Change Management Overview

2 Objectives Overview of the change management approach Clarity on how the tools support the change approach Apply the change management approach

3 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 Report

4 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

5 Project Management and Change Management Phase One InitiateUnderstand Phase Two PlanPrepare Phase Three Execute Do Phase Four CloseSustain

6 Change Management

7 High Level Approach Change Management

8 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

9 Understand – Activities/Tools/Templates TopicTool/TemplateActivity OrganizationOrganizational Assessment Complete the assessment; determine potential risk People - SponsorsSponsor AnalysisIdentify Sponsors - StakeholdersStakeholder ManagementIdentify Stakeholders - Team Determine resources required and form change team ChangeChange Impact Success Definition (ties to benefit realization) Assess the impact of the change at a high level; confirm success definition

10 Understand – the Organization Organizational Assessment Helps to understand the organization, and its overall capacity and readiness for change. Considers the context of whats happening in the organization in relationship to the change Scores the risk of resistance, saturation and other change issues

11 Understand People - Sponsors

12 Understand People - Stakeholders

13 Understand The Change Clearly Define Success Determine the Change Impact

14 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

15 Prepare – Activities/Tools/Templates ActivityDescription 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

16 Prepare – Activities/Tools/Templates ActivityDescription 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

17 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

18 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)

19 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

20 Sustain – Activities/Tools/Templates Activity Track and Monitor Results Validate success against the definition (integrated with benefits realization)

21 Watch Outs (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.

22 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!