Change Management - How to manage change in your organization successfully  - A manual for HR and non-HR professionals
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Change Management - How to manage change in your organization successfully - A manual for HR and non-HR professionals

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Is your organization facing some key changes in their Go-To-Market Offering or in the way the Business operates? Is your Executive Management Team driving a major Efficiency Program across all......

Is your organization facing some key changes in their Go-To-Market Offering or in the way the Business operates? Is your Executive Management Team driving a major Efficiency Program across all functions? Are you part of a (Global) Task Force for implementing a new Enterprise-wide IT System? Is your company planning a new Acquisition soon?

Having a step-by-step approach for managing any Change Project within your organization will enhance your success and credibility as an experienced Change Agent.

It will provide you with the tools and checkpoints to ensure that any change results in higher business performance and highly engaged staff.

This manual explains in detail the 4 major steps for managing the change within your organization succesfully. You can use this manual as a guide during your projects, or as a development tool for your team.

Inside this Guide:
1. The Theory : Introducing the Concept & Model: What is Change Management?

2. The Practice : A roadmap for managing Change: How to build your Change Management Strategy & Plans?

3. The Experience : Sharing experiences: How to be successful?

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  • 1. How-to-Guide CHANGE MANAGEMENT CHANGE MANAGEMENT HOW-TO-GUIDE <How to manage Change in your Organization successfully> ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com Image Copyright Andrew Buckin, 2013 Used under license from Shutterstock.com
  • 2. How-to-Guide CHANGE MANAGEMENT WE WELCOME YOU TO THE HRM TOOLSHOP Together, we combine 40 years of HR experience across industries and geographies. It all started years ago, when we ourselves, as HR Professionals, came to realize the hard way, that it is highly time-consuming to find ready-touse, straightforward HR information on the internet. The option to work with expensive consultancy firms being a budgetary challenge in the economic down-turn, we looked for other EFFICIENT ways for designing and customizing our HR instruments ourselves at a high standard. That is how our idea grew to develop pragmatic and generic how-to HR guides around HOT HR processes, such as Strategic Planning, Change Management, Performance & Talent Management! We also wanted to offer great HR tools & templates that people could download quickly and then customize to their own needs. Just like a very professional Do-It-Yourself store for all kinds of HR issues! To ensure the widely applicable usage of our products, we started connecting with senior HR think alikes across the globe, to help create and/or validate our Toolkits. As you read this, we are producing more practical tools & templates for you with this team. Don’t hesitate to send us a query through our web shop if you think of something particular you can’t find anywhere! Anne & Tania, Brussels, 2013 ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com
  • 3. How-to-Guide CHANGE MANAGEMENT HRM TOOLSHOP • This Guide is part of the CHANGE MANAGEMENT TOOLKIT. This toolkit helps you to build your own Change Management Strategy & Plans. • In the ORGANIZATION & CHANGE category, you can also find these related HR Toolkits to further develop your organization: – Organization Design Toolkit (under construction) – HR Project Management Toolkit • Go to www.hrmtoolshop.com for more HR Toolkits & Guides. ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com
  • 4. How-to-Guide CHANGE MANAGEMENT ABOUT THIS GUIDE • Is your organization facing some key changes in their Go-To-Market Offering or in the way the Business operates? Is your Executive Management Team driving a major Efficiency Program across all functions? Are you part of a (Global) Task Force for implementing a new Enterprise-wide IT System? Is your company planning a new Acquisition soon? • Having a step-by-step approach for managing any Change Project within your organization will enhance your success and credibility as an experienced Change Agent. • It will provide you with the tools and checkpoints to ensure that any change results in higher business performance and highly engaged staff. ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com
  • 5. How-to-Guide CHANGE MANAGEMENT USING THIS GUIDE • Our How-to-Guides, such as the one you are currently reading, are limited in application: each customer can consult our How-to-Guides, but they cannot be shared, edited, customized, etc... in any format or context. These Guides only serve as comprehensive manuals for you in applying all the HRM Toolshop Tools & Templates, and should be used for that purpose only. • Each of our How-to-Guides is therefore only offered in a non-customizable or non-editable format. • On the other hand, you are allowed to use the Tools & Templates for which you bought a license, and customize these to your needs, subject to the limitations under the License. • For more information: see our General Conditions on www.hrmtoolshop.com ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com
  • 6. How-to-Guide CHANGE MANAGEMENT INSIDE THIS GUIDE • The Theory : Introducing the Concept & Model: What is Change Management? • The Practice : A roadmap for managing Change: How to build your Change Management Strategy & Plans? • The Experience : Sharing experiences: How to be successful? ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com
  • 7. How-to-Guide CHANGE MANAGEMENT WHAT IS CHANGE MANAGEMENT? The Theory : introducing concepts & models ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com
  • 8. How-to-Guide CHANGE MANAGEMENT WHAT IS CHANGE? • Organizational change is defined as change that has an impact on the way work is performed and has significant effects on staff. • This could include changes in: – – – – – the structure of an organization; organizational operations; the size of the required resources; the way roles are performed; the scope of a role • Organizational change can have an impact irrespective of the size or scale of the envisioned result of the change. • In most cases, "organizational change" is used when we refer to a significant change in the organization, such as reorganization or adding a major new product or service. This is in contrast to smaller changes, such as adopting a new computer procedure or a specific procurement policy. ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com
  • 9. How-to-Guide CHANGE MANAGEMENT SOME DEFINITIONS • Change Management (CM): – Change Management is a critical factor of any Organizational Transformation Project. – It focuses on those events and processes that have an instrumental impact on the successful implementation of the change, its cost and the realization of the proposed benefits. – It mainly targets : • creating awareness about the envisioned change, • building commitment with all stakeholders, • developing the required (leadership) behaviours for making the change sustainable • planning the organizational structural changes and related staffing ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com
  • 10. How-to-Guide CHANGE MANAGEMENT CHANGE IMPACT ON PEOPLE Introducing a change will always have an impact on People, directly or indirectly. Active Acceptance Emotional reaction Anger Negotiation Immobilisation Testing Denial Depression Passive Time This graph shows the typical phases before people commit to the change. The speed with which they go through these phases can vary depending on their RESISTANCE to change. ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com
  • 11. How-to-Guide CHANGE MANAGEMENT ...SOME PAGES ARE MISSING HERE...  Go to www.hrmtoolshop.com and download the entire How-to-Guide ©HRM Toolshop, 2013, all rights reserved
  • 12. How-to-Guide CHANGE MANAGEMENT HOW TO BUILD YOUR CHANGE MANAGEMENT STRATEGY & PLANS? The Practice : A roadmap for managing Change ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com
  • 13. How-to-Guide CHANGE MANAGEMENT ROADMAP OVERVIEW STEPS FOR BUILDING YOUR CHANGE MANAGEMENT STRATEGY & PLANS A. Develop a clear Change Management Strategy (How –When) A. Define the Case for Change and Context (What – Why) B. Assess the Impact & Readiness for Change C. Get Senior Management Support for realizing the Change A. Implement the Change Management Plans C Set-Up of a Change Management Structure B Build Plans for Managing Change I. Preparing for Change II. Planning the Change ©HRM Toolshop, 2013, all rights reserved B. Adapt the HR & Performance Processes III. Implementing the Change www.hrmtoolshop.com A. Develop the Culture to embed the Change in the Way of Working B. Measure the Progress of the Change vs the Desired Outcomes C. Plan corrective actions if and when required to ensure Sustainable Change IV. Sustaining the Change
  • 14. How-to-Guide CHANGE MANAGEMENT STEP I – PREPARING FOR CHANGE • Objective = A. Define the Case for Change and Context (What – Why) B. Assess the Impact & Readiness for Change C. Get Senior Management Support for realizing the Change I. Preparing for Change ©HRM Toolshop, 2013, all rights reserved – To understand and coherently formulate the reason and intent of the envisioned change, as well as the context that led to the change decision. – To assess the change impact on all stakeholders and readiness for change in the organization. – To obtain buy-in and commitment from strategic Key Leaders who can help drive the change. • Critical HR Competencies to have: – – – – Business Understanding Conceptual Thinking Influencing Facilitating & Consulting www.hrmtoolshop.com
  • 15. How-to-Guide CHANGE MANAGEMENT A. DEFINE THE CASE FOR CHANGE & CONTEXT • Understanding what the envisioned change is all about is key to the entire change management process. Whoever is responsible for Change Management should start with stating the Case for Change: WHY has this change project been initiated and WHAT is it trying to achieve within the organization: document the findings of understanding the Case for Change in a standard and concise way into a Change Brief. This Change Brief will help you to explain the Case for Changes to others. • What is a Change Brief? – A description of the future organization AFTER the change has been implemented; – Can be a strategic high-level direction setting or a highly detailed operational vision ; – It should engage, excite and vitalize those who must change • Why a Change Brief? – To bring clarity to all about key aspects of the change – As consistent input for your communication messaging ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com
  • 16. How-to-Guide CHANGE MANAGEMENT ...SOME PAGES ARE MISSING HERE...  Go to www.hrmtoolshop.com and download the entire How-to-Guide ©HRM Toolshop, 2013, all rights reserved
  • 17. How-to-Guide CHANGE MANAGEMENT CHANGE MANAGEMENT – TOOLS OVERVIEW AVAILABLE TOOLS PER STEP IN THE PROCESS I. PREPARING FOR CHANGE  Change Scoping Tool  Change Brief Template  Change Stakeholder Analysis Tool  Change Impact Analysis Worksheet  Change Readiness & Status Assessment Survey  Change Leadership Buy-In Workshop II. PLANNING THE CHANGE  Change Management Strategy Template  Change Management Structure & Roles Template  Change Management Planning Tool  Change Management Planning Workshop ©HRM Toolshop, 2013, all rights reserved III. IMPLEMENTING THE CHANGE  Change Readiness & Status Assessment Survey  HR Change Alignment Review Tool See HR Project Management Tools www.hrmtoolshop.com IV. SUSTAINING THE CHANGE  Change Progress & Issue Report See Change Management Planning Tool
  • 18. How-to-Guide CHANGE MANAGEMENT CRITICAL SUCCESS FACTORS & POTENTIAL PITFALLS The Experience : Sharing Lessons Learned ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com
  • 19. How-to-Guide CHANGE MANAGEMENT ...SOME PAGES ARE MISSING HERE...  Go to www.hrmtoolshop.com and download the entire How-to-Guide ©HRM Toolshop, 2013, all rights reserved
  • 20. How-to-Guide CHANGE MANAGEMENT POTENTIAL PITFALLS - 3 • Underestimation of resistance –Once real changes are being made resistance will increase. Without continued support from senior managers to push the changes through, the results will not be as planned • Change Agents have conflicting priorities – as the work pressure increases it is likely that those people nominated as Change Agents will have competing demands placed on their time. Unless the situation is managed carefully their time input may decrease below the level is required to add value to the Change Management elements of the project ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com
  • 21. How-to-Guide CHANGE MANAGEMENT USER TERMS • You liked this template and you want to share HRM Toolshop’s Products with other HR Professionals or Business Professionals with HR Responsibilities? Thank you for respecting our Intellectual Property Rights and referring other interested professionals to www.hrmtoolshop.com! • Reproduction, adaptation or translation without permission is prohibited. All HRM Toolshop products are protected by copyright laws and you do not have the right to sell, relicense, sublicense, distribute or assign any of these Products. For more information: see our General Conditions on www.hrmtoolshop.com. • The HRM Toolshop products are HR Tools & Templates provided on an “as is” basis with no warranties or guarantees, including all express, statutory and implied warranties of merchantability, fitness for a particular purpose, title and non-infringement. HRM Toolshop does not warrant that its Products are accurate, reliable, correct, or applicable to your situation or jurisdiction. ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com
  • 22. How-to-Guide CHANGE MANAGEMENT DID YOU LIKE THIS PRODUCT? Explore hundreds of best practice HR documents & tools on www.hrmtoolshop.com ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com
  • 23. How-to-Guide CHANGE MANAGEMENT WHO WE ARE Tania acquired 20 years of experience through managing international HR Legal Projects and Talent & Development Programs across industries. My fascination for Talent Management grew as I moved up the hierarchic ladder: as an eager young search professional in the Retail Sector I came to realize the importance of efficient hiring & onboarding processes and skills. As I moved on in various leadership roles, one of them in the Federal Government, I often was challenged with matching people their competencies in critical roles effectively. Over these years, I gained a lot of experience in Talent Development and Competency Management. At that time, Compliance became an important concern in many organizations, and I decided to obtain a Master’s Degree in Labor Law. Once graduated, I started applying these new HR Legal competencies in my assignments as HR Consultant, mainly in the Energy sector, where I mainly focused on HR Transformations and HR Policy design work. To really specialize in the HR Legal side of business, for projects around restructuring, employee relations, wellbeing, etc. ..., I joined a well-known international legal firm as a senior legal consultant for a couple of years. Today I am fully dedicated in managing my own HR consultancy firm, offering specialized services in Talent Management besides running the HRM Toolshop. I started my career in the Oil & Gas Industry within the Learning & Development area, and then moved into a senior HR consultancy role at a BIG 5 Consultancy Firm where I became trained in Organization Design, Change Management and HR Transformation through theory and practice. Interesting times, lots of international traveling, but I felt that I needed to get exposed to the down-toearth, operational side of HR! I took up several international HR Director roles in Europe and the Middle East, in various industries: working within different cultures, and how to apply HR practices across locations became my key lessons learnt those years. Summarizing all the things I saw and experienced during my career up until now would be as follows: “Running a Successful Business is Being very Smart about how you manage your People and Starts with Genuine Respect”. Any successful HR action will derive from this principle. ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com Anne gained 20 years of experience in guiding businesses through change, leadership development and strategic HR planning programs internationally.