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Change Management Methodology
 

Change Management Methodology

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Change is the only constant in the work environment today. For change to be successful, it has to be effectively managed. To achieve this, it is essential that the human aspects of change be addressed throughout the change process. This easy to follow Change Management Methodology provides a step-by-step blueprint for change managers to successfully implement and sustain change in their work environment. This guide is applicable to all types of organizations.

CONTENTS:

1. Analyze Current Situation
- Identify reason for change
- Assess readiness for change
- Assess impact of change
- Identify gaps
- Gather feedback

2. Plan & Launch Program
- Define change strategy
- Set up change infrastructure
- Create awareness and get buy-in
- Develop and communicate plans
- Develop skills
- Launch pilot project

3. Monitor Progress
- Monitor change process
- Overcome resistance to change
- Audit for behavioral changes
- Measure effectiveness
- Provide support

4. Evaluate Effectiveness
- Review results
- Share success stories
- Provide follow up support
- Reward and recognize

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    Change Management Methodology Change Management Methodology Presentation Transcript

    • © Operational Excellence Consulting. All rights reserved. The guide serves as a blueprint for change managers to successfully implement and sustain change by systematically diagnosing, anticipating, measuring and managing change programs in their work environment. Change Management Methodology Step by step approach to managing change initiatives and programs
    • © Operational Excellence Consulting. All rights reserved. 3 Introduction to Change Management • Change is the only constant in the work environment today. • For change to be successful, it has to be managed. To achieve this, it is essential that the human aspects of change be addressed throughout the change process. • The Change Management Methodology serves as a blueprint for change managers to implement and sustain change in their work environment.
    • © Operational Excellence Consulting. All rights reserved. 5 Overview of the Change Management Methodology Evaluate Effectiveness Monitor Progress Plan & Launch Program Analyze Current Situation
    • © Operational Excellence Consulting. All rights reserved. 7 A systematic approach to managing change ensures greater buy-in and support for the change program Change Management Methodology Analyze Current Situation Plan & Launch Program Monitor Progress Evaluate Effectiveness • Identify reason for change • Assess readiness for change • Assess impact of change • Identify gaps • Gather feedback • Define change strategy • Set up change infrastructure • Create awareness and get buy-in • Develop and communicate plans • Develop skills • Launch pilot project • Monitor change process • Overcome resistance to change • Assess behavioral changes • Measure effectiveness • Provide support • Review results • Share success stories • Provide follow up support • Reward and recognize
    • © Operational Excellence Consulting. All rights reserved. 9 Change Management Methodology Evaluate Effectiveness Monitor Progress Plan & Launch Program Analyze Current Situation • Identify reason for change • Assess readiness for change • Assess impact of change • Identify gaps • Gather feedback
    • © Operational Excellence Consulting. All rights reserved. 11 1.1 Identify Reason for Change • Understand the changes affecting the organization and the background to the changes  Driving force behind the change  Changes to be implemented (e.g. new IT system with major changes to business processes)  Expected value and benefits  Appoint a key figure as a champion for change
    • © Operational Excellence Consulting. All rights reserved. 13 1.3 Assess Impact of Change • Assess impact of change on the organization/ department/individual  Culture  Organization structure  Business process  Job design  Skills and knowledge  Worker motivation  Operating policies  Human resource policies  Technology interfaces  Workload
    • © Operational Excellence Consulting. All rights reserved. 15 1.3 Assess Impact of Change • Determine exactly how stakeholders will have to change and what they will have to do to ensure success for the planned changes.
    • © Operational Excellence Consulting. All rights reserved. 17 1.5 Gather Feedback • Involve as many stakeholders as possible in the planned changes. • Gather feedback from stakeholders on their views about the change if necessary. Feedback can be obtained through various mechanisms such as focus groups, surveys or interviews.
    • © Operational Excellence Consulting. All rights reserved. Phase 2: Plan & Launch Program
    • © Operational Excellence Consulting. All rights reserved. 21 Objectives – Phase 2 1. To define change strategy and set up change management infrastructure support. 2. To create awareness and communicate the change process to gather understanding and support. 3. To equip people with the required knowledge and skills to prepare for the change.
    • © Operational Excellence Consulting. All rights reserved. 23 2.2 Set Up Change Infrastructure • Establish an organization infrastructure (see Annex A) and a physical infrastructure for the implementation of change. Physical infrastructure may include additional PCs, telephone lines, workstations, etc. • For changes affecting an organization, setting up a change management team is necessary. A change management team is a cross-functional team comprising:  A core team made up of a steering committee (e.g. senior executives)  A working team (e.g. functional managers)  A team of change agents, i.e. change champions from each operations unit affected by the change; The change agents also act as link-pins between the operations units and the core team
    • © Operational Excellence Consulting. All rights reserved. 25 2.3 Create Awareness and Get Buy-In • Increase the awareness on the need and benefits of change among affected groups or individuals. Various methods to create awareness are:  Emails  Memorandums  Notice boards  Intranet  Meetings  Conferences  Newsletters  Videos  Reading materials  Special events, e.g. Quality day; supplier’s day
    • © Operational Excellence Consulting. All rights reserved. 27 2.4 Develop and Communicate Plans • Identify the key stakeholders, their stake in the change and anticipate the possible reactions to the changes and the questions they will ask during different stages of implementation. • Stakeholders include customers, senior management, middle management, employees, supporting departments, suppliers and the community in which the organization resides.
    • © Operational Excellence Consulting. All rights reserved. 29 2.4 Develop and Communicate Plans • Develop content of messages. Take the following into consideration when developing the messages:  Messages must be linked to the strategic purpose of the change initiative. (e.g. if the objective is to reduce cost, messages should explain why cost reduction is necessary, what is the goal, etc.)  Communication must be realistic and honest; do not gloss over the negative  Communication must be proactive  Messages should be repeated consistently through various channels. Multiple, consistent messages through varying channels enable people to internalize the messages
    • © Operational Excellence Consulting. All rights reserved. 31 2.5 Develop Skills • Review relevant business functions and work processes impacted by the change to determine the new skill requirements for the stakeholders. Identify the required training needs. • Consolidate the training plan. The following should be addressed:  Scope  Approach  Milestones  Resource requirement  Training schedule
    • © Operational Excellence Consulting. All rights reserved. 33 2.5 Develop Skills • Consider pilot testing the course material and conduct training dry-run for new trainers if applicable. • Conduct training and collect training feedback. • Review feedback from participants and instructors and fine-tune training plan, training schedule and training materials.
    • © Operational Excellence Consulting. All rights reserved. 35 Deliverables – Phase 2 • Change management plan • Communication plan • Communication materials • Training plan • Training schedule • Training courses
    • © Operational Excellence Consulting. All rights reserved. 37 Change Management Methodology Evaluate Effectiveness Monitor Progress Plan & Launch Program Analyze Current Situation • Monitor change process • Overcome resistance to change • Assess behavioral changes • Measure effectiveness • Provide support
    • © Operational Excellence Consulting. All rights reserved. 39 3.1 Monitor Progress • Use key lessons from pilots to reconfigure processes/ systems. Address key issues generated from human reactions to new changes. Implement mass roll-out, if necessary. • Monitor the change process to ensure that the transition or transformation is smooth. • Check change progress against plan and take appropriate actions to overcome barriers, if any. • Communicate regularly with stakeholders to remove all fears and help them understand the reasons for the changes. • Review and update the change program or plan.
    • © Operational Excellence Consulting. All rights reserved. 41 3.2 Overcome Resistance To Change  Developing ways to make the proposed changes more acceptable (even desirable) to employees  Maintaining absolute honesty and integrity at all times  Developing human resource policies that will support the planned changes  Providing ongoing training and education to ensure that employees have the necessary skills to make the changes  Rewarding desired behavior and establishing disincentives for undesired behavior
    • © Operational Excellence Consulting. All rights reserved. 43 3.4 Measure Effectiveness • Measure process outputs to see whether performances are on track toward achieving the goals (“desired state”). • Measure other “health indicators” to ensure that people’s morale and satisfaction are high during the change process. Example of “health indicators” include:  Turnover rate  Absenteeism  Number of staff suggestions
    • © Operational Excellence Consulting. All rights reserved. 45 Deliverables – Phase 3 • Measurement results
    • © Operational Excellence Consulting. All rights reserved. 47 Change Management Methodology Evaluate Effectiveness Monitor Progress Plan & Launch Program Analyze Current Situation • Review results • Share success stories • Provide follow up support • Reward and recognize
    • © Operational Excellence Consulting. All rights reserved. 49 4.1 Review Results • Review change management planning and implementation. • Review extent of achievement of the desired results. Review both tangible and intangible results. Follow up on areas for improvement and unresolved issues. • Draw up learning points to serve as pitfalls to avoid for future change management programs.
    • © Operational Excellence Consulting. All rights reserved. 51 4.3 Provide Follow-up Support • Follow through the entire change process to ensure that both desired results are achieved and human factors are appropriately addressed. • Stay actively involved; walk the talk.
    • © Operational Excellence Consulting. All rights reserved. 53 Deliverables – Phase 4 • Success stories
    • © Operational Excellence Consulting. All rights reserved. www.oeconsulting.com.sg END OF PRESENTATION For more presentations and templates, please visit us at:
    • © Operational Excellence Consulting. All rights reserved. 57 Change Management Team C h a n g e M a n a g e m e n t Te a m O rg a n is a tio n S tru c tu re C h a n g e A g e n t 1 C h a n g e A g e n t 2 C h a n g e A g e n t 3 W o rk in g C o m m itte e S te e rin g C o m m itte e
    • © Operational Excellence Consulting. All rights reserved. 59 Roles & responsibilities of change management team • Working Committee (members are middle managers)  Identify and resolve issues across departments  Communicate and exchange information  Define criteria for change agents  Liaise with change agents  Map out specific change management plan  Implement change management plan  Refine change for roll out
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