DO YOU KNOW HOW TO MANAGE CHANGE? STEP BY STEP
Change Management (GMUD) is crucial for implementing change of any new technology, procedure or system upgrade in a company. Often employees will only perceive the negative side of change, such as a change in workflow, a loss of productivity etc.
Change planning and management (GMUD) are critical components to ensure the implementation of a new process, system or technology in the corporate environment.
Regardless of whether you want to introduce a new Corporate Performance Management (CPM), HR (HCM), a new ERP or even the replacement of a large piece of equipment, change management strategy will allow you to successfully communicate your new procedures and will ease their adoption by employees.
How to know if you need a Change Management Plan? The principles of change management
- Follow cultural organization
- But start at the top
- And don’t forget to include everyone
- Be rational and sensitive
- Transform ideas into actions
- To do this, engage, engage,engage.
- Think up formal and informal solutions
- Finally, assess and adapt
In general the rule is: whenever you want to implement change in a business procedure or technology, you will need a Change Management Strategy.
There are several key elements to building a change management plan. However, some steps are essential to ensure that your change management plan happens in the best way:
10 steps to ensure a good plan:
1. Clearly define the objective of the project and its main results
How is the project expected to affect your company? What organizational and behavioral changes should it bring about? With regard to profitability, how will it be affected? What factors, if achieved, will determine the success of the project?
2. Identify the areas and/or processes in the company that will be impacted by the change
What controls, technologies and systems are in place? What areas and/or processes make use of these controls, technologies or systems?
3. List the risks and try to establish steps for minimizing of each one of them
Being aware of the risks related to a change is the first step in establishing steps that are capable of eliminating them or reducing their impact. If they occur throughout the project, eliminating risk increases the chances of success.
4. Determine the communication strategy based on the projects objectives, expected results, areas or procedures affected and risks identified.
Establish a communication plan considering each of these items. Don’t forget to involve your employees and try to understand how they perceive the new technology or process.
The resulting message of the communication strategy should take employees’ worries and concerns into consideration. A well-defined communication strategy aims to achieve a company-wide alignment of expectations about the project.
5. Create the communication plan
What type of communication (email, presentations, meetings, etc.) is most appropriate for each stage and message related to the project? How often will messages be sent? What is the target audience for each of these notifications?
6. Identify and involve stakeholders
It is the stakeholders who will ultimately benefit from the success of the project and thus the success of the change management process. They will influence and help drive the adoption of the new process, system or technology.
Therefore, they should be involved from the beginning and be aware during the implementation stage of the progress of the plan.
7. Identify and engage the drivers of change
The drivers of change are the employees who will promote the spread of the new process, system or technology throughout the company. The role of the drivers is to influence and provoke the curiosity of other employees about the project.
The drivers of change are usually your co-workers. Choose people you trust, who have good social networks and are skilled in getting on with other employees of the company.
8. Create a good and complete test plan
A good testing strategy is fundamental to the adoption of the new process or technology. It is essential to define the right test for each stage of the project. This moment is an opportunity for employees to “get their hands dirty”, which can get them excited about what’s coming up.
It is very important to take advantage of this momentum to attract new drivers of change in the company. Try to motivate the employees involved in a test that did not achieve the expected result, preventing them from becoming the detractors of change.
9. Define a plan outline or remedy
Outline or remedy plans, describe the actions necessary to resume the process after an unsuccessful deployment of a change. Often, the remedy plan may include a return to the former situation, allowing the process to continue until a new attempt is made.
10. Use the training for teaching and also for marketing.
Employees need to know how the new process or technology works. Take advantage of the training to influence participants on the benefits of change and how it can help them in their daily work.
It is the change management leader’s role to coordinate these activities, but it is important that he or she has the support of stakeholders, the other leaders and also people from the project office – PMO – if the company has one.
In fact, the PMO’s participation in the drafting of the change management plan, as well as its scheduling is fundamental.
To help you, we have prepared a checklist to be followed when thinking about the planning for your change management. Check below:
The challenges of Change Management (GMUD)
Change management principles drives the adoption of the process and technology you are using to support those same procedures. In the long run, your technology strategy and your return on investment (ROI) depends on this implementing change. Therefore, do not underestimate organizational change management. Dedicate the time and resources to create a detailed plan and look for people who will be able to perform this plan well.
Change management principles have many facets, from stakeholder engagement to communication, almost anything goes, get employees and managers to understand and commit to change. Even though most people are resistant to change.
Often, it can be seen by employees as complicating their tasks or further increasing the workload. A successful change management strategy is one that alleviates these concerns, leading stakeholders to support the new technology as well as the process or system.
It is always important to identify those who encourage change and the potential detractors of it. At various times we have followed outstanding projects that, due to internal political issues or corporate envy, have been sabotaged during their implementation.
If we didn’t have a world-class product, in addition to employees highly committed to customer success at Siteware, we might also have experienced failure on such occasions.
The main pitfalls in managing change and how to mitigate them
Many projects related to the introduction of a new process, system or technology, fail due to the lack of investment in creating a good change management strategy.
Hence, employees may not completely understand why the new process is being implemented, how it works or what the real benefits will be. Most companies habitually only inform their employees about the new process during the go-live announcement or during mandatory training.
These steps are insufficient for everyone to understand what will happen within the company during the change. There are some steps to be taken to mitigate the possibility of mistakes during the change management process.
How to avoid the main pitfalls in change management
Making it happen
Whatever new process, system or technology you implement, organizational change management is vital to your success, contributing to the reduction of redoing errors and the costs involved in the process.
Communication is the key to helping employees understand the benefits the changes will bring, ensuring they have the knowledge needed to perform the new process and use the new system or technology without relying on other resources.
Here at Siteware we faced a major change during the transition of lots of our customers and thousands of users of PortalSIM to its new version, which is now called STRATWs ONE.
During this time we created the plan for the change management process of more than 500 clients and thousands of other users of ControlCorp solutions, a company incorporated by Siteware in 2016. All the points discussed throughout this post were taken into consideration during the process of the implementing change.
Just like us, you can run your change management strategy in the best possible way. Keep an eye on our blog (because we will soon publish more articles to help you) and count on our solutions for the success of your operation!
Siteware has developed STRATWs One, enterprise performance management software that can be used by all levels of the company, integrating employees, execution and strategy quickly and transparently.
Our system is capable of transforming into procedures of management methodology adopted by your company. Thus, you can ensure a larger cohort in day to day planning and increase productivity. This results in more decision making certainty.
Currently, there are more than 162,000 users of our service, in more than 1,000 companies in 20 countries. One of our success stories is Dotz, which with our tool has succeeded in improving HR processes and strengthening the corporate culture.
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