changemanagementguru Change Management Fundamentals

5 Critical Roles to Include in your Change Management Strategy

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Ensure the success of your next change initiative by considering each of these critical roles. Often, one person may support multiple roles. In an ideal scenario, each role will have at least one person. People managers and change agents will be multiple people and the number is determined by the scope of the change and the number of stakeholders.

Sponsor

The critical role of a sponsor can often be overlooked. A sponsor should be chosen deliberately and thoughtfully to ensure success and ease of the change.

  • The sponsor is in a position that has authority and decision making power over the impacted people, process or systems. 
  • The sponsor can communicate the reason for the change and the benefits to the organization.
  • The sponsor is visible throughout the lifecycle of the change and delivers the required engagement and communication tactics, such as celebrating, addressing resistance, and maintaining relationships.

Project Manager

  • The project manager is responsible for the project life cycle, ensuring there are clearly defined objectives, scope, milestones, schedule and allocated resources
  • Collaborates with the change expert and project team to ensure timelines & resources are planned for
  • Develops and delivers the project with employee adoption and use as a measure of success

Change Expert

Often, this change expert role will be filled by the project manager, people manager, or a combination of the two. Sometimes, the scope of this role may fall to Human Resources specialists, communications roles, or any employee-focused role. In larger organizations, there may be dedicated resources to fill this role.

  • The change expert develops the strategy and tactics for stakeholder engagement
  • Trains and coaches others in change roles
  • Collaborates with sponsor and project manager and updates the change plan as the project progresses

People Managers

People managers have many roles as change managers. They are the closest to their people and have communication, advocate & support responsibilities.

  • People managers must share employee feedback with project team
  • People managers must manage employee resistance
  • People managers must coach and support employees through change

Change Agents / Change Makers / Change Champions

Amplify the momentum and change ability of your team by enlisting advocates of the change. This can be an informal or formal network of colleagues who can help to communicate and support their peers through the change transition.

  • Be a voice of peers and area responsible for and raise feedback to project team
  • Be a voice of the project team and communicate openly and often with area of responsibility
  • Role model the change by demonstrating behaviors
  • Be a resource for area of responsibility
  • Support slow adopters
  • Encourage a mindset of keeping an open mind and exploring new ways of working
changemanagementguru Internal Communication Strategy

5 Ways to Improve your Employee Communication Strategy in 2023

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Change can be stressful and unsettling for employees, so it’s important to effectively communicate the rationale for the change and how it will affect them. A common way people can get disengaged, frustrated and unproductive in the workplace is to not understand how their work connects to the bigger goals of the organization. Similarly, a thoughtful communication strategy can help to avoid issues like delayed project milestones, incorrect rumor swirl, or employee confusion.

1. Review your communication plan with a project or leadership team

Make sure you’re not working in a silo. Project team members can give excellent feedback and inputs about which tactics are effective, and the needs of their teams.

2. Align communication with critical project milestones

Ensure communications are happening before project milestones! This is particularly important if the change is visible (remember, the absence of information usually leads to assumptions being made!) or if action if required. As an example, it can often be useful to communicate with managers or certain stakeholders a few weeks before the general employee population. Communicating with these groups earlier allows them to adjust to the change and ready themselves to discuss and prepare their teams.

3. Create two-way communication opportunities

Consider how to enable two-way communication between your customer and the project team. How do employees go about asking questions or raising concerns? Could you set up a Q&A forum, in-person or virtually? How can communications like emails be supplemented with chats, in-person meetings, or visuals?

4. Ensure you’re communicating enough

A rule of marketing states that a customer needs to hear about something SEVEN times before taking action. Are you taking advantage of all the available communication channels to ensure your employees have the information they need? Consider the timing of communications too to allow employees to have enough time to digest and react to a change announcement before anything is expected of them.

5. Switch up your communication tactics

Use a variety of channels to ensure that everyone has access to the necessary information, and be transparent and open in your communication. Different learning styles, different personalities, and different generations all have preferences in communication styles.

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How to create a Communication Plan for a change project

This customizable Google Sheets template will allow you to capture the complexity of cross-functional change communication. Download below.

Read this: Why a communication plan is critical to your project

Best Practices:

Review Communication Plan & Tactics with Project Team

Ensure communications are happening before project milestones, particularly when they are visible to employees or action is required.

Consider how to enable two-way communication between your customer and the project team. Do they have department contacts for questions? Could you set up a Q&A forum, in-person or virtually?

A rule of marketing states that a customer needs to hear about something SEVEN times before taking action. Are you taking advantage of all the available communication channels to ensure your employees have the information they need?

Use a variety of channels to ensure that everyone has access to the necessary information, and be transparent and open in your communication.

We will email you a link to a customizable Communication Plan Template.

This will also sign you up for our Learn Change Management Newsletter. You can unsubscribe at any time.

changemanagementguru Change Management Fundamentals

How to initiate a change project: understand the basics

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Have you been midway through delivering a project and suddenly realize everybody is not on the same page?

Perhaps there are managers suddenly answering questions about the change incorrectly.

Perhaps there is a lot of employee confusion and frustration about the project.

Perhaps you are responsible for managing a change that is challenging to implement or has negative consequences.

Here is a quick assessment that documents critical people-related information about a change. Ensure your project team and sponsor are aligned first, and then consider your communication approach for your key stakeholders.

Initial Change Assessment

  • What is changing? What will stay the same?
  • What are the reasons for this change?
  • How does this change align with the business strategy?
  • What is the intended outcome(s) of this change?
  • Is there a risk of not changing?
  • What is the timing of this change?
  • What is the gap between future state and today?
  • Who is impacted and how?

This list may need to be completed multiples times during the project as more information is understood and decisions are made. These are common questions on the minds of your stakeholders and customers and they often look for this information in change communications.

We recommend using our change management tools and system to ensure a successful change for your team.

changemanagementguru Stakeholder Management

4 Steps to Complete a Stakeholder Analysis (How-to Guide)

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This will help you to manage change in your workplace, organization, or for a project.

Complete this four part process to conduct a thorough stakeholder analysis.

Consider first reading “Why a Stakeholder Analysis is so important”

1. Identify your stakeholders

  • Seek input from the project team while identifying your stakeholders
  • Consider anybody impacted, positively or negatively, by the change
  • List both individuals and groups that are needed for a successful change

2. Prioritize your efforts to manage stakeholders.

  • Complete an influence & interest grid
  • Assess status of each stakeholder: Unaware, Resistant, Neutral, Supportive, Advocate

3. Understand each stakeholder with inputs from your project team.

  • How they will be impacted
  • Benefits
  • Needs
  • Concerns
  • Watchouts
  • Capacity for change
  • Best ways to communicate with them

4. Plan your engagement with each stakeholder.

  • Create a communication plan
  • Brainstorm and decide on engagement tactics
  • Assess and plan for training needs
  • Incorporate above elements into overall project plan

We will email you a link to a customizable Stakeholder Analysis Template.

This will also sign you up for our Learn Change Management Newsletter. You can unsubscribe at any time.

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Why a Stakeholder Analysis is so important

A stakeholder analysis is critical to any change management effort and when completed properly will help ensure the success of your initiative. This will help you to manage change in your workplace, organization, or for a project.

Has your project been experiencing these problems? These are all issues that can be fixed or improved by completing a thorough stakeholder analysis & engagement plan.

Common issues encountered with inadequate stakeholder management:

  • Incorrect rumors
  • Lack of manager support
  • Lack of awareness in project
  • Not completing required training or prerequisites 
  • Customer dissatisfaction
  • Low employee morale
  • Employee confusion & frustration

A stakeholder analysis will help us to:

  • Understand the needs of your key stakeholders
  • Deliver the right information at the right time to those that need it
  • Ensure leadership alignment
  • Mitigate resistance
  • Avoid misinformation or assumptions

Complete this four part process to conduct a thorough stakeholder analysis.

  1. Identify your stakeholders
  2. Prioritize your efforts to manage stakeholders
  3. Understand each stakeholder with inputs from your project team
  4. Plan your engagement with each stakeholder

Details & video for the four part process can be found here.

changemanagementguru Change Management Fundamentals

The Future of Change Management: Trends and Predictions

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Change management is a dynamic and evolving field, and it’s important to stay up-to-date on emerging trends and developments in order to effectively lead and manage change in your organization. Here are some trends and predictions for the future of change management:

  1. Increased focus on digital transformation. With the rapid advancement of technology and the increasing reliance on digital tools and platforms, it’s likely that change management will continue to focus on digital transformation. This may involve the implementation of new technologies, the adoption of new business models, and the incorporation of digital tools and processes into the organization.
  2. Greater emphasis on employee engagement and involvement. Change management is increasingly focusing on engaging and involving employees in the change process. This may involve providing employees with the resources and support they need to adapt to change, as well as involving them in the decision-making process and encouraging their participation in change initiatives.
  3. Increased use of data and analytics. Change management will continue to rely on data and analytics to track progress and measure the effectiveness of different approaches. This may involve the use of data analytics tools and techniques to better understand the impacts of change and identify areas for improvement.
  4. Greater emphasis on agility and adaptability. The future business environment is likely to be characterized by rapid change and uncertainty, making agility and adaptability crucial for success. Change management will continue to focus on helping organizations to respond quickly and effectively to changing market conditions and customer needs.
  5. Continued evolution of remote work. The rise of remote work has brought with it new challenges and opportunities for change management, and it’s likely that this trend will continue. Change management will need to adapt to the unique challenges and opportunities of leading and managing change in a distributed work setting.

By staying up-to-date on these trends and predictions, you can position your organization for success and effectively navigate the complexities of leading and managing change in the future.

changemanagementguru Change Management Fundamentals

The Benefits of Change Management: Why It’s Worth the Investment

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In today’s fast-paced and rapidly-changing business environment, the ability to effectively manage change is essential for organizational success. Change management is the process of planning, executing, and controlling the changes that occur within an organization. Here are some key benefits of investing in change management:

  1. Improved efficiency and productivity. Change management helps to ensure that changes are implemented smoothly and effectively, which can lead to improved efficiency and productivity. By minimizing disruptions and delays, change management can help to keep your organization running smoothly and moving forward.
  2. Enhanced customer satisfaction. Change management can help to ensure that changes are implemented in a way that meets the needs and expectations of your customers. By engaging with customers and other stakeholders and addressing their concerns and input, change management can help to improve customer satisfaction.
  3. Increased employee engagement and retention. Change can be stressful and unsettling for employees, and it’s important to ensure that they are involved and supported throughout the process. Change management helps to engage and involve employees in the change process, which can lead to increased engagement and retention.
  4. Improved competitiveness and adaptability. Change management helps organizations to adapt and respond to changing market conditions and customer needs, which can increase competitiveness and position the organization for success in the long term.
  5. Better decision making. Change management helps to ensure that changes are based on sound data and analysis, which can lead to better decision making and improved outcomes.

By investing in change management, you can drive organizational success and position your organization for long-term growth and success.

changemanagementguru Change Management Fundamentals

5 Tips for Successfully Managing Change in Your Organization

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Change is inevitable. The rate and frequency of change initiatives only seem to be increasing as organizations face new challenges such as digitalization, multi-generational workforces and an increasing focus on employee well-being. Managing change can be a complex and challenging process, but with the right strategies and approach, it is possible to successfully navigate even the most significant changes.

5 tips for leading and managing change in your organization:

Clearly define the change and its purpose.

Before embarking on a change initiative, it’s essential to have a clear understanding of what the change entails and why it is necessary. be sure to define the scope of the change, what it will achieve, and how it will benefit the organization. Here is a list to get you started.

Plan and prepare for the change.

A well-thought-out plan can help ensure that the change is implemented smoothly and effectively. Consider what resources and support will be needed, the process you will follow and estimated timelines. Not sure where to start? We organized our change process resources into 4 steps, read more here.

Engage and involve stakeholders.

Change is more likely to be successful when it is embraced and supported by key stakeholders. Engage with employees, customers, and other stakeholders early on in the process to ensure that their concerns and input are taken into consideration. You can download a thorough Stakeholder Analysis How-To Guide & Template here.

Communicate the change effectively.

Change can be stressful and unsettling for employees, so it’s important to effectively communicate the rationale for the change and how it will affect them. Use a variety of channels to ensure that everyone has access to the necessary information, and be transparent and open in your communication. Follow our communication template to capture the complexity in audience groups, key messages, timeline and communication tactics.

Monitor and evaluate the change.

Once the change has been implemented, it’s important to monitor its progress and effectiveness. Use metrics to track the impact of the change. Ensure ownership, knowledge management & training sustainment is accounted for. Follow our sustainment plan for more details.

Managing change can be a complex and challenging process, but by following these steps, you can increase the chances of success and ensure that your organization is well-positioned to adapt and thrive in an ever-changing business environment.