Phase-1: Prepare for the Change Why stepping back and preparing for the change is so important to successful adoption: Uniform and effective change adoption is more likely if everyone starts out on the sane page and stays aligned for the duration of the effort. In this phase, the team establishes a firm foundation for detailed change definition and analysis as well as change adoption activity planning. Activities What to expect from the work of this stage: 1.An Initial Context for Change report or presentation summarizing the environment for change adoption. 2.A Change Adoption Team Charter document listing the roles, responsibilities and interactions of the OCM Team. 3.A change alignment event to verify a shared understanding of several foundational change adoption factors. 1.1 Initial Context for Change 1.2 Establish Change Team 1.4 Future State Vision 1.3 Verify Sponsorship 1.5 Align Change Approach Deliverables and Outcomes: Work with key leaders of the organization to verify the team has a shared understanding of the change, how it aligns with strategy, its benefits and potential risks that could threaten the change based on the organization’s current state, its culture and past change performance. Identify key people within the organization who will form a change adoption team that will plan and execute the day-to-day work change adoption. Team roles will address sponsorship, communication, support, reinforcement and providing stakeholders with learning opportunities. Work directly with internal organizational sponsor(s) to verify the strategic rationale for the change and map out the tangible contributions that sponsors can make to set expectations, provide resources, communicate, contribute to risk reduction and reinforce the change. Verify that a broad definition of the change and the expected future state can be captured before the effort of change adoption begins. Key elements of the vision include what will be new, what will go away or be different and what will remain unchanged - all at the macro level. Wrap up the work of this phase by capturing a baseline understanding of how the change will be approached. This alignment is typically verified through an alignment event or document.

Phase-2: Design the Change Why investing the time to carefully design the change is so important to successful adoption: Changes rarely impact everyone at the same level & most organizations have constrained resources available for change adoption efforts. It pays to design an approach that optimizes constraints to achieve the highest positive impact while actively avoiding and/or mitigating the most critical risks. Activities Deliverables and Outcomes: 2.1 Future State Detail 2.2 Stakeholder Mapping 2.4 Plan Communications 2.3 Analyze Change Impacts 2.5 Plan for KSA Learning 2.6 Integrate OCM Plans What to expect from the work of this stage: 1.An Initial Context for Change report or presentation summarizing the environment for change adoption. 2.A Change Adoption Team Charter document listing the roles, responsibilities and interactions of the OCM Team. 3.A change alignment event to verify a shared understanding of several foundational change adoption factors. Work with the team to craft a clear description of the future state as it applies to each impacted role, organizational unit, team and process area. Make note of the any common factors and differences based on various roles. Identify all impacted stakeholders across the organization and take into account those outside the organization who may be affected by the change. Gauge the broad level of impact and identify potential resources in each area for communication and support. Consider the stakeholder mapping data and the future state detail together to determine the level of change impact sand the nature of the change adoption challenges that may be faced by each person, team, role or organizational unit that’s affected by the change. Create a communication plan that takes into account all core messages that need to be shared with different stakeholder groups, the most appropriate timing and methods available to reach people and the ways to gather feedback on the effectiveness of stakeholder communication. Use the Future State Detail, Stakeholder Map and Change Impact Analysis data to craft a Learning Enablement Plan, curriculum and learning delivery model that will build the knowledge, skills and abilities of impacted stakeholders as they prepare for the change. Most change activities will take place within a larger project setting, so fully integrate all change adoption activities, dependencies, schedules, resources and deliverables with the corresponding elements of the project team’s plans for the broader initiative.

Phase-3: Lead the Change Why diligently leading the team through the change process is important to successful adoption: Strong sponsorship, a clear vision, adequate resources and excellent planning will only result in effective transformation if there is diligent follow through on the commitments, expectations and day-to-day activities that generate readiness and change adoption. Activities What to expect from the work of this stage: 1.Diligently delivered messaging that informs impacted stakeholders about the change and how to prepare. 2.Tailored learning opportunities that build stakeholder knowledge, skills, abilities and change readiness. 3.Execution and active coordination of the activities, resources, risks and progress of all change adoption work. Deliverables and Outcomes: 3.1 Communicate & Listen 3.2 Build Stakeholder Readiness 3.4 Manage Change Risk 3.3 Measure Change Adoption 3.5 Work as a Change Team 3.6 Celebrate Success Execute the Communication Plan to craft and methodically deliver key change-related messages to impacted stakeholders. Collect feedback to gauge the effectiveness of communication efforts and adapt your messaging as needed to close any communication gaps. Execute the Learning Enablement Plan to provide curriculum, training events, learning and support materials and other learning opportunities to help impacted stakeholders develop their knowledge, skills and abilities in advance of the change and throughout their adoption journey. Circle back with the impacted stakeholders, teams and organizational units to ensure that they have developed the ability to effectively perform their roles in the future state. Report on the trends in change adoption and work to close any identified gaps. Effective Change Agents manage factors that could negatively impact change adoption throughout the transition process. Identify and evaluate potential risks early. Make plans to avoid or mitigate risk impacts. Track and escalate risks which pose the most serious threat. Work as a coordinated team to carry out the roles described in the Change Adoption Team Charter and execute the activities laid out in the detailed change adoption plans. Monitor the effectiveness of the change adoption team and adapt to any changing needs, roles or risks. The most effective change sponsors and teams openly acknowledge those involved in delivering successful change by acknowledging their efforts and rewarding their accomplishments. Be sure to recognize stakeholders, champions and team members for their progress and contributions.

Phase-4: Sustain the Change Why sustaining the change is so important to successful long-term adoption: It’s not enough to complete the tasks of implementing a change. For your organization to fully realize the benefits of their change investment, they need to engage appropriate support roles, processes and resources to help individuals and teams continually meet future state expectations. Activities What to expect from the work of this stage: 1.Support materials, roles & reinforcements to help people grow progressively more effective in the future state. 2.Metrics of improved business results to verify that the original expectations for the change have been met. 3.Best practices & improvements that build the organization’s capability to succeed with future changes. Deliverables and Outcomes: 4.1 Support Stakeholders 4.2 Reinforce the Change 4.4 Lessons Learned 4.3 Verify Future State Adoption Build support mechanisms for medium and long term adoption to ensure the organization fully realizes expected benefits of the change. (examples: help desk, training, support materials, etc.) Critical support mechanisms put in place during a change initiative should be transitioned to appropriate roles and resource levels for permanent support once the change is completed. As a pattern of change adoption solidifies, the most effective organizations and sponsors ensure ongoing positive results through direct, tangible reinforcement. Align rewards and incentives with the future state and cut off the means for stakeholders to regress into old pre-change patterns. Leverage positive demonstrations of future state expectations to build momentum. Measure the tangible organizational benefits of the change once it has been in place for a reasonable period of time. Close the “value loop” on the organization’s investment in the change by measuring & comparing realized performance levels in the future state with up-front expectations defined in alignment and detailed future state definition (activities 1.4 and 2.1). Wrap up the change effort and prepare for future changes by collecting lessons learned from the transition project. Identify best practices that should be encouraged/repeated. Be frank about what did not work out as well as planned and adapt the team’s approach, expectations and roles to the next change initiative by defining and executing specific action items.