What is Change Management
Change management refers to the tools and
processes used to manage change within a project
and its team.
To fully understand the definition of change
management, you must break it up into its two
components: change and project management.
◼ Change: This is anything that transforms or impacts
projects, tasks, processes, structures, or even job
functions
◼ Project management: This refers to the process
of managing a project team and monitoring their
activities to meet project goals
Types of Change Management
• Anticipatory:
◼ This involves planning changes in advance of an expected
situation.
• Reactive:
◼ A reactive approach is used when an unforeseen event
occurs. This type of change management is often
employed in crisis situations.
• Incremental:
◼ This refers to introducing gradual changes over a
prolonged period, such as the ongoing addition of new
features to an existing app.
• Strategic:
◼ These changes are much larger and can affect the overall
direction of an organization.
Applying Change Management
• Apply a Structured Methodology
• Using a structured methodology helps you be direct and
targeted and helps you avoid missing key considerations.
• Customize and scale your approach
• You can follow a similar change management process,
but the resulting outputs must be scaled and customized
based on the change itself and those being impacted.
• Dedicate a resource
• A dedicated resource provides focus and a single point of
contact. The resource can be someone on the team or
someone supporting the team, but there needs to be
someone focusing on change management.
• Work in Collaboration with the project Team
• Work deliberately to create a partnership with a singular
goal in mind—delivering the intended results and
Steps to Change Control Process
• Propose Change
• Impact Summary
• Making Decision
• Make the change
• Closure
3 Factors for Change Management
• Scope
• Budget
• Quality
Change Management
• Acknowledge and understand the need for
change.
• Communicate the need and involve people in
developing the change.
• Develop Change plan.
• Implement Change Plan.
• Evaluate progress and celebrate success.
3 Step in Project Management
• Define and prepare for your Change
◼ What does your project look like if the change has
been successfully implemented?
◼ Which KPIs you will use to tell you that you’ve
been successful.
◼ How far is your ideal state from the current state?
◼ Who or what will be impacted and how?
◼ Could there be any unintended consequences of
making this change?
◼ How might you mitigate this?
◼ Are there any roadblocks you or your team will
need to overcome?
3 Step in Project Management
• Implement and manage change
• Monitor your progress so that as questions or
issues arise, you can solve them before they
become too large or impediments to successful
change.
• Think of yourself as a coach here, you have a
playbook (your plans) but you want to adapt as
the game goes on. Remember, it's important not
to celebrate your win too soon!
• Remember those KPIs (key performance
indicators) you set back in step 1? Tracking your
progress against them in this phase is really
important.
3 Step in Project Management
• Maintain Your Change (adoption)
• Remember those KPIs (key performance
indicators) you set back in step 1? Tracking your
progress against them in this phase is really
important.
• It can also be really helpful to recognize those
who are really committed to embracing the
change you’ve made.
• If it takes time for a change to take hold, have
some patience. Remember to celebrate your
successes along the way.
Steps to make more successful Change
• Identify what will change
• The first step is to clearly define the desired
outcome of the change. Identify the specific
change that’s coming and clarify goals around the
outcomes of that change.
• Present a solid business case to gain buy in
• Buy-in at the executive level is critical for pushing
through any successful change, whether you need
support financing the endeavor.
• Create a road map
• Once you’ve established, articulate your plan for
change by creating a roadmap. This is your
documented strategy for implementing change.
Steps to make more successful Change
• Identify what will change
• The first step is to clearly define the desired
outcome of the change. Identify the specific
change that’s coming and clarify goals around the
outcomes of that change.
• Present a solid business case to gain buy in
• Buy-in at the executive level is critical for pushing
through any successful change, whether you need
support financing the endeavor.
• Create a road map
• Once you’ve established, articulate your plan for
change by creating a roadmap. This is your
documented strategy for implementing change.
Aasna’s Way to change Management
Define your “WHY”
◼ Before you introduce a major change to your
organization, you first need to ask yourself:
Why are you doing this?
What pain points is this change solving?
◼ Though not every member of your organization will be
thrilled with the change—because we’re all pretty
change averse—having a concrete reason for why
you’re doing this will help.
Discover your Now
◼ In order to implement broad-scale change, you first
need to start small. Choose one workflow to implement
in the new system first, so your Adoption Alliance can
build practices and examples before you roll it out
Aasna’s Way to change Management
Design your first workflow
◼ This is your chance to test out your new change
on one workflow or process. Your convention
setter should hold training for the selected team
or workflow.
◼ Make sure your product advocate is also on hand
to help celebrate wins and document the process
working effectively.
Enable your team and celebrate wins
◼ While your proxy team is getting set up in your
chosen workflow, make sure to check in with them
frequently about their progress, and celebrate any
wins—even small ones.
Aasna’s Way to change Management
Set up for future success
◼ At this point, your proxy team should be up and
running in the new way of operating. To prepare
to introduce this change to rest of your
organization, use this time to:
Celebrate the team’s early victories
Collect regular feedback
Monitor tool adoption
Build upon best practices
Measure and Expand use
◼ Use the training sessions, FAQ documentation, and prep
you’ve done with your proxy team to help guide the rest
of your organization.
Benefits of change management
Higher rate of success
Reduced Risk
Improved management of future change
Consistency when managing team
Better alignment of practice and values
