Directors Meeting - Oct. 21, 2022
University of South Carolina Division of Student Affairs and Academic Support
presenters:
Kim Pruitt, Assistant Director for Organizational Development, USC Human Resources
J. Rex Tolliver, Vice President for Student Affairs and Academic Support
4. Greater
organizational
agility
Better
performance
Improved
competitive
advantage
“To be successful in this environm ent of rapid, concurrent and
never-ending change, orga n iza t ion s m u st grow t h eir
ch a n ge a gilit y n ot ju st t o t h rive, bu t t o su rvive. In fact,
senior leaders are starting to acknowledge how im portant
agility is to their success.”
Prosci: Organizational Agility as a Strategic Imperative
5. Prosci: Organizational Agility as a Strategic Imperative
Over 250 participants
completed this survey.
5-point Likert.
Highest scores are
green smiles.
Lowest scores are X.
How would you rate
your division?
6. Q: WHAT NEEDS YOUR ATTENTION RIGHT NOW?
URGENT
IMPORTANT
RELEVANT
Sweet
spot
This Photo by Unknown Author is licensed under CC BY
9. TWO DIMENSIONS OF CHANGE
Structural vs. Psychological
Type of change The process we go
through to adjust
10. STRUCTURAL TYPES OF CHANGE
• Incremental or remedial
change
• Fads or trends
• Cross-functional change
• Multi-disciplinary change
• Disruption or unplanned
change
• Transformational change
Prosci: Organizational Agility as a Strategic Imperative
Discovery Learning: Change Style Indicator
• Personnel or people-centric
change, new job, new boss,
revised job
• Structural change, mergers,
acquisitions
• Changes in leadership
• Changes in systems and
technology
• Process change, reengineering
16. CHARACTERISTICS:
WHEN FACING CHANGE CONSERVERS
• Generally, appear deliberate, disciplined, and organized - Focused
• Prefer clearly defined structure
• Start with traditional ideas when problem solving
• Don’t like surprises and uncertainty
• “May appear” cautious and inflexible
• Focus on details and implementation
• Value tradition and best practices
• Are convergent thinkers
17. CHARACTERISTICS:
WHEN FACING CHANGE ORIGINATORS
• May appear unorganized, undisciplined, unconventional and
spontaneous – React in the moment
• Challenge existing structure
• Dismiss traditional ideas when problem solving
• Enjoy risk and uncertainty
• “May appear” impractical and miss important details
• Appear systemic in their thinking
• Can dismiss established practices with little regard
• Are divergent thinkers
18. CHARACTERISTICS:
WHEN FACING CHANGE PRAGMATISTS
• Generally, appear practical, agreeable, and flexible
• Value change that produces readily visible benefits
• More interested in functionality than tradition or novelty
• Operate as mediators and catalysts for understanding
• Are open to both sides of an argument
• Take more of a middle-of-the-road approach
• Appear more team oriented to their co-workers
19.
20. GOOD DAYS VS BAD DAYS
Conserver
Work through ideas
methodically
Worst nightmare
bureaucrat, lost in the
weeds, supporting
status quo
Pragmatist
Find common ground
Perceived as wishy-
washy, flip/flop, easily
influenced, playing
politics
Originator
Challenge status quo;
big, bold ideas
Flavor of the month;
innovation death
spiral; >ideas =
<work, lack details
22. STYLE SUMMARY: CONSERVERS
Contributions to the organization
• Get things done on schedule
• Work well within organizational
structure
• Attend to detail and factual
information
• Demonstrate strong follow-through
skills
• Encourage and adhere to routine
• Respect rules and authority
• Handle day-to-day operation
efficiently
Leadership style
• Lead through reliable, stable, and
consistent behavior
• Reward following the rules while
getting the job done
• Attend to practical organizational
needs
• Expect organizational policies,
procedures and rules to
be followed
• Promote the traditional values of the
organization
23. STYLE SUMMARY: CONSERVERS
Preferred work environment
• Secure
• Steady and consistent pace rewarded
• Time and space for reflection
• Stable, structured, orderly, and
predictable
• Group oriented problem solving and
decision making
Potential pitfalls
• May be rigid in thought and action
• May discourage innovation by promoting
existing rules, policies and regulations
• May not see beyond the present details to
understand the broader, strategic context
• May delay completion of tasks because of
perfectionism
• May delay action by reflecting too long on
a situation
• May appear unyielding and set in their
ways
• May overly focus on small details and
inconsistencies
26. STYLE SUMMARY: ORIGINATORS
Contributions to the organization
• Understand complex problems
• Bring strong conceptual and design skills
• Push the organization to understand the
system as a whole
• Support and encourage risk-taking behavior
• Provide future-oriented insights and vision for
the organization
• Serve as catalysts for change
• Initiate new ideas, projects, and activities
Leadership style
• Catalysts for systemic change
• Energetic and enthusiastic
• Provide long-range vision to the organization
• Conceptualize and build new models
• Constantly reorganize the whole system
• Like to be in charge of the start-up phase
• Prefer unique leadership roles to conventional
roles
• Manage more than one task at the same time
28. • Consult with a person you believe to have a
change style different from yours before
proceeding.
• Make efforts to understand the
perspectives of those with styles other than
your own.
• Imagine putting on a hat of another style.
• Solicit feedback and suggestions.
• Step back and be aware of your initial
reaction in a situation, especially when you
are aware of having an emotional
response.
SUGGESTIONS
FOR INCREASING
FLEXIBILITY AND
AVOIDING STYLE
TRAPS
GENERAL
29. • Consider at least three alternatives before making a decision.
• Remember to pay attention to the wider ramifications of
problems in addition to present realities.
• Think of the “big picture” consequences of actions. Ask others
to explain them if necessary.
• Find an originator you respect and ask his or her perspective.
• Specify a time frame in which the decision will be made or the
action taken.
• When time is critical, identify no more than three or four
criteria for deciding who should be included in framing your
decision.
• Find someone who is willing to play devil’s advocate with your
proposed solutions/ideas.
• Write a description of a desired future outcome in positive and
global terms.
SUGGESTIONS
FOR INCREASING
FLEXIBILITY AND
AVOIDING STYLE
TRAPS
CONSERVERS
30. • Specify a period of time in which to consider alternatives
prior to committing to a solution.
• Imagine the consequences of your decision on someone
for whom you care.
• When dealing with strong conservers or originators, ask
exploratory questions about emotional responses to a
situation, for example,
How do you feel about this? How would you like things
to be?
• Identify a person you suspect to be a strong conserver
and a person you believe to be a strong originator and
solicit their opinions.
• Identify decision criteria and apply the criteria to each
possible solution.
• Identify specific questions to ask conservers and
originators.
SUGGESTIONS
FOR INCREASING
FLEXIBILITY AND
AVOIDING STYLE
TRAPS
PRAGMATISTS
31. • Wait a day before taking action.
• Find someone you suspect of being a conserver and ask for his or her
perspective.
• Identify and try to understand at least five facts related to the situation,
problem, or decision.
• Explore and understand what is already working in the current
situation.
• Learn to give up on an impractical idea.
• Attempt to clearly understand the impact of the decision or action on at
least two other people.
• Find someone who is willing to play devil’s advocate on a given topic
or decision.
• Learn to screen activities rather than attempting all that is initially
appealing
SUGGESTIONS
FOR INCREASING
FLEXIBILITY AND
AVOIDING STYLE
TRAPS
ORIGINATORS
37. “A far more effective approach would be to actually
involve workers in solving business problems. As
Dan Pink writes in his book Drive, the autonomy
and skill development that comes with solving
problems for oneself will do more to overcome
resistance and motivate change than any strategy
a cloistered HR professional or consultant can
develop.”
Markovitz, No One Likes to Be Changed, HBR, 2013.
45. FACTORS INFLUENCING AWARENESS OF THE NEED
FOR CHANGE
1. A person’s view of the current state
2. How a person perceives problems (adapter to innovator; conserver
to originator)
3. Credibility of the sender
4. Circulation of misinformation or rumors
5. Contestability of the reasons for change
49. MAJOR CHANGE ADVISING
• Student video testimonials about their experience
• Plotting their experience on a campus map
• Showing all the various forms at each college
• Mapping two processes
• Discussing the inconsistent terminology and
definitions
50. 1. Critical task email denotes urgency then task is lost in list.
2. Items not listed in sequential order for urgency.
3. Tasks assigned and reminder emails sent every Sunday for
each checklist; even if they can’t complete the tasks yet
due to no system access.
4. Concern over new hires completing training before they
start work; work time should be paid time.
5. Too many emails from too many places.
6. Employees don’t know who to go to for assistance. HR
Contact insight into this system to aid employees.
Multiple tickets and calls create overlaps in assistance.
LEAN EVENT: EMPLOYEE ONBOARDING
51. The employee View Our perspective
How does my supplier contribute to my overall
process performance / experience?
How do I perform in my part of the
process?
CUSTOMER’S PERSPECTIVE
Division of HR HR Contacts
DoIT Carolina Card
CTE Payroll
Parking Finance
Systems: PeopleAdmin, PeopleSoft
52. EMPLOYEE IMPACT
NEW HIRES ON COLUMBIA CAMPUS AND TIME TO PREBOARD
2015 2016 2017 2018 2019 2020
Faculty 288 409 283 271 367 Data
Staff 1268 1836 1252 1106 1136 coming
Total 1556 2245 1535 1377 1503 soon
Internal Processes
.25 hours Critical system access
1.00 hours Information & Orientation Videos
1.75 hours Policies and required training
1.25 hours Carolina Card and Parking Pass
4.25 hours
External Vendor Processes
.25 hours I-9 Advantage
.50 hours HireRight Background Checks
1.50 hours PEBA Benefits enrollment
3.00 hours PEBA Benefits decisions (optional)
2-5.25 hours
Current State: Five (5) employees timed their
onboarding experiences
Number of new hires by category and year
53. # of emails:
Best: 20
Worst: 49
# of employee assignments:
25-28 (w/17 Checklist verifications)
# of email
senders: 9
CURRENT STATE OF THE CUSTOMER EXPERIENCE….
# of info links:
>60
# of videos:
18
# of policies:
13
# of quizzes:
1-2
Red circled items are
currently within our control.
54. BUILDING AWARENESS
• Develop effective and targeted communications to share the business reasons for the
change and the risk of not changing.
• Sponsor (Lead) the change effectively at the right level in the organization; share why the
change is needed and how the change aligns with the overall business direction and
vision.
• Enable managers and supervisors to be effective coaches during the change process;
prepare them to manage change and help them to reinforce awareness messages with
their employees.
• Provide employees with ready access to business information.
• Repetitive face-to-face communication of the business reasons and risk of not changing
• Use a variety of communication channels: team meetings, posters, bulletin boards,
Teams channels, etc.
• Provide employees with ready access to business information, such as external drivers of
change
• Share customer feedback and develop effective responses
• Surface and address rumors
Prosci, Inc. All rights reserved
56. FACTORS INFLUENCING DESIRE TO SUPPORT AND
PARTICIPATE IN CHANGE
1. The nature of the change and WIIFM
2. Organizational or environmental context (vary by experience)
3. An individual’s personal situation
4. Intrinsic motivation
Prosci, Inc. All rights reserved
58. NO WONDER THEY AREN’T RESPONDING TO ME!
• Experiencing the student
experience; collecting all
communications
• Visually displaying every
communication on a timeline;
colors indicate importance
• Understanding the percentage
of students missing important
deadlines and the extra work it
caused on the front and back
• Identifying which items are truly
critical for student livelihood
and success (push vs. pull)
59. HOW DO WE WANT THEM TO...
I feel like
UofSC would
be a great
place to work!
I feel informed
and confident
about starting.
I’m ready to go!
I feel welcomed
and equipped.
I’m going to be
happy here!
I feel capable,
committed and
cultivated. I
belong here!
I feel valued
and supported.
I’m making a
difference!
THE UofSC EMPLOYEE ONBOARDING EXPERIENCE
P H A S E T W O
P H A S E O N E P H A S E T H R E E
I wish my employee experience
had been like this.
60. CREATING DESIRE
• Enable business leaders to effectively sponsor the changes; create a coalition of
sponsorship at key levels in the organization.
• Equip managers and supervisors to be effective change leaders; enable them to manage
resistance.
• Assess the risks associated with the change and design special tactics to address those
risks.
• Engage employees in the change process at the earliest possible stages of the change.
• Align incentive and performance management systems to support the change.
• Help employees identify the personal benefits of the change (WIIFM)
• Acknowledge the losses and opportunities associated with the change
• Address the negative history with change – discuss why previous mistakes occurred and
how current and future changes can be implemented differently to ensure success
Hiatt, J.M. (2006). ADKAR, A Model for Change in Business, Government and our Community; How
to Implement Successful Change in Our Personal Lives and Professional Careers. Prosci Inc.
62. FACTORS INFLUENCING KNOWLEDGE ON HOW TO
CHANGE
1. The current knowledge base of an individual
2. The capacity or capability of this person to gain additional
knowledge
3. The resources available for education and training
4. The access to, or existence of, required knowledge
Prosci, Inc. All rights reserved
64. TRAINING AND RESOURCES
EMPLOYEES (USERS)
• Guides • Checklists
HR CAMPUS PARTNERS • Training Sessions • HR website
HR COLUMBIA • HR newsletter • UofSC Today
Newsletter
CAMPUS SUPERVISORS
• Supervisor newsletter • Memo to the leaders
COLUMBIA SUPERVISORS
• Supervisor newsletter • Recorded training,
resource guides,
checklists
65. DEVELOPING KNOWLEDGE
• Implement effective training and education programs.
• Provide one-on-one coaching.
• Create user groups and forums to share problems and lessons
learned between peer groups. Identify employees that others can go
to for assistance.
• Ensure employees have access to and time to attend training
• Use job aids to assist employees in the learning process
• Provide open and ready access to information to support learning
• Share problems and lessons learned as a team
Hiatt, J.M. (2006). ADKAR, A Model for Change in Business, Government and our Community; How
to Implement Successful Change in Our Personal Lives and Professional Careers. Prosci Inc.
67. FACTORS INFLUENCING ABILITY TO IMPLEMENT A
CHANGE
1. Psychological blocks
2. Physical abilities
3. Intellectual capability
4. The time available to develop the needed skills
5. The availability of resources
Prosci, Inc. All rights reserved
68. “GREEN” HOTELS ASSOCIATED (1993)
•Each day we use millions of gallons of water and
tons of detergent to wash guest towels that have
been used only once. <awareness>
•Decide for yourself. <desire>
• A towel on the rack means: “I will use it again.”
• A towel on the floor or tub means: “Please
exchange.” <knowledge>
•Action: <ability>
Prosci, Inc. All rights reserved
70. FOSTERING ABILITY
• Foster the day-to-day involvement of supervisors.
• Provide access to subject-matter experts.
• Implement programs for performance monitoring.
• Provide hands-on exercises during training that allow employees to practice what
they learn. Ensure that employees have the time and opportunities to develop
new skills
• Help employees apply what they have learned to real work situations
• Provide on-on-one coaching
• Provide solutions when the “real work” does not match what they learned in
training
• Be a role model for how to act in the new environment
• Identify when “more time” is not the answer and eternal intervention is required
Hiatt, J.M. (2006). ADKAR, A Model for Change in Business, Government and our Community; How
to Implement Successful Change in Our Personal Lives and Professional Careers. Prosci Inc.
72. FACTORS THAT INFLUENCE REINFORCEMENT TO
SUSTAIN CHANGE
1. Meaningful reinforcements
2. Association of the reinforcement with accomplishment
3. Absence of negative consequences
4. Accountability systems
Prosci, Inc. All rights reserved
73. REINFORCING CHANGE
• Celebrate successes and implement recognition programs.
• Give rewards for the successful implementation of the change.
• Gather feedback from employees.
• Conduct audits and develop performance measurement
systems; identify root causes for low adoption and implement
corrective action.
• Build accountability mechanisms into the normal day-to-day
business operations.
Hiatt, J.M. (2006). ADKAR, A Model for Change in Business, Government and our Community; How
to Implement Successful Change in Our Personal Lives and Professional Careers. Prosci Inc.