Develop a communication plan(s) to deal with sensitive and emotionally charged situations

Deliverable Length 7 pages

Develop a communication plan(s) to deal with sensitive and emotionally charged situations

In your leadership role, you have to make a difficult decision about restructuring the department. Because of limited resources, personnel need to be eliminated. Of 30 people in your department, you will have to eliminate 20% of the workforce (6 people from your middle school Uzima Technical Academy).

  • Develop your action plan in APA format  to meet the directive that you have been given to maintain quality and reduce costs.
  • Be specific on your options and considerations.
  • What is your rationale for selecting those who will be laid-off?
  • What impact will these lay-offs have on the budget? Where will the funds be re-allocated? Who will do the work of those who are laid-off?
  • How will you communicate your plan to your employees—both those who are being laid-off and those who are remaining?

Notes

Develop your action plan to meet the directive that you have been given to maintain quality and reduce costs.
1. Develop the plan

Considerations involved in developing the plan
Each person’s salary
Each person’s length of employment
Each person’s level/breadth of knowledge, skills and talents
Each person’s current level of performance
Using the criteria above identify those individuals who are capable of taking on additional job functions who also have a high level of work ethic and commitment
Map out which job functions can be reassigned without compromising quality
Map out the impact on costs (salary, benefits, severance pay and / or out-placement costs, etc.) those reassignments would have
Continue to work with the model until the plan demonstrates that operating costs are met and each job junction is covered by a capable, committed individual

2. Develop the Communication Plan

o    Meet with the entire group and walk them through the situation that has required the restructure.

o    Go step-by-step through the process you have applied – communicating as much detail as is reasonable (and legal)

o    Communicate your commitment to keeping as many people as possible.

o    Meet one-on-one which each employee to let them know how the restructure impacts them.

o    Communicate to each person who is being laid off that you understand the difficulty, hurt and/challenge they are facing. Let them know that you value them as an individual and outline what is available to help them transition.

o    Meet with each person who is being retained and express your confidence in their commitment and ability to take on additional responsibilities. Let them that know you appreciate them individually. Review the knowledge, skills and talents they bring to the job and how those contributed to their being asked to stay on. Share specific examples of your observations of their work ethic and commitment and how much you value those attributes.

 8-Step Action Plan Template

Step 1: Identify your overall goal Clarity is very important here; the more clearly you can visualise/articulate your goal, the easier it is to plan a route towards it

Step 2: Set SMART objectives (Specific, Measurable, Achievable, Realistic, Time bound)

 These should:

Be precise Be expressed in positive language Start with an action verb to ensure they are focussed on something that can be achieved (e.g. complete, publish, investigate, propose, revise, plan, install)

Some examples: Submit x grant applications (to the minimum value of x) to x or y funding bodies by date Publish x research papers in specify referred journals by date Submit x abstracts for consideration to specify type and / or level of conference by date Continue to update knowledge and understanding in field by attending x workshops for professional development by date

Step 3: Identify the individual tasks and order them by priority

Break down any large objectives into smaller tasks, so they don’t seem so difficult to achieve. Consider what you will do NOW. There is no point in having an action plan that will start in six months’ time

Step 4:
Identify any challenges, barriers, and self-defeating tendencies
Categorise them as follows:
ACT – challenges, etc. which are within your control and important
REFRAME – challenges, etc. which you can’t control but are important; think about
how you could view these challenges, etc. in a more positive and manageable light,
for example as a focus for the actions you need to take
CHOOSE – challenges, etc. which you can control but are not important
IGNORE – challenges, etc. which you can’t control and aren’t important
Then, working in order, consider what strategies you can use to overcome your challenges,
etc. A tendency to procrastinate, for example, could be tackled by setting SMART objectives
and breaking them down into manageable chunks (Steps 2 and 3).

Step 5: Determine who can help you

For example, if you listed ‘procrastination’ in Step 4, perhaps you could arrange for a friend or relative to support you in sticking to the objectives you set above in Step 2.

Step 6: Determine what resources you will need

Step 7: Decide on a realistic timescale to achieve your overall goal

Step 8: Review your progress Keep a diary or logbook of your activities and record in it your progress as things happen.

A good time to start your review is about two weeks after you have begun. Review how far you have got towards your goal, identify any mistakes you have made and what you can learn from them, look at any new ideas or opportunities that may have presented themselves and then revise your plan to incorporate these.

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