Change Management Methodology by Operational Excellence Consulting

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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

To download this complete presentation, please visit http://www.oeconsulting.com.sg

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Change Management Methodology by Operational Excellence Consulting

  1. 1. © 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
  2. 2. © Operational Excellence Consulting. All rights reserved. 2 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.
  3. 3. © Operational Excellence Consulting. All rights reserved. 3 About the Change Management Methodology • The Change Management Methodology builds on the assumption that the change manager has already obtained his/her bearings from the organization vision, obtained commitment and support from senior management, set his/her priorities, decided on what the required changes are and what the desired outcomes should be. • The methodology is organized into four phases.
  4. 4. © Operational Excellence Consulting. All rights reserved. 4 Overview of the Change Management Methodology Evaluate Effectiveness Monitor Progress Plan & Launch Program Analyze Current Situation
  5. 5. © Operational Excellence Consulting. All rights reserved. 5 The Four Key Phases of Change Management Change Management Methodology PHASE DESCRIPTION Analyze Current Situation Identifies the reason for change and required changes; analyzes impact, identifies gap and gathers feedback on proposed changes. Plan & Launch Program Defines change strategy and infrastructure; articulates and defines the entire change process to bridge the gap between “present state” and “desired state”; builds understanding, support and commitment to change; train toward the new practices, process and systems; launch pilot projects. Monitor Progress Monitors the change transition and transformation process; assesses and measures change effectiveness on human behavior, practices, processes and systems; addresses resistance to change; provides support and reinforcement. Evaluate Effectiveness Reviews results of change process with appropriate follow-up actions; supports culture change; shares success stories and learning points; reward and recognize successful change.
  6. 6. © Operational Excellence Consulting. All rights reserved. 6 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
  7. 7. © Operational Excellence Consulting. All rights reserved. Phase 1: Analyze Current Situation
  8. 8. © Operational Excellence Consulting. All rights reserved. 8 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
  9. 9. © Operational Excellence Consulting. All rights reserved. 9 Objectives – Phase 1 1. To understand the reason for change and the desired changes. 2. To analyze gaps and impact of change on stakeholders. 3. To gather stakeholder’s feedback on proposed changes.
  10. 10. © Operational Excellence Consulting. All rights reserved. 10 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
  11. 11. © Operational Excellence Consulting. All rights reserved. 11 1.2 Assess Readiness for Change • Assess the organization’s readiness for change to surface hidden agenda and identify key resistance issues  Scale of change (e.g. organization-wide or department-specific or for an individual only)  Affected party’s past experience with change  Identify key resistance issues
  12. 12. © Operational Excellence Consulting. All rights reserved. 12 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
  13. 13. © Operational Excellence Consulting. All rights reserved. 13 1.3 Assess Impact of Change • Identify Stakeholders. Stakeholders include customers, employees, shareholders/owners, suppliers/other business partners. • Analyze the stakeholders to:  Determine their profile and their required skills  Understand how the changes will affect them and what is in it for them  Anticipate their responses to the changes  Identify influential groups and individuals  Segment the stakeholders (e.g. by common needs, responses or common goals)
  14. 14. © Operational Excellence Consulting. All rights reserved. 14 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.
  15. 15. © Operational Excellence Consulting. All rights reserved. 15 1.4 Identify Gaps • Identify gaps for key stakeholders in the following areas:  Knowledge (e.g. technical knowledge for process optimization)  Skills  Attitudes
  16. 16. © Operational Excellence Consulting. All rights reserved. 16 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.
  17. 17. © Operational Excellence Consulting. All rights reserved. 17 Deliverables – Phase 1 • List of key resistance issues • Impact analysis of stakeholders • Stakeholder profile • List of influential stakeholders/individuals • Gap analysis • Focus group discussion findings • Interviews with stakeholders • Survey results
  18. 18. © Operational Excellence Consulting. All rights reserved. Phase 2: Plan & Launch Program
  19. 19. © Operational Excellence Consulting. All rights reserved. 19 Change Management Methodology Evaluate Effectiveness Monitor Progress Plan & Launch Program Analyze Current Situation • Define change strategy • Set up change infrastructure • Create awareness and get buy-in • Develop and communicate plans • Develop skills • Launch pilot project
  20. 20. © Operational Excellence Consulting. All rights reserved. 20 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.
  21. 21. © Operational Excellence Consulting. All rights reserved. 21 2.1 Define Change Strategy • Define change strategy and the change programs required (e.g. how to create awareness, how to communicate, what training programs, what pilot projects to start with). • Consolidate the change management plan. • Identify the tangible and intangible results to be achieved at the end of the change process. • Assess the need to invest in additional resources (e.g. more people) to support the change program.
  22. 22. © Operational Excellence Consulting. All rights reserved. 22 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
  23. 23. © Operational Excellence Consulting. All rights reserved. 23 2.2 Set Up Change Infrastructure • For changes affecting only a department or section, the model in Annex A should be scaled down as appropriate. • The roles and responsibilities of the change management team are described in Annex A.
  24. 24. © Operational Excellence Consulting. All rights reserved. 24 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
  25. 25. © Operational Excellence Consulting. All rights reserved. 25 2.3 Create Awareness and Get Buy-In • Ensure that stakeholders understand the need and benefits of the desired changes and get their buy-in or commitment.
  26. 26. © Operational Excellence Consulting. All rights reserved. 26 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.
  27. 27. © Operational Excellence Consulting. All rights reserved. END OF PREVIEW To download this complete presentation, please visit us at: www.oeconsulting.com.sg

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