Leadership and Change Management: IT System Change Report

This report delves into the realm of leadership and change management, focusing on the implementation of a new IT system within an organization. It begins by exploring the applicability of Lewin's change model, detailing its three stages—unfreeze, change, and freeze—and how they are utilized in formulating a change management strategy. The report then moves on to evaluate practical steps for effectively managing the implementation of major changes, such as the introduction of new IT systems, considering factors like employee training, communication, and the overall impact on the organization. It also touches upon Kotter's model for evaluating and identifying new measures taken in practice to effectively manage change. The report emphasizes the importance of understanding the need for change, assessing its impact, and ensuring that the transition is managed smoothly to achieve optimal results. The conclusion summarizes the key findings and reinforces the importance of strategic leadership in navigating organizational change.

Leadership and Change
Management

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................3
Applicability of Lewin’s change theories and its usage in the formulation of change
management strategy...................................................................................................................3
Task 2 ..............................................................................................................................................6
Evaluation of practical steps that are used to effectively manage the implementation of the
major change described................................................................................................................6
CONCLUSION .............................................................................................................................10
REFERENCES..............................................................................................................................11

INTRODUCTION
Change management strategy are the changes made in the organization on the basis of
needs. Changes adopted in the companies are necessary due to fast changes in demands of
consumers and market. Analysis of the strategies using at workplace, gives idea that it needs
changes or not. Also the structure of company is appropriate according to the market condition,
work environment is suitable or not. These points may lead to make changes in the leadership
styles and operations done by the team in the organization. This report contains the study about
the organization which is adopting the upgraded new IT system at workplace and it will be
changed in three months. Following the Lewin's theory of change model is used to formulate the
changes according to the change management strategy for implementation and Kotter's model for
evaluation and identification of new measures taken in practice which manage the changes
implementation effectively.
TASK 1
Applicability of Lewin’s change theories and its usage in the formulation of change
management strategy.
Every industry is developing their resources to give better service to their consumers and
enhance their productivity. So the change is necessary in every field. First of all the organization
which wants a change they have to identify that why they need a change management strategy.
So it needs to clear about the change characteristics, the change will bring how much effect,
which thing will get most affected by the changes, scope of the changes, time frame for the
changes and majorly what is being changed. In this report, the study on the changes in IT system
of the organization is discussed, so they have to assess the company's previous data about the
changes, employees and managers impact over the changes and which group is impacted by the
changes. This will give a right idea of how much changes is going on (Celik, and Ozsoy, 2016).
According to these analyses organization should make the change management strategy.
Lewin's Change model
In terms of changes Kurt Lewin's Change model (Mike Morrison, 2018) give right
criteria about the change process. It is three step model change theory which has following
stages- Unfreeze the current activities and processes, make changes according to your need, and
finally practice and freeze the new patterns and behaviours into actions. This helps to understand
the current scenario of the organization about their working style, analysis of the changes they

need in their company, and it provides the high level approach to improvement. They can meet
up their targets in terms of profitability. Lewin's theory can help the leaders to do the following
things like they can make changes in terms of innovation, minimize the disruption of structure's
operations and then make sure about the implementation and adoption is permanent
(Madanchian, and et.al., 2016). This three step model gives an idea about implementing the
changes when organization deals with people, they can make changes according to the people,
they re-structured the operational works, re-assign tasks, but it is helpful only when the people
will give support and bring in practices.
Detail study of three stages of the Lewin's model
Unfreeze
This stage assess the current condition or the organization. Like employees in the
company working in a streamline but it is possible that they might get strayed off course, they
are not more interested to perform the similar tasks which are irrelevant to them. But they have
to do it due to force or pressure of work environment. So the company should analyse this
scenario and noticed about the condition. Unfreezing means getting people to gain perspective
on their day to day activities, unlearn bad habits, and open up to new ways of reaching their
goals. So this may have to reassessed their current practices and processes.
Implementation
Once the people open up their minds and finds new ways to change their working
strategies it leads to change in them. As change can be dynamic, it needs time to be settled down,
it needs investment. It yields lots of timing in planning, re-organizing the things, the allocation of
the resources, re-structure the working style like roles and responsibilities are re-distributed. All
these process can first slow down the organization. So the transition period is involved and
organization should adopt the change according to the situation and after analysing the situation.
Freeze
After the analysis of the situations and adoption of the change, it will only reach to its full
effect only when it made permanent. Once the changes have made in the organization it will
regain its structure and effectiveness in terms of work and make sure about that new organization
should maintain its standard (Iyer, 2016). If the company finds the way to improve in their
structure or resources they can apply it and start to conduct its operations. But it will also be a re-

freeze stage because once the organization freezes on its terms of changes they can also apply the
Lewin's theory to approach the re-freeze.
Implementation of Lewin's theory in terms of formulation of a change management strategy
Lewin's theory of change management (Ouma, 2017) help the organization to adopt the
changes. It is mentioned in the theory that the organization have to discuss the present condition
of the company in which they are currently working. According to the assessment they get to
know what changes are needed, like in case of the IT systems the organization is using the old
software and working on them, which gives the heavy load to the employees of the company.
Company analyse this condition let them to know the current scenario as they have to waste
more time on work, they have to appoint more employees, it also takes more resources to be
captured in the work (Sinaga, and et.al., 2018). Development in the IT system is very advanced
and many other organization uses latest technology, the company has to take overview about
their technology, software they are currently work upon. As it give disadvantages to the company
in terms of low productivity, the more need of resources, increment in employees will also give
losses the company in terms of financial condition. If all these things are observed by the
company, and they take proper actions to overcome from these condition they will unfreeze the
working system. As they open up their minds they will take suggestion from the employees, and
prepare plan to adopt new IT systems in their organization.
Next they work on change management strategy in their company they will re-structure
the working. As operation re re-structured so it needed to manage the working strategy like they
have to plan according to the need and prepare a roadmap for further references. As they adopt in
technology in their organization, it will take some time to understand the working to the
software, hardware and programs they have on it. As they come to use the new latest technology
it will save their timing, their resources, increment in productivity in low costs. They uses the
updated versions of software at workplace it increases their interest in using it. But company has
to take care that they should give proper training to their employees so that they get connected to
it and works on new systems easily. Proper communication with employees is necessary because
it will help them to motivate to understand these technologies (Obielosi, Emmanuel, and Lember,
2018). They work with more dedicatedly at workplace. Advance technology enhance the growth
of either individual or organization which helps them to connect globally.

According to Lewin's third stage which is freeze the changes, as the organization adopts
the changes they take some time to get aware of new environment of working. Changed
strategies are needed to take in practices it would be a freeze condition. IT systems upgraded at
workplace, so it needs to be used in daily action. That's how it will help the organization to take
the competitive advantage in market. Advance technology bring revolution in the strategies they
follow, leadership styles, productivity will be influenced. Undertaking the necessary steps to
motivate the employees to work with more dedication the leadership style should be changes,
leaders should provide support to their workers. They give more attention to them, they need to
measure the growth in working capacity. Implementing the changes will bring more clients to the
organization as they give quality products and services (Theorin, and et.al., 2017). Also if they
shift the data online using the servers, they create their own databases which helps them to work
efficiently. All the data is available at one place. As the working of the organization goes
streamline they can follow the rule of Re-freeze the change and use the change cycle according
to the Lewin's theory again on the basis of needs.
IT system helps the organization to know the target segment, technology leads to enhance
their customers as if they go online to sell their products it increases their sales. So basically IT is
core of any organization nowadays which helps them to business anywhere in the world.
Enhancing the overall performance will increase the reputation of the organization. IT stimulates
the growth of company.
Task 2
Evaluation of practical steps that are used to effectively manage the implementation of the major
change described.
Organization adopts the changes should have clear vision for future which gives best
results to them. According to the study of change model of Lewin's it is cleared that bringing the
changes will changes the entire scenario of the company and management will be affected by
this. Fact proves that the company always apply change management strategy according to the
need of the market and consumers, it affects in positive ways to them. Like they feel need of the
change in their workplace they will give lookout the assessment of the parts or division which
affects the most by adoption of new strategies (Choden, 2016). If they don't change their ways of
working it will produce the same result by doing same things, so the management should support

the changes, they should analyse where changes needed most, also look for the involvement of
the employees in the changes, communicating the change properly, implementation, follow-ups,
removing barriers. So for these things they need proper planning, set the goals, defining the
changes, articulate challenges, find the key influencer, also adjust the new performance
objectives. Assessment on these key features should provide the necessary information.
According to the study, organization wants to change the IT systems and upgrade with
latest technology. It would be very impactful for them. Innovation is the key for any organization
to achieve their goals. No doubt the technology brings tremendous progress to humanity. It helps
organizations in improvising their products and services. So changing in technology will bring
more pain and frustration to the employees at workplace because it ha learning barriers, or they
might be unaware of the technology (Bahbahani, and Hanotte, 2015). So it requires effective
change management methodology to successfully deliver these technical benefits as they have
training about the usage of it.
IT departments involves changes and requires the corresponding change management
effort. To manage change effectively, it very necessary to understand the changes that undergo
and appropriate methodologies apply to it. As IT change can be classified into three categories
like operational, transitional, transformational.
Operational change
it is about the management of IT changes from software, upgraded versions, backup procedures,
security monitoring, etc. as these are advancing daily. These changes are about to manage the the
existing operations and improve the IT infrastructure which already exists. In this, not new thing
is created, while they made some required changes in existing software, hardware, security,
integration and enhance the system performance. These types of changes can be managed by
using the Informational Technology Infrastructure Library(ITIL) methodology. It is set of
processes for the IT service management(ITSM). It has become the industry standard to manage
the IT operations (Bielak, and et.al., 2016). It is widely used with software tools, it manages the
processes. Such tools will be dependent on the size and complexity of the organisation, but it
makes the ITIL processes actionable. Combining these ITIL and software tools will manage the
operational changes in the organization.
Transitional Change

It is more complex and it is about the unstructured changes in the IT projects. These projects
usually replace or require a major upgrade in existing IT assets or require some integration in
them. As they need to change the technology they do some in between works, and they can plan
according to need, they made changes and executing these plans will take deep discussion among
the stakeholders, management, and employees to address the need of it.
Transformational Change
it is much riskier than other changes, it is very complex and challenging. As it impacts many
business units in the organization and many projects can be affected by this change. So the
traditional tools and technology would be no more longer. It involves new structures, systems,
skills, staff, processes, technology (Small, and et.al., 2016). So to manage these changes,
organization should adopt the proper change methodology like Kotter's change model.
According to the Dr. Kotter's model of change (Chappell, and et.al., 2016), there are lots
of organization which adopts changes in their workplace, they change their strategy of work,
management, leadership etc. This is 8-step process which are as follows
Create a sense of urgency- growth requires everywhere. So to grab the opportunities changes are
required because competition is increasing continuously which generates the need of the
urgency. Opportunities can't be discarded.
Building a guiding coalition- A volunteer needs a coalition of effective people, who can guide,
leads, coordinate, and communicate its activities properly.
Form a strategic vision and initiatives– vision should be clear as it would be different from the
past and how the vision will link to the reality. So decides the initiatives to be taken achieve the
goals.
Enlist a volunteer army- massive number of people work in the same direction and take the
common opportunity, they must be come together for urgent to change drive like moving in same
direction.
Enable action by removing barriers- it helps most in performance, if there is no barrier the drive
will be easier while to remove these barriers they should take necessary actions like changes in
the hierarchy of the management, and resources and processes which are inefficient to provide
growth.

Generates short term wins- it is about setting short term goals and track the progress. As they win
the small goals, they will be more energies to do work in the particular direction and it will give
big result.
Sustain acceleration- increment in credibility can improve the systems, structures, policies. So be
relentless with initiation of the change after change until the vision is reality.
Institute change- articulate the connections between the new behaviours and organizational
success, so it makes the strong enough the organization to replace old activities. And adopts
other changes.
These are very long list of changes, but each step is important to bring the changes, and
according to Kotter, none should be skipped. As skipping any step would lead to confusion or
de-growth in the businesses, hinders the successes of transformational changes. As they apply
any change management strategy, organization can take these tools of techniques and processes
to make changes and it will get success in it. Company builds their own databases, it shifts the
working from manually to online by using servers. Also they provide the interconnected network
within the organization, and they work with proper coordination. It will help to maintain the data
integrity of the company. Sometimes due to manual working of entry of data leads to duplicacy
or inconsistency in data, adopting new technology at workplace will enhance the performance
and leads to work efficiently. These tools and processes are should be available in expensive
prices and costly change management contract. Kotter suggest (Cooney, and et.al., 2016) the 8
step to be followed in terms to get success as discussed above, so in terms of technology the
organization should be clear about change management. Like they have the data which creates
sense of urgency in change, either they can create the need or y analyse the market, so they don't
want to loose the opportunities. To stay in market they need to change in technology and
compete with their competitors. Next building a guiding coalition who is able to forward the
message and leads the group. The volunteer should be able to communicate and coordinate
properly. So the change would be implemented effectively in the organization. It regulates the
new strategies and processes among the teams and employees. According to kotter's third step
Creating vision and appropriate initiatives should be taken, like the organization should plan the
new strategy and setting new goals, so they should analyse the change in IT system and what
advantages they get in future from changing it. And how they can implement the change to
achieve the goal. It is required to take necessary actions for this. Enlist a volunteer army gives

the idea about the team who are affected by e change in the system of IT and how they can deal
with new upgraded versions of the IT systems. It enforces that the work is affected up to certain
limit. So changes will enhance their performance of the work. In Kotter's list fifth step is
removing barriers by enabling the actions (Donnelly, and Kirk, 2015). As they take appropriate
actions to remove the barrier which hinder the performance of the organization. Like they adopt
the changes related to IT systems which helps them for more productivity. Like they can change
the management hierarchy, leadership styles, and motivates employees to work. Generates short
term wins, that if setting small term goal and have success in it, will lead to work with more
enthusiasm by the employees. As employees are well-trained about the new technology they
change in their organization, as they small tasks daily, and they do them properly with increase
their morale to work. It provides profits to the company to set the big goal and their staff would
help them to achieve it. Sustain acceleration it mentions the credibility increment, as they
improve in the technology and systems upgrades will help them to meet up with their vision.
Institute change will bring the clarity about the present scenario of the technology they are using
and the adopted IT systems which are upgraded in terms of software, hardware etc. so they can
compare the present with old activities (Zaitseva, Goncharova, and Androsenko, 2016)). They
balance the connection between the previous behaviour and current condition. So it will give the
strong base to the organization in working manner.
CONCLUSION
According to the detailed study about the organization adopts the change in the IT system
so they apply the different change management strategies according to their need. As the change
management strategy implements according to the situation and current scenario analysis. It
leads the organization to become more stable in the market. Changing in the IT systems will lead
to improve their productivity and employees skills in terms of work. It raises the profits of the
company, achieving targets, grabbing public support and expanding their businesses. So it is said
that change can be either minor or major but its proper implementation leads to success.

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