Assessment reference to business and admin course level 2 Unit 4

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Unit four: Principles of supporting change in a business environment
Assessment
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Please note that this Assessment document has 3 pages and is made up of 3
Sections.
Name: D S
Section 1: Why change happens
This section will help you to evidence Learning Outcome 1: Understand why change
happens in a business environment.
Learning objective Place in Assessment
1.1 Explain reasons for change in a business environment Question 1 Page 1
1. Explain why change happens in a business environment. You should include at
least three reasons in your answer. [1.1]
In today’s competitive world, change is inevitable, essential and natural, whether it is for
people or businesses. Without it, no business can flourish or retain its position for a long
time. Changes can be driven externally or internally.
External changes happen outside a business environment. They are changes in government,
needs of the consumers, competition to a business and introduction of new technological
trends. Analysis of the above help a business prepare and respond to these waves of
modifications. This is called a PEST analysis that covers all the aspects mentioned above,
political, economic, social or technological.
Customers or consumers is a social force of any business. They get affected by any impact
on the economy, variations in their own lifestyles or what is happening around the world,
therefore, it becomes essential for any business to offer deals which not only helps to retain
existing customers but also make new ones.
Similarly, changes in the government policies, laws, interest rates can directly affect a
company’s bottom line, especially if they operate in other countries, as they have to then
adjust according to fluctuations in that economy.
Technology advancement is a continual process and every business has to nimble to keep up
with the changing technological trends. The most common example of the same is online

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shopping. Most of the businesses have apps for customers to order on, which helps them
increase their sales and also benefit from app download.
Internal changes are the changes which comes from within an organisation. They impact
deeply on the success and approach of operations. The only difference being that they are
in control of the business and managing the strengths of internal operations is entirely in
their hands.
Leadership of a business is an essential internal factor. The way a business is lead and
managed impacts the organisational culture. Every business must have a mission and vision
statements as they become the motivation for the employees, who are the strength of any
business. if employees are happy, motivated and talented, they would produce better
results than unmotivated staff.
Operations is another internal factor that plays an important part in business success. This
can include record keeping, supply chain, IT systems etc. They have to be regularly checked
and updated so that a business can run smoothly.
Finances are the heart of any business. An efficient financial structure depends on business
transactions and financial systems. If the systemis reliable and adapted to changing trends,
it can cope to all the transformations in the business, whether it is fluctuating interest rates,
switching between customers with different terms etc.

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Section 2: Supporting change
This section will help you to evidence Learning Outcome 2: Understand the purpose of
supporting change in a business environment.
Learning objective Place in Assessment
2.1 Identify reasons for reviewing working methods, products
or services
Question 1 Page 2
2.2 Describe types of support that people may need during
change
Question 2a Page 2
2.3 Explain the benefits of working with others during change Question 2b Page 2
1. Identify the main reasons for reviewing working methods, products and / or
services in a business environment. [2.1]
Changes happen to improve and make things better. For a business, even a small change
can have a big effect and can either lead to development or disaster. The two main areas
where a business would make a change is either in their working methods or their products
and services.
Working methods are changed so that the customers don’t feel disappointed, similarly in
products and services, they are made to meet the changing needs of the customers. A
business should be able to adapt changes constantly in order to be successful. Most
businesses face lot of pressures to bring change, caused due to many influences and only
diligence in detecting and implying those changes can help them survive.
Measures like involving staff in decision making process can be very productive as they can
bring in new ideas. Regular and free training to staff about the new product and services can
help them develop their skills and bring rise to the area of their expertise. More knowledge
means better dealing with matters. Failure to adapt changes brings frustrations and stress in
the work place, making it an unhealthy and unhappy place to work.
Timely review of working methods can extend staff’s creativity. Review should be based on
both positive and negative responses from the staff and the business itself. It should keep
safety of staff and have to work on worth a try method so that in case it needs complete
replacement of products and services, it can then be done easily without having to go
through the review process again.
2. When a business is going through change:
a) Describe the different types of support that people may need. [2.2]
A change brings along challenges and a test to see how well they are taken. Either it
is easily absorbed and well taken or sometimes one needs support to accept and
adapt it. Changes in a business could be stressful. Therefore, it is essential to
familiarise the employees with the change, else it could happen like a sudden

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explosion where they are caught unaware, resulting in them getting stressed and
non-productive thereafter.
To avoid the above, businesses adopt various ways of supporting people within the
business change. It starts with effective planning on the business’s behalf. Meetings
where these changes are communicated, training sessions and trial runs are
organised which can help the employees to familiarise themselves with what is
coming in the near future. They give them time to learn and envisages employee
relationships understanding, positivity and therefore build a support system. People
who are already dealing with stress and anxiety, any change can worsen their
condition, so, counselling can be offered. All the above measures would help
employees work effectively and efficiently.
b) Explain the benefits of working with others. [2.3]
A business is formed when people of different skills come together, working as a
team. A successful teamis the one who are helpful, supportive and compassionate
towards each other.
During the process of change, team members can offer encouragement, support and
assistance. First thing a person carries with them is a smile, which can brighten
anyone’s whole day. If someone in the team is not coping well with change, once can
help by talking and asking if they need help, by being able to listen when the other is
sharing problem, providing examples of previous changes and success stories,
explaining the benefits of change and their own experiences during that process.
The above process can minimise people being isolated and provides a framework for
problem solving and mutual support within the workplace.

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Section 3: Responding to change
This section will help you to evidence Learning Outcome 3: Understand how to respond to
change in a business environment.
Learning objective Place in Assessment
3.1 Explain the purpose of responding positively to changes in
working methods, products or services
Question 1a Page 3
Question 1b Page 3
3.2 Identify ways of responding positively to change Question 1c Page 3
1. In relation to your current business environment (or one that you are familiar with):
a) Explain why you should respond positively to changes in working methods.
[3.1]
There are only two ways to react to change; Positive or Negative. When changes in
products, services or working methods are done without notice, the response is very
likely to be negative. On the other hand, enough notice and preparations before
change is taken much positively.
The best example for the same is the current scenario of Carona Virus, where the
government announced a lockdown suddenly and everyone was told to work from
home. This was change in working methods as some people are used to working
within an office atmosphere, between people and need assistance on regular basis.
For them, working from home is like not working at all as there is no human
interaction, and the kind of work we do, most of the work is done in field area which
is not possible and therefore, the business suffers.
Quoting the same example, this change was taken in a positive stride by many others
and made best use of this situation by clearing the back-log records, chasing them
with clients and taking relevant actions which were piling up under normal
circumstances due to new contracts and jobs on daily basis. This also gave an
opportunity for the senior management to create training modules for new
employees as per the new changes happened over the few years which otherwise
require a staff member to do new staff training
Reacting positively to changes always reap better results and help in development of
a business.
b) Explain why you should respond positively to changes in products or services.
[3.1]
When we say everything happens for a reason, similarly changes also happen for a
reason. It is always better to know the reason for the change so that you are able to
think positively about the same. A business undergoing a change provides its

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employees the sources and solutions to adapt to changes and it is then up to you to
see that change in a positive stride, accept it and carry on. Most of the time, the
changes are made to a business so that it can meet the customer demands and
needs and make their service better. They are also made to facilitate the completion
of tasks much faster and benefit you and others. It might take time to adapt to
anything new and learn it but it would give more benefits to you in the longer run. It
can also result in better working relationships and customer loyalty. Therefore,
positive response to a change encourages a positive environment and good
teamwork leading to job satisfaction.
c) Identify ways of responding positively to change. [3.2]
As explained above, changes should be taken positively by each individual working in
a business environment as it would only happen for the benefit of the business and
everyone’s contribution is valuable. There are many ways one can respond positively
The first positive response one can take is to see one’s outlook towards the change.
One can take the change as an opportunity to gain new skills and expertise, improve
working methods and procedures which could help achieve progression in career.
Second positive response to a change one can show is by attending and participating
in any training provided by the organisation with a positive attitude. The more
knowledge one gets, the easier it becomes for them to do that something new.
Another way to respond positively to change is by supporting colleagues if you find
them struggling. This can prove to be a great opportunity to demonstrate your newly
learnt skills to your colleagues and give on hand experience which helps in boosting
one’s confidence to adapt further changes in the future.
Once you have completed all 3 Sections of this Assessment, go to
www.vision2learn.com and send your work to your tutor for marking.