Implement the change

Steps to implement the change

"Implement the change" goes hand in hand with planning and executing  phases of  project management

1. Complete change impact assessment

2. Prepare the change plan

3. Set up stakeholders to support the change

4. Deliver change activities

1. Complete the change impact assessment

In the "plan for change" step we did an initial high level, impact assessment. Now that you are nearing the design completion or getting ready implement - you understand the details of the change and should complete the detailed change impact assessment - with local impacts also considered. 

It's best to do this a workshop form. Get the subject matter experts, local experts, change team in a room and take a go at it. 

a. Start with the change canvas - and update if required

b. Confirm your high-level change impacts need update

c. Do a process walk thru - from each user perspective and note down the changes and any exceptions that may be required for any specific area ( process/country/region)- Notate impacts by stakeholder groups e.g. leader/ managers, employees, HR, finance.

d. Confirm local change impacts.

e. If time permits, decide actions to deal with impacts - training, coaching, communications, system help etc now

 

3. Set up stakeholders to support the change

You now know your change impacts, have your change plan. Let's take care of the stakeholders also. 

We had prepared a stakeholder list and their influence on the project and impact from the project with the support level. Then during the change impact analysis ( step 1 here), we also figured out, how each group is impacted. 

It was required for you to keep them engaged during the solution design and creation phases - you were to mobilize commitment - how - use the change canvas, deliver communications directly or via your sponsor.

Many times the worry is not the change- but the will be able to do it, properly. Convince them of the plan that you have. Reach out to all the relevant stakeholders in the list - explain to them what's happening, when is it happening, hows the project  team supporting 

2. Prepare the change plan & schedule

A change plan is all the activities that you will need to do, to be able to roll out this change successfully. 

So what all should your change plan have :

Simply put - everything that you would need to do, to make sure, each stakeholder group - is supported in the transition from the current state to the future state. 

Example: You have changed the software for a process - So a team leader would need to know highlights of change and what all actions that you would take to ensure his/her team is equipped to move the new system

On the other side for the team member - there would need to be a training needs analysis - simply put - how much training do they need, where is the material, who will train, when, what certifies them, who will provide support to them, is there any cheat sheet, login credentials etc

If the change required is behavioral - say, you want to implement employee self-service - you could put a reminder tent card on the desks

Once you know the actions, you can schedule them and assign them ( or the project manager can). 

Additionally what communications would need to be delivered, who will make, who will approve, when will we release, in what form

 

The change plan should be managed as a part of the overall project plan and schedule. 

4. Deliver change activities

This step relates actually delivering all the activities that we have planned. Track the actions, owners, ensure they are delivered. 

 

So,

  • deliver the training, coaching

  • communicate - use as many channels

  • confirm stakeholder support

  • maintain stakeholder register, use a sponsor to influence as appropriate

  • implement check sheets, cheat sheet, quick reference documents

  • do roadshows, kiosks, floor walks

  • use flyers, pamphlets, standees, posters

 

Feedback should be constantly taken from all involved to tweak the plan as required. 

Ensure that all intended participants have received relevant communication and support.