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Change Management Memo

BACKGROUND: Imagine you are joining a health care company as a practice manager after the response to the COVID-19 pandemic. The entire health care industry has changed due to this external influence. One of the major initiatives is the use of technology (e.g., telehealth). Your job responsibilities include analyzing internal and external influences that cause change in organizational behavior and culture. Once you have identified a change that is occurring, you need to communicate with your team in a way that is clear, engaging, and motivating to gain employee buy-in; this is effective change management.

Assessment Audience
Your memo should be: (You can use Microsoft Word Memo Templates)

Directed to your team
Engaging, positive, honest
Considerate of people’s resistance to change
Incorporate motivational strategies to earn the employees’ buy-in
Utilize 2 references with intext citations to support your statements
Assessment Directions
As a manager, you will create a 700- to 1,050-word memo which will be sent directly to your team in which you:

Identify a top internal (e.g., staffing) and external (e.g., pandemic) influence that would cause change to the culture/organization behavior.
Announce the specific changes to your team (clear and concise message).
Share the potential impacts and the time frame of the changes.
Consider your delivery and word choice to encourage your team to embrace the changes and create a smooth transition. You are free to use Microsoft Word Memo templates for the assessment.

Sample Answer

To: Our Dedicated Team

From: [Your Name], Practice Manager

Date: [Today’s Date]

Subject: Embracing Change: A New Era for Our Practice

Introduction

The past few years have presented unprecedented challenges for the healthcare industry, particularly with the COVID-19 pandemic. However, these challenges have also fueled innovation and adaptation, paving the way for exciting changes within our practice. This memo aims to address these changes head-on, ensuring transparency and fostering your valuable input during this transition.

Internal and External Influences Driving Change

Several factors, both internal and external, are driving change within our practice. Firstly, the pandemic highlighted the need for flexible staffing models (Shanafelt et al., 2022). Burnout and the desire for work-life balance have become key concerns. Implementing a more flexible approach can benefit our team’s well-being while still ensuring optimal patient care.

Full Answer Section

Secondly, the pandemic accelerated the adoption of telehealth technologies (Bhavnani et al., 2021). Patients increasingly value convenient access to quality care, and telehealth offers this benefit. By integrating telehealth options, we can expand our reach and provide patients with greater choice.

Announcing Specific Changes

To navigate these changing landscapes, we are implementing the following initiatives:

Flexible Scheduling: We will be piloting a program offering flexible work arrangements like remote work capabilities and adjusted working hours. This will be implemented in phases, allowing for feedback and adjustments.
Telehealth Integration: We will be introducing telehealth consultations for appropriate patient interactions. This will be supported by training on telehealth platforms and protocols.

Potential Impacts and Timeframe

These changes hold immense potential. Flexible scheduling can enhance staff morale and retention, leading to a more positive work environment. Telehealth allows us to cater to patient preferences and reach a wider patient base. Transitioning smoothly will require dedicated effort. The flexible scheduling pilot will begin within the next month, with adjustments based on your feedback. Telehealth integration will commence over the next quarter, with comprehensive training provided beforehand.

Embracing the Journey Together

Change can be unsettling, but it also presents an opportunity for growth. These initiatives aim to improve our work environment and offer greater value to our patients. We understand that you may have questions and concerns. I encourage open communication throughout this process. We will be holding regular team meetings to address your questions and concerns, and your feedback is highly valued. Additionally, individual meetings are available upon request.

Motivation and Moving Forward

As we embark on this journey together, let’s remember the dedication and resilience you’ve shown throughout the pandemic. By embracing these changes, we can create a more adaptable, patient-centered practice. We will provide ongoing support and training throughout this process. I am confident that with your commitment and our collaborative approach, we can thrive in this evolving healthcare landscape.

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