Change ManagementOverview

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Objectives

Overview of the change management approach

Clarity on how the tools support the change approach

Apply the change management approach

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Top 5 Reasons for Success

1. Active and visible executive sponsorship

2. Frequent and open communications

3. Structured change management approach

4. Dedicated resources for change management

5. Employee participation

© Prosci

From the Prosci 2012 Best Practices in Change

Management Research Reportwww.change-management.com/best-practices-report.htm

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Why Change Management?

Change management provides a structured approach or framework

to effectively transition groups or organizations through change.

Reduce resistance and misunderstandings that create costly delays,

re-work, error / waste and turnover

Increase and expedite user “adoption, proficiency and ultimate

utilization” thereby optimizing business results

Engage users in the change, share relevant information about the

change, and expedites the transition to the ‘new future’

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Project Management and Change Management

Phase One

Initiate

Understand

Phase Two

Plan

Prepare

Phase Three

Execute

Do

Phase Four

Close

Sustain

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Change Management

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High Level Approach

Change

Management

Change Management

Understand

Prepare

Do

Sustain

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Understand

The Organization (the landscape)

Historical perspective; collective memory; culture

Skills, abilities and processes the support change

The People (who is on the journey)

Change Leaders (Sponsors)

Change Participants (Change Targets / Stakeholders; directly impacted, indirectly impacted and influencers)

Change Team

The Change (the journey)

Where are you now, where are you going and how will you get there?

What does success look like?

Type, Size, Timing and Impact

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Understand – Activities/Tools/Templates

Topic Tool/Template Activity

Organization Organizational Assessment Complete the assessment; determine

potential risk

People    

- Sponsors Sponsor Analysis Identify Sponsors

- Stakeholders Stakeholder Management Identify Stakeholders

- Team   Determine resources required and

form change team

Change Change Impact

Success Definition (ties to benefit

realization)

Assess the impact of the change at a

high level; confirm success definition

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Understand – the Organization

Organizational Assessment

• Helps to understand the organization, and its overall capacity and readiness

for change.

• Considers the context of what’s happening in the organization in relationship

to the change

• Scores the risk of resistance, saturation and other change issues

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Understand People - Sponsors

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Understand People - Stakeholders

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Understand The Change

• Clearly Define Success

• Determine the Change Impact

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Prepare

Analyze

Impact of change on specific stakeholder groups

Support or potential resistance of stakeholder groups

Leadership competency and commitment (Sponsor Analysis)

The Plan

Determine the activities needed to achieve the change success based on the understanding of the organization, people and change

Create Stakeholder Management Plan and Sponsorship Plan

The Team

Ensure sufficient resources; align roles and responsibilities

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Prepare – Activities/Tools/Templates

Activity Description 

Stakeholder Management

(Detailed Stakeholder Analysis)

What does each stakeholder (group) need to be, know or

do in order to successful accomplish the change

Stakeholder Management

Needs Analysis

What change management activities apply

• Coaching

Communication

Learning / Education

Resistance Management

HR systems and structure - Org Design

Engagement – dialogue or involvement

Hyper Care / Support

Change Campaign

Create Stakeholder

Management Plan from Needs

Analysis

This combines the identification of the stakeholders with the

impact analysis and needs analysis to come up with a

comprehensive approach for managing each stakeholder

group through the change

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Prepare – Activities/Tools/Templates

Activity Description 

Sponsor Analysis / Checklist Determine the change commitment and the change

competence of sponsor. What is the influence and

positional power of the sponsor? Assess the risk and as

needed define a risk mitigation strategy. Perform an

individual sponsor assessment as needed using the

Sponsor Checklist.

Sponsor Analysis What change management activities (if any) are needed

• Coaching

• Communication

• Learning / Education

• Resistance Management

Create Sponsor

Management Plan

This is a plan to address sponsorship challenges

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Do the Change Activities

Communicate, Educate, Coach, Manage Resistance, Address System / Structure, Engage Stakeholders

Assess and Adjust the Plan as Needed

Determine the activities needed to achieve the change success based on the understanding of the organization, people and change

Periodically assess the movement of stakeholders through the change from awareness to commitment

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Do – Activities/Tools/Templates

Activity  

Perform the change activities

defined in the stakeholder

management plan

 

Assess and adjust activities as

needed to manage resistance

and achieve sustainable change

success

Update plans; reassess stakeholders and

sponsors

Determine whether the

organization is ready to make the

change

Change Readiness Assessment (tool)

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Sustain

Transition to Operations

Measure Against Benefits Realization

Assess adoption, proficiency and utilization

Review change success definition

Maintain the Change

Determine the activities needed to sustain the change success based on the understanding of the organization, people and change

Celebrate Success

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Sustain – Activities/Tools/Templates

Activity  

Track and Monitor Results  

Validate success against

the definition

(integrated with benefits realization)

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Watch Out’s (from John Kotter)

Some of the most common change errors are:

(1) Allowing too much complacency,

(2) Failing to create a sufficiently powerful guiding coalition,

(3) Underestimating the power of vision,

(4) Under communicating the vision,

(5) Permitting obstacles to block the new vision,

(6) Failing to create short-term wins,

(7) Declaring victory too soon,

(8) Neglecting to anchor changes firmly in the corporate culture.

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Overview

Take the time to Understand:

• The Change

• The People

• The Organization

Prepare - create a plan to successfully accomplish the desired

results

Do - execute the plan

Sustain – make sure the benefits of the change stick!