Change in a project cannot happen if the whole team does not take an active part in it. For the change management plan to be successful, we will get employees involved in its adoption.
We will start from the top. The project team simply will not follow if they notice a lack of clarity, conviction, and full compliance on the part of the leaders. This will help change efforts from being successful. Staff should know that team leaders are coordinated and personally committed to change. The leaders of the organization must become the change they want to see in others.
To this end, we will take into account the needs and perceptions of all stakeholders in the process of change. We will comply with the thoughts and considerations of leaders, managers, individuals, and customers. Seeing change through stakeholders’ eyes is valuable for preparation and planning.
Scope of change
First, it is important to recognize the scope of change in the change management plan. The scope of the change or the reason for the change must be clear. It can be budget, quality, planning, and more. Reference: “Project Scope Change Management”, https://bvop.org/learn/scopechangemanagement/
Therefore, the reasons for the change will be clearly defined in the change management plan. We will then determine who will be affected by the change and what will be affected by the change – including policies, processes, and organizational structure.
We will describe in detail who, what, when, and how will make the proposed change in a specific schedule. When will the specific aspects of the change take place? Who will implement them? Who and what will be affected?
Roles in change management
The change management roles are the people who will have the task of leading the project from the beginning to the end – mostly the project manager. We will exclude for the change management roles individuals who externally support the project objectives, can communicate, and are always looking forward to sharing positive developments with staff.
Therefore, the roles of team leaders, stakeholders, and team members will be clearly defined from the beginning of the project. This means that there will be clear explanations of who will do what in our change management plan, who will have the right to request changes, who will review them, and who will authorize them, namely:
Right to submit change requests:
- Project Manager
- Management Committee
Who will review change requests:
- Project Sponsor
- Executive Sponsor
- Program Manager
- Project Manager
Who will authorize them:
- Project sponsor (executive sponsor and project sponsor)
Change management process
A change management process is needed to effectively submit, evaluate, authorize, manage and control change requests. It will be difficult to manage the change plan without a change management process.
The communication plan is an important part of the change management process. The communication plan will have a single goal – to ensure that our goals are transparent and team leaders are open in their discussions about change. We will have regular face-to-face contacts and e-mail communications planned to keep stakeholders informed of progress. We will provide an opportunity for consistent, in-depth, and regular communications.
The communications will identify the reasons for the change, explain the change, demonstrate its benefits, and include contact information for the person responsible for the change.
We will also train team members to adapt to the proposed changes. We will provide training to team leaders and team members to master new processes and technologies. Training may require external production in personalizing training materials based on job roles and developing refresher training at key intervals.
The change management process will also define key management indicators to be used to measure the current effectiveness of the change management process. These indicators will be very tactical. For example, there will be an indicator showing that all employees and team members agree verbally that the change is worth the cost. Find out another good example: “Project Change Management Plan, a real example and template”, https://pm.mba/posts/project-change-management-plan/
Change request form
To ensure that change requests are feasible and recommended, we will use the change request form, which serves as a means of collecting data on the change and showing how it will affect the change project. We can’t have a process if we don’t first create a change request form to have the data. The change request form (one of the change management tools) controls the process of working with the change. It will help us make sure that the change is implemented thoroughly and smoothly.
There are two types of change requests: inside the scope and outside the scope. The change within the scope involves small adjustments to an existing requirement. The change outside the scope takes time to implement and can have a major impact on various aspects of the project.
The change request form will help us understand what kind of change we will be dealing with, how it will affect the project, and whether it will be implemented or not.
The change request must be shared with the whole team. The team answers the three main questions that underlie every change request – what is change? How important is it? What is the benefit?
The activity log will track all changes, including change management activities for leaders. Without a central place where changes can be identified, requests approved or documented, there is no way to know if progress has been made. In this way, we will have a clear idea of the state of the process at all times.
Key performance indicators
It will also be crucial to have some key performance indicators that will mark progress towards the goals of change. This will be the case, for example:
Improving the number of employees and reducing staff turnover, as well as indicators related to the health of the dismissed employees.
3 obligatory activities for change management, which we will have in mind:
We will identify the employees affected by the initiative. We will identify and categorize the three different types of employees and devise different approaches and communication tactics for each of them. Employees can be categorized as rebels, recruiters, and bystanders.
We will engage with team members to encourage organizational change. Engaging with employees is useful for identifying the causes and leaders of the resistance and for starting a conversation. Demonstration management of change will help tackle resistance to change. We will use simulations, exercises, or games to liven up the learning environment and improve knowledge retention. Games are used as energizing tools to manage change.
Setting goals and celebrating victories
Change can take time. To better manage change, we will divide the transition into stages, phases, and activities. This will make it easier to track progress and create important milestones that can be marked by the whole team.
A project can’t change unless everyone on the team takes part. For the change management plan to work, we will get employees involved. We need their help to make it successful.
If the staff sees that you are not being strong, they won’t do what you ask them to do.
The project team should know that team leaders are committed to change. When they see good changes in others, they will feel encouraged and want to make more changes.
We want to make sure that we consider the thoughts of all stakeholders in this change. We will do what leaders, managers, and individuals think. This is important for us to have a plan.
First, it is important to know the reason for the change. There are many reasons people might want to change something, like their spending money or project quality. So the reasons for changing things will be clear in the plan.
We will figure out who is affected by the change. We will find out what is affected by the change, and when the change will happen. Who needs to do the work? When do they need to start? What can happen during that time?
This is about people who will be in charge of the project. They are mostly the project manager, but there are others too. We will not include people who support the project from outside and can tell other people things about it.
There will be a plan for change management. There will be clear explanations of who does what in the change management plan, who can request changes, who reviews them, and who approves them.
It’s hard to manage the change plan without a process. The communication plan is important for this.
We will have a plan to make sure that everyone knows what we are doing with this. We will talk about it and send e-mails to let people know. We will also make sure that we all meet face to face often so everyone can talk about change.
The communications will explain the change and its benefits and will include contact information for the person responsible.
We will teach team members how to take on new projects. We will teach team leaders and other team members about the new processes and technology. Teachers may need to make materials that are personal to different people depending on their job roles. Trainers might also need to do refresher training at regular intervals.
The change management process will also define key indicators, or measurements, that the process is effective. These indicators will be a lot like what you might find in your school. For example, there will be a measurement to show that all employees and team members agree verbally that the change is worth the cost.
Make it formal
Change requests are good to have for projects. They help us know if a change is possible or not. We need the change request form to get information about the change, so we can make sure it is happening and working well.
There are two types of change requests in the project: small ones and big ones. If the change request is small, it doesn’t take much work or cost to make those changes. The bigger change will be more difficult and will affect many parts of the project.
Change requests are important. Ask the team to answer three questions – what is the change? How important is it? What is the benefit?
Record everything and publish the information on the project board where everyone can see it.
More related articles
- “Change Management Plan – Real Sample Document, Example”, https://www.policymatters.net/change-management-plan-real-sample-document-example/
- “Change management plan”, https://bestprojectmanagementblogs.blogspot.com/2021/01/change-management-plan.html
- “Change management in organizations”, https://phron.org/change-management-in-organizations/
- “The change control process in project management”, https://securityinformationeventmanagement.com/change-control-process-in-project-management/
- “Requirements change management in project management practices”, https://60yearsnato.info/requirements-change-management-in-project-management-practices/
- “Change management in organizations”, https://w-europe.org/change-management-in-organizations/
Article last updated time: 7/24/2021