www.advenaartemis.com
CHANGE MANAGEMENT OVERVIEW
Office Relocation
www.advenaartemis.com
Presented by:
MISTY KHAN (Advena ...
www.advenaartemis.com
• Why is Change Management needed?
• Main components of Change Management
• Stakeholder Analysis
• C...
www.advenaartemis.com
What factors lead to difficult office relocations?
WHY IS CM NEEDED?
“Moving your company’s office c...
www.advenaartemis.com
Perception is not
always reality…
Components of CM
Stakeholders Analysis
www.advenaartemis.com
- Stakeholder Analysis report and metrics
- Project messaging/branding intelligence and Communicatio...
www.advenaartemis.com
Organization Key Influencer Impact Favorability* Risks Mitigation
Identify
stakeholder groups
Identi...
www.advenaartemis.com
Communication Plan
• Fear stakeholders will not embrace
• Leads to information void
… filled with mi...
www.advenaartemis.com
Components of CM
Communication Plan
Media Frequency Format
How will we communicate?
www.advenaartemi...
www.advenaartemis.com
Communication Plan
• Engenders positive sentiment
• Fosters team work / comradery
• Identifies reloc...
www.advenaartemis.com
Training Plan
Inadequate training is frequently sited as one of the
main reasons for unsuccessful tr...
www.advenaartemis.com
Training Plan
EXECUTIVE
TRAINING
• Schedule work force for
training/ briefing
• Conduct training
• P...
www.advenaartemis.com
What does success look like?
Define
success.
Determine
metrics to
measure
success
Develop
Communicat...
www.advenaartemis.com
Questions
www.advenaartemis.com
Advena Artemis LLC
info@advenaartemis.com
http://mistykhan.com
346.704.0035
Contact Us
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Change Management Overview - Office Relocations

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Everyone knows that moving is a stressful life event. Given that most of us spend at least 40% of our week at work, office moves are no exception. Whether your company is relocating to a new part of town or a new floor with a different configuration, changing your employees’ work environment can be problematic not just from an office expense perspective, but in terms of lost productivity.

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Change Management Overview - Office Relocations

  1. 1. www.advenaartemis.com CHANGE MANAGEMENT OVERVIEW Office Relocation www.advenaartemis.com Presented by: MISTY KHAN (Advena Artemis LLC) Thursday, September 22nd, 2016
  2. 2. www.advenaartemis.com • Why is Change Management needed? • Main components of Change Management • Stakeholder Analysis • Communication Plan • Training Plan • Evaluating Success CHANGE MANAGEMENT OFFICE RELOCATION OVERVIEW TOPICS
  3. 3. www.advenaartemis.com What factors lead to difficult office relocations? WHY IS CM NEEDED? “Moving your company’s office can be hazardous to your financial health, if you are not prepared for what lies ahead. …mistakes are costly in terms of both out-of-pocket dollars and lost productivity” … Jeff Garver, Rigel Direct  Poor Stakeholder Evaluation  Poor Communication  Unanticipated Work Habits  Lack of Training  Improper Expectations  Poor Internal Marketing  Unfamiliar Surroundings  People Hate Change !
  4. 4. www.advenaartemis.com Perception is not always reality… Components of CM Stakeholders Analysis
  5. 5. www.advenaartemis.com - Stakeholder Analysis report and metrics - Project messaging/branding intelligence and Communication plan draft - Change Impact Assessment and Risk Mitigation plan drafts - Identify representative stakeholders to participate in interviews - Send introduction email to stakeholders - Schedule and conduct stakeholder interviews* - Amalgamate and analyze data from interviews *About the stakeholder interviews: Format: One on one, informal and confidential to encourage candid feedback Content: 15 pre-set questions, most consistent, some vary depending on job function Roster: A representative sample of stakeholders across organization and job levels Duration: 20 – 45 minutes depending on interviewee - Create good will and create sense of project ownership - Uncover project risks and potential mitigation strategy - Discover effective/ineffective messaging and communication preferences - Define success using SMART philosophy Stakeholders Analysis WHY? HOW? WHAT? Components of CM
  6. 6. www.advenaartemis.com Organization Key Influencer Impact Favorability* Risks Mitigation Identify stakeholder groups Identify key influencers & rank Populate level of impact caused by change on group Classify support level for the change within groups Identify risks to change success for each group Brainstorm mitigation strategies for risks Finance & Accounting John Doe High Supportive Tax season Plan move and lease renewal date accordingly Operations Jane Doe High Neutral Equipment power req. Negotiate proper power accommodations Sales & Marketing Dave Smith Moderate Unsupportive Client loss Review AR, survey clients HR Sara Smith Moderate Neutral Sensitive data and discussions require privacy Proper security protocol and private workspace Legal Pat Johnson Low Neutral Sensitive data Proper security protocol and privacy screens Stakeholders Analysis / Risk Matrix Components of CM
  7. 7. www.advenaartemis.com Communication Plan • Fear stakeholders will not embrace • Leads to information void … filled with misinformation UNDER COMMUNICATION • Scare off stakeholders with negative imagery …that never comes to pass • Over promise …leading to disappointment at under delivery Components of CM OVER COMMUNICATION
  8. 8. www.advenaartemis.com Components of CM Communication Plan Media Frequency Format How will we communicate? www.advenaartemis.com Weekly relocation Team meeting Quarterly Stakeholder Briefing Bi-weekly Huddle Call Weekly Blog Status Report Bi-weekly Email Status Report Real Time Intranet Relocation Page Daily Team Huddle Real Time SharePoint Relocation Page
  9. 9. www.advenaartemis.com Communication Plan • Engenders positive sentiment • Fosters team work / comradery • Identifies relocation communication RELOCATION BRANDING • Formulated from stakeholder interviews • Determines how relocation will be received RELOCATION MESSAGING Components of CM
  10. 10. www.advenaartemis.com Training Plan Inadequate training is frequently sited as one of the main reasons for unsuccessful transition… Components of CM ARE YOU OPTIMIZING VALUE FOR? • New A/V equipment • Huddle spaces & conference rooms • Collaborative workspace (etiquette) • Furniture functionality (ergonomics) • Facilities (request protocol) How does this thing work? Speaker phone or headset?
  11. 11. www.advenaartemis.com Training Plan EXECUTIVE TRAINING • Schedule work force for training/ briefing • Conduct training • Publish and announce reference guides • Assess training success • Refresher training as needed DETERMINE TRAINING NEEDS • As is/To be process gap analysis • Develop training needs list based on gaps • Determine training medium • Decide who will conduct training DEVELOP TRAINING • Develop training curriculum/ reference guides • Train the Trainer • Communicate training plan to responsible management Components of CM
  12. 12. www.advenaartemis.com What does success look like? Define success. Determine metrics to measure success Develop Communication Medium Post transition survey, Lessons Learned, Punch ListThink SMART Meaningful to all SHs Visible & easily interpreted Evaluating Success
  13. 13. www.advenaartemis.com Questions
  14. 14. www.advenaartemis.com Advena Artemis LLC info@advenaartemis.com http://mistykhan.com 346.704.0035 Contact Us

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