Change Management Overview. 2 Objectives Overview of the change management approach Clarity on how the tools support the change approach Apply the change.
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Change ManagementOverview
2
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!
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