EXECUTIVE SUMMARY
In this placement at M. V. T Limited which operates under the name Venisons, I have been able to practice what has been learned theoretically especially when designing a new change management strategy on the implementation of a change in the Payroll system using Lewin’s Change Management Model. This exposure not only improved my learning in change management, problem-solving and communication but also paved the the way for the transition of theory learned in the university to the practical world. In this placement, I then suggest the need for ongoing professional development in change management activities so that I can be in a position to detect and manage any resistance in future opportunities. Moreover, effective communication with stakeholders in the early stages of the process and providing employee awareness about change in general can also add to the improvement of all future transformations. I want to expand my knowledge of more enhanced communication and leadership theories to become more effective when leading multicultural groups and implementing various organizational changes.
INTRODUCTION
3.1 ORGANIZATION CHARACTERISTICS
M. V. T Limited, commonly known as Venisons, is a company that emphasizes on improved organizational performance and productivity through efficient office management services. The primary reason for the formation of Venisons is to undertake professional business support services so that the management of business organizations can be free to deal with issues of key concern without necessarily getting enmeshed in the mundane operations of the corporate dailies. Some of the services that the organization provides include but are not limited to administrative support, payroll services and procurement services (M.V.T, ltd)
3.2 MY ROLE AND RESPONSIBILITIES
In an organization such as Venisons as an Office Administrator, I am privileged to play a central role in managing office services to ensure that all operations run smoothly. There are algorithms that I have to follow in terms of preparing and presenting payroll to enable rightful and on-time salary remuneration of employees. I also manage correspondence control, meaning that I am responsible for the outbound and inbound communication internally and externally. Also, I perform the filing services, including being in charge of the proper filing system that enhances the organisation of the documents.
4 SKILL ANALYSIS
4.1 COMMUNICATION SKILLS
Communication skills refer to the exchange of information between two or more parties to arrive at decisions and solve problems (Rios et.al., 2020). As an Office Administrator, diplomacy was crucial for me as I interacted with different people during my work. I applied the Transactional Model of Communication when sending emails and other communications with office personnel and subordinates, always adapting the content and style of the message to the circumstances and the receiver while making sure to be as clear as possible when relaying orders and instructions from management.
4.2 PROBLEM-SOLVING SKILLS
In this case, problem-solving skills are the learned capacity to analyse intricate issues and arrive at the best solutions (Sharma et al., 2022). Another helpful learning experience during my placement was using the IDEAL (Identify, Define, Explore, Act, Look) problem-solving model. For instance, in situations with problems with the payroll, this framework helped me define the problem and assess options for solving it.
4.3 TEAMWORK SKILLS
Teamwork skills are vital for effective customer relationships when working together with them in an organization (Copeland, 2021). My placement enabled me to use Tuckman’s forming, storming, norming, and performing theory on group dynamics. By being familiar with these stages, I was able to help new team members integrate into the team and improve cooperation within the team.
4.4 LEADERSHIP SKILLS
Leadership involves coordinating and directing a group to achieve its goals and objectives (Steenkamp and Ziaei, 2021). I had to perform many clerical functions, so leadership was involved, primarily in supervising some of the tasks and introducing new systems. Through the situational leadership theory, I ensured that I had observed the level of competence and commitment of my team members and duly applied appropriate leadership styles.
4.5 NETWORKING SKILLS:
Networking skills involve fostering and sustaining working relations that benefit the organization and the person holding the relationship (Coffelt and Smith, 2020). Though not a core responsibility of my position, networking was crucial throughout my experience, meaning establishing and communicating with suppliers and handling internal partners. As a result of efficient networking, it was easy to achieve efficient working and long-term management of these supply chain requirements aimed at the offices’ supply without hindrances.
5 CRITICAL REFLECTION:
5.1 GIBB’S MODEL:
Gibbs’ model of reflection is organized in a cycle of different phases, where an individual reflects upon their experience (Adeani et al., 2020). Using this model, I can have a framework to reflect and learn in my work placement at M. V. T Limited, trading as Venisons.
Fig 1: Gibbs Reflective Cycle
Source: (Adeani et al., 2020)
5.1.1 Description – Setting the Context:
In this stage, I explain my position as Office Administrator at M. V. T Limited, which operates under the name Venisons. This entails coordinating organizational activities such as managing offices, payroll, correspondence, and keeping records (Lubis and Hanum, 2020). This brief description serves as the background for the reflective account and helps to establish the parameters of my job and the activities of the organization.
5.1.2 Feelings – How I was Challenged in the Course of the Work Placement:
One of the key problems that I faced during the first few months of my stay was the need to redesign a payroll system that had been in existence but was no longer functional. I was nervous and focused when I faced the daunting task of implementing a new system in a setting where the majority were opposed to it. This type of self-analysis helped me discover my experience (Morrison and Mota, 2023).
5.1.3 Evaluation – My Contribution to the Goals of the Organization:
This stage reflects the outcome of the action taken in achieving the organization’s objectives. The measures I applied in streamlining the office operations, such as introducing a new payroll system, were critical in improving the operation efficiency (Akpa et.al., 2021). Thus, my findings were aimed at minimizing errors and streamlining the workflow, which contributed to achieving Venison’s goal to enhance office management to facilitate broader organizational operations.
5.1.4 Analysis – Resolving Difficulties Encountered During the Placement:
In this analytical phase, I discuss how I handled the challenge of updating the payroll system via Lewin’s Change Management Model.
Fig 2: Lewin’s Change Model
Source: (Burnes, 2020)
- Unfreeze: First, I wanted to point out the issues the company faced due to implementing the old payroll system model. By educating these issues, as well as the possible advantages of a new system, I created the necessary conditions for the change. This allowed me to focus on changing behavior as I had to respond to staff concerns and confusion.
- Change: To achieve the objectives of the unfreezing stage, I announced the new payroll system to the employees. This included formal training workshops with follow-up hands-on demonstrations as well as individual consultancies to help the staff accommodate the new software. My major concern was to help the change by conducting a staff audit.
- Refreeze: After the new system was established and the personnel was introduced, the aim was to settle the change. I set up periodic inspections and performance reviews to ensure the system’s effective operation while dealing with any remaining opposition. In this case, I ensured that the new system of operation was embraced by affirming its advantages and encouraging others to get used to the new system in the office (Burnes, 2020).
5.1.5 Conclusion – Intellectual and Professional Growth and Changing Perspectives
Considering the experience acquired during my placement, I have significantly improved my knowledge and practical skills. These problems helped me receive considerable amounts of experience in change management, problem-solving and strategic communication, which are all essential aspects of my professional experience (Ausat et al., 2022). It has further emphasized the importance of applying academic learning with practical experience, thus stressing the relevance of what I learned in my MSc program and being in a real-life situation, as well as the need to promote a balanced approach to education that develops the students for the real-world experiences.
5.1.6 Action Plan – Preparing for Future Professional Challenges:
Finally, this stage enables me to develop an action plan that will be implemented in the future as a result of the knowledge obtained from the placement. In order to avoid the same situation and manage similar problems in the future, greater attention should be paid to stakeholders’ engagement during the planning stages of the change process and to ensure that adequate training measures are taken to facilitate the change process for all employees concerned with the implementation of new systems or procedures. Such a proactive approach helps me to better prepare for change and manage projects in my future career (Dachner et.al., 2021).
CONCLUSION
I enjoyed my placement at M. V. T Limited, trading as Venisons; it provided me with concrete learning that address the gap between the classroom and business world. Through applying Lewin’s Change Management Model, I effectively managed a change of a new payroll system in my workplace in terms of change management, critical thinking, and interpersonal communication. Such applied learning affirmed the importance of theory in relation to practical on-the-job issues and defined my further professional growth as a professional. This placement taught me practical knowledge, self-confidence, and the importance of education in the working world.
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REFERENCES:
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