiness for change can be defined as the acceptance for change by each
and every person in an organization who has already been committed for the change and then
afterwards they cannot refuse to acknowledge the same. This is done because change is
something which most of the people resist because of change in scheduling in their working and
timings, change in rules, regulations and policies in an organization. Therefore, it is important to
implement the organizational readiness for change so that later on, people cannot say no
afterwards at the time of implementation. Hence, it is an important concept that commitment is
necessary from the employees so that execution of change can be done without and hindrances
(Gerbec, 2017).
There are three major scales on which the organizational readiness can have measurement
in the company such as first is strength of the evidence for the proposed change or innovation
which means that the there must be the strong proof that not only the organization is getting
benefit and productivity but also the employees who are working for the firm must also be in an
advantage in changing the company's policies. Second is quality of the company's context to
support the practice change which means how much the organization is powerful in managing
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the change that is how much strong is the rules and norms of the organization so that they can
easily cope up with the change and adapt it successfully. Third is organizational capacity to
facilitate change which means that the company must be that much capable to adopt the change
that is no one must get harmed in any way and every one should acknowledge the change
happily with good inspiration and motivation.
In context of educational institution, organizational readiness is a must change because
no one want that students got affected their studies in any way so acknowledgement of teachers,
trustees and parents are fully available and along with the students as well with the strong
commitment to achieve the change in a positive manner.
Stakeholder analysis
Stakeholders are the peoples who have the involvement in an organization's project which
means who take interest or participate in accomplishing the projects undertaken by the company
for profit generation. There are two types of stakeholders, external stakeholders which affects the
firm externally such as customers, suppliers, competitors, shareholders and many more, internal
stakeholders which affects the firm internally such as employees, employers, managers and many
more (Hayes, 2018).
Stakeholders analysis can be defined as to keep the track of records of who is
participating , who taking interest and who is giving the maximum involvement in a particular
project in an organization. This is done because it helps the company to know that which group
they have to communicate and coordinate more effectively and which group does not require the
same. Therefore, to analyse such concepts, it is essential to perform the stakeholders analysis for
the same. Purpose of such analysis are to list down the key players in an organization, to achieve
as early alignment from all stakeholders to discuss the goals and plans and to support the
company to look out the conflicts and difficulties on an early basis.
In context of educational institution, they can apply some steps in order to analyse their
stakeholders such as first is determining the stakeholders who are exactly involved in change
management, second is that the grouping and prioritising the different stakeholders involvement
in a the project and this is done by power interest grid and third is figuring out that how the
communication can be way out (Jayatilleke and Lai, 2018). There are teachers who are one of the
stakeholders which comes under the grouping of keep satisfied, students are another stakeholders
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who comes under the grouping of manage closely, managers comes under the grouping of keep
informed and parents comes under the monitor that is minimum effort priorities.
Force field analysis
Force field analysis can be defined as the analysis in an organization to identify the
factors that highly influences the change situation which means either those factors will
encourage and support in accomplishment of a goal or they will resist the change situation and
create blockage in completion of a goal. It has some process or steps to carry forward such
analysis like first is brainstorming all the influences either externally or internally that works in
favour of and in against of the company, second is evaluating the strengths of each of the forces
that is affecting the change situation, third is the placing of each force in order to the priority of
strengths so that ranking could be done in a accurate way and fourth is the discussion that how
the company can increase those forces who are acting as a strengths for the change situation and
decreasing of those forces who are acting as the threats for the change situation. This analysis is
basically used for the investigation of the power that is involves in a issue, identification of the
key stakeholders, opponents, allies and how to influence the target groups (Rosenbaum, More
and Steane, 2018).
In context of educational institution, force field analysis are done by following the steps
which are involved in the process like first is brainstorming all the factors such as teachers,
trustees, students, parents and technology. Second is assessing the strength such as teachers and
students has a major role that can be in the favour of change situation, parents and trustees has a
minor role which also can be in a favour but technology can be against of change situation. Third
is prioritising such as order like teacher, student, parents, trustees and technology. Fourth is to
motivate and inspire the teachers, students, parents and trustees to be in a favour of
implementation of new technology and technology factor needs to be sorted out by performing
training and development session to the teachers and students so that they can carry out the
functions like operating, updating, working, internet connection, network and handling the new
technology that is comforting online learning platform for students (Schridde, 2019).
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Effect of existing organizational structure
Organizational structure can be defined as the hierarchy of an organization that defines
the top level, middle level and low level management who has different roles and responsibilities
as per their position in the company. It basically includes the board of directors, managers,
leaders, employees, employers and many more which are directly involved in the organizational
management structure (Skogland and Hansen, 2017). In context of educational institution,
organizational structure is like on top level, there are governing boards, president and trustees, on
middle level, there are faculty and staffs and on low level there are administration and students
which are basically also known as the operational level people.
Existing organizational structure of an educational institution affects the change situation
in both the manner positive as well as negative manner. It will affect negatively because existing
policies, procedures, rules and regulations were sorted out previously and there were no scope of
changing it so this structure can hinders the change situation but structure of people can affect
positively because they are the ones who are responsible for managing the overall structure of an
organization that can definitely benefit all the people who are involved in this change situation.
Identification of key resistance and action plan to minimize
Resistance to change can be defined as the unwillingness to adapt the change in order to
consistently working in a similar way as before. Resistance to change is a complementary to the
change situation because when ever the change is being adopted, association of resistance is
automatically come with the change situation. Therefore, it is considered the nature of change
situation and it is important to deal and tackle out such resistance because it can cause hindrance
to the change that is required to be adopted in an organization.
Reasons behind resistance to change can be self or individual areas of interest of a
person, lack of trust and misunderstanding among employees and employers, different
perspective and evaluations of the people who are involved in change situation and it can be the
low tolerance to change in an organization. Therefore, there are solutions to overcome such
problems like communicating and educating the people who are resisting the change in a more
convincing manner to them, involving and participating is a good solution and supporting and
inspiring the people that they can adapt the change without any difficulties (Velikorossov,
Maksimov, Genkin and Ponomarev, 2020).
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In context of educational institution, resistance can be from the side of parents and
teachers because they are the ones who will be responsible to teach the students that how they
can adopt the online learning change by teaching them the technology that how they can use or
operate the new and advanced technical devices, how they can manage the internet connectivity
and network connections by their own self and many more learnings are mandatory so they can
resist. But the solution can be to prepare and to organise the specific training and development
sessions for all the people who are involved such as teachers, parents and students by structuring
the team, setting targets, resolving conflicts, showing passion and persuasiveness, empowering
creativity and innovation, remaining supportive and positive, motivating, inspiring and guiding
the way to accomplish in adapting this change situation for the benefit of the students and for the
educational system as well.
Task 3
Kotter's staged model
Create urgency
This is the first step in this model which states that urgency creating in the minds of the
employees so that their decision making can be more faster and adaptation to change can be
easier. This is done by communicating for the change situation with an employees along with the
delivery of reason for change and what benefits can be gained by adopting this change in an
organization. In context of educational institution, top level management will form the change,
delivering all the important facts for the change to the staff and setting different budgets and
timescales as per the needs and requirements of the change. This will create the nature of
urgency in the mindset of staff people and students as well.
Form a powerful coalition
This is the second step in this model which states that forming a team or a group for
specific and particular roles and responsibilities and assigning them the duties and obligations to
perform and manage well the change situation collectively and by cooperating and coordinating
the same with each other. In context of educational institution, management will handle the
reviewing and consultation process in this step which means that they will review all the team
work and their roles that how they are managing such process and if any difficulty arises they
consult with each other and perform the whole process of consultation in regarding with the
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powerful coalition which was formed in order to carry forward the formation in a more generic
way (Vlados and Chatzinikolaou, 2019).
Create a vision for change
This is the third step in this model which states that creation of vision in the aspect of
change is important because without the formation of vision, it is almost impossible to develop
or build up the change and being successful for the same. Therefore, creating the vision for
change is an essential for every organization to fit in the minds of people especially those who
are resisting the change. In context of educational institution, vision of the management is to
developing and building up the staff and students on technical basis like new and advanced
technical systems, identification of updated hardware and software, tendering and testing them in
a more accurate manner. Therefore, vision creating is technology adopting in such change
situation of online learning platform for students.
Communicate the vision
This is a fourth step of this model which states that communicating of vision after
creating it is a very necessary step because until and unless vision is not being communicated to
the people, they will not be able to the know the significance of the change and the vision
created. Therefore, vision communication is an essential step in successful accomplishing the
change situation. In context of educational institution, they have decided to introduce the pilot
programme which means it is a feasibility study of the experiments which are conducted for a
short time span in order to get the idea of how the vision can work on long time span by adopting
this approach. Therefore, communicating the vision has been adopted by an organization through
pilot programme initiation (Vlados, Deniozos and Chatzinikolaou, 2018).
Remove obstacles
This is the fifth step of this model which states that it is the responsibility of the
management to remove or decrease the obstacles and difficulties which are arising in the
implementation process of change so that resistances and hindrances can be removed from the
proper change management in order to execute the situation successfully. In context of
educational institution, they are removing the obstacles from the rolling out the changes in the
structure of an organization, removing obstacles from changes in the processes of the company,
changes in the systems of the firm and most importantly removing problems from the people
who are involved in the change situation.
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Create short term wins
This is the sixth step of this model which states that creating the short term wins helps the
management and the people in motivating and willingness to carry out the change in a positive
manner because short term achievements motivates the person to pursue long term goals and
accomplish that. In context of educational institution, management has though of staff training
and development which is based on the practical implementation and execution of the change
which is short term in nature which make them win that situation to tackle. Therefore, it supports
the staff to handle the long term situation as well (Bhatt, 2017).
Build on the change
This is the seventh step of this model which states that now it is the time of building up
the change after the analysis of all all the things such as feasibility, goals and objectives,
resources, people, resistance and many more things. In context of educational institution,
management has started the building on the change on the basis of brief communication plan
made to communicate with the people on each and every topic so that the change situation and
adoption of it can be more clear at time of implementation.
Anchor the changes in corporate culture
This is the eighth step of this model which states that after building on the changes, it is
important to anchor the changes in corporate culture which means that creating the relationship
between existing culture and new culture formed, this helps the people in making comfort in
adopting the changes and the execution of the same. In context of educational institution, they
have adopted the method of risk assessment of undertaking the change and the overview of
success factors because anchoring the changes in corporate culture supports in risk management
and evaluating the success factors of adopting such change (Galli, 2018).
Lewin change model
Unfreezing
This step defines the de freezing of the existing culture which states making the people
aware that initiation of change will get implemented so be prepared and unfreeze the existing
change. This step involves the four initial steps of Kotter's staged model such as creating the
urgency, formation of powerful coalition, creation of a vision for change and communicating the
vision (Stouten, Rousseau and De Cremer, 2018). In context of educational institution, they have
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applied some steps in relation with these steps such as formation of a change team, consultation
process, new systems that are technical and introduction of a pilot program. Therefore, first step
of Lewin model is directly associated with the initial four steps of Kotter's model.
Changing
This step defines the changing of the existing culture which states that implementation
which was decided in the previous step and execution of it while performing the change in an
organization. This step involves the three next steps of Kotter's staged model such as remove
obstacles, creation of short term wins and building on the change (Carrillo and Gregory, 2019).
In context of educational institution, they have applied some steps in relation with these steps
such as rolling out the changes to the organizational structure, processes, system and key people.
Therefore, second step of Lewin model is directly associated with the next three steps of Kotter's
model.
Refreezing
This step defines the refreezing of the changed culture which states after the
accomplishing the goal and objective of the change, it is important to refreeze the people from
change as soon as possible so that they cannot get wholly connected with the change situation
and not majorly involved even after the purpose is over of change situation. This step involves
the last step of Kotter's staged model such as anchoring the changes in corporate culture
(Goodwin, 2017). In context of educational institution, they have applied some steps in relation
with these steps such as a brief risk assessment of undertaking the change and overview of
success factors. Therefore, third step of Lewin model is directly associated with the last step of
Kotter's model.
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Task 4
(Voehl and Harrington, 2017).
CONCLUSION
It is concluded that change management is an important part to study to handle and tackle
the change in an organization because it supports to manage various changes in the company
which helps the firm in gaining productivity and stability of employees and in market as well
(Tang, 2019). It is necessary to analyse the situations that can cause changes in the company in
order to deal with it, it is essential to examine the project which showcases and depicts the
change identification through various models and theories followed by the resistance and
solution to that, it is significant to determine the process and steps that how the change
programme can be implemented using models and it is important to observe the change plan
overview that is the action plan of change in the form of chart. This report covers all such areas
regarding change management in an organization for better understanding of the concept of
change management.
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References:
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Voehl, F. and Harrington, H.J., 2017. Change management: manage the change or it will
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