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Boring but Critical: The Importance of Effective Communications during IT Changes.

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Boredom is costly in many ways. Unnecessary terms and jargon can slow an organization.

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  • Complexity can definitely lead to disengagement. Even though I am attracted to complexity in general, the larger the audience, the more important it is that simplicity be the order of the day. Complexity plus a large audience leads to too many potential breakdowns. One amplifies the other.
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Boring but Critical: The Importance of Effective Communications during IT Changes.

  1. 1. Boring but CriticalThe Importance ofEffective Communications during IT ChangesDr. Jim BohnPro/AxiosMinneapolis, MN
  2. 2. 65% of successful change is communication.• People understand the change.• People gain an understanding of what‟s happeningduring the change.• They learn how to adapt to the change.• They prepare for the change.• They integrate the change into day-to-dayoperations.
  3. 3. Yet IT CHANGES place heavy demands onhuman communication processes …•Complexity• Often encompass tens of thousands (millions,billions) of interconnecting parts.•Cognitive Demand• Significant (Radical?!) amount of required detail.• Terms often understood only by specialists.
  4. 4. The Primary Challenge of CommunicationsDuring an IT project …Complexity+ Cognitive Demand X (busyness + distraction)= BOREDOM
  5. 5. Boredom is costly in many ways.• Time wasted in meetings of unnecessarycomplexity.• Opportunity costs. (I could be working onsomething else.)• Lost energy.• Frustration.• “This is a waste of time!”
  6. 6. IT changes require significant communicationto be effective … but …IT Technology people are experts in IT.They are generally not trained incommunications.
  7. 7. Critical Stakeholders of CommunicationDuring an IT ChangeExternal SystemUsersTechnology TeamsExecutivesManagersTo support the projectTo ensure proper trainingTo build the best infrastructureTo plan for effective follow-upTo assess the effectiveness of theinvestmentTo use the system as designed
  8. 8. How to simplify communications:• Formatting communications by asking (andanswering) direct questions that do NOT requiretechnical language.• Approach the communications from thestandpoint of the listener, not the technologyteam.
  9. 9. Benefits of simplicity?• Saves corporate investment in time, moral anddollars:• People don‟t have to struggle with unnecessary terms.• Teams can move forward with what they need to „get thejob done.‟•Prevents boredom.
  10. 10. Major Categories of CommunicationsDuring an IT ChangeExternal SystemUsersProcessWhat will bedifferent in thenew world?Role Inventory – who does what?Technology TeamsExecutivesTraining –what is theplan?
  11. 11. Major Categories of CommunicationsDuring an IT ChangeExternal SystemUsersProcessDataManagementTrainingWhat needscleanup?Technology TeamsExecutivesWhat is beingadded?
  12. 12. Major Categories of CommunicationsDuring an IT ChangeExternal SystemUsersProcessDataManagementLogistics of theChangeRole Inventory – who does what?CleanupTechnology TeamsExecutivesSystem CutoverWhen does thishappen? Towhom? How?Training –what is theplan?What needscleanup?What is beingadded?
  13. 13. Major Categories of CommunicationsDuring an IT ChangeExternal SystemUsersProcessDataManagementLogistics of theChangeToolRole Inventory – who does what?CleanupTechnology TeamsExecutivesSystemCutoverTraining –what is theplan?Training –what is theplan?What needscleanup?What is beingadded?System CutoverWhen does thishappen? Towhom? How?
  14. 14. Major Categories of CommunicationsDuring an IT ChangeExternal SystemUsersProcessDataManagementLogistics of theChangeTool InfrastructureRole Inventory – who does what?CleanupTechnology TeamsExecutivesSystemCutoverWho buysthe system?Who installs?Where?Backup?Training –what is theplan?What needscleanup?What is beingadded?System CutoverWhen does thishappen? Towhom? How?Training –what is theplan?
  15. 15. Major Categories of CommunicationsDuring an IT ChangeExternal SystemUsersProcessDataManagementLogistics of theChangeTool InfrastructureRole Inventory – who does what?Cleanup TrainingTechnology TeamsExecutivesSystemCutoverWho buysthe system?Who installs?Where?Backup?Training –what is theplan?What needscleanup?What is beingadded?System CutoverWhen does thishappen? Towhom? How?
  16. 16. Simplicity of communications during ITprojects …• Saves precious human energy by avoidingunnecessary boredom.• Focuses on the necessary … and no more.•There is no need to make somethingunnecessarily complex.
  17. 17. Pro/Axios• We offer plainspoken guidance for those who do the work.• Check out the Rapid Diagnostic @ www.ProAxios.com• info@proaxios.com• 651-302-1574• Minneapolis, MN, USA6/6/2013Organizational Insight Leading to Organizational Transformation

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