0f0d3984-70f3-410b-a765-d5e76c956ab5 Change Management Planner (Company, Project) 1,1 3
The WHY of change management:

  • To increase the probability of project success;
  • To manage stakeholders’ resistance to the changes;
  • To capture people-dependent ROI;
  • To build change competency within the organization.

Considerations for WHEN to include change management as part of a project:

  • Project scope and complexity
  • Impact on business and stakeholders
  • Resource investment required
  • Regulatory and compliance requirements
  • Risk level
  • Organizational readiness and capacity for change

The WHAT, WHO, WHERE is outlined within this template.


Disclaimer:

The most important aspect of change management is not methodology but the people involved. So please make sure to adapt this template to a practical, custom approach for your organization based on the environment, culture, project specifics, and the change capabilities you are dealing with.





]]>The 8 Building Blocks of Change

(source: Ron Leeman - The Highway of Change)


  1. Organization
    reporting structures - working practices - management systems - roles & responsibilities - organizational structures

  2. Processes
    “as is” and “to be” processes - stakeholders

  3. Impact
    future state functionality - change impacts - degree of change - impact mitigation
     
  4. Training
    current vs required competencies and skills - training needs

  5. Readiness
    go-live readiness measurement mechanism

  6. Usage & Adoption
    success metrics/ definition of success

  7. Benefits
    benefits plan and profile - tracking of realization

  8. Improvement
    continuous improvement (plan, do, check, act)


]]>The 5 Dysfunctions of Transformation 
(source: HERO Transformation)

  1. Not focusing on value
    You must prioritize activities that have the largest impact toward your transformation outcome, full stop, the end.

  2. Not removing blockers
    Not removing blockers is the hidden killer of transformations. It must be the leadership’s number one priority to help resolve these blockers and get the flow of value running again.

  3. Lack of metrics
    It’s essential to make the outcomes clearly quantifiable so that you know where you are today and exactly when you will arrive at your endpoint.

  4. Poor transformation vision
    If the transformation vision is not strong enough, not well understood, and most importantly, not measurable, then you are unlikely to galvanize your organization for real change.

  5. Lack of Board sponsorship
    If the Board does not support the transformation and commit to accountability, it is unlikely that they will make the hard changes when the going gets tough.



]]> In the preparation phase, we:

  1. Evaluate
    • The transition or change
      vision, stakeholders, impact, timeline, resources
    • The organization
      culture, history with change and transition
    • The team 
      capabilities, desire to change
    • The strength of the sponsorship 
      change leadership, commitment

  2. Design a custom change plan.
    • Determine the overall strategy.
    • Outline the specific steps and actions, including milestones and deliverables.
    • Assign responsibilities for each action item and ensure accountability.
]]> Defining the change and its impact, understanding and engaging stakeholders, creating a guiding vision, ensuring strong sponsorship, assessing overall readiness, and finally identifying and planning for potential risks.


]]>

ActionStatus
Determine the 4 P's:
  • Project name
  • Purpose (why are we changing)
  • Particulars (what are we changing)
  • People (who will be changing)

Define the scope.
  • Identify the boundaries of the change (what is in and out of scope).
  • Determine the specific areas, departments, processes, and systems that will be affected.

Assess the impact.

Analyzing the as-is and to-be situations allows you to evaluate the change's potential positive and negative impacts on different aspects of the organization (operations, finance, processes, culture, etc.)





]]>
  • Awareness
    Identifying the reasons for the change and the impact it will have in preparation for communication to stakeholders.
    • ]]>         Goal: Assess their interests, influence, and potential impact on the project and develop strategies for engaging and communicating with them effectively. 


    ActionStatus

    Identify all stakeholders.

    • List all potential stakeholders: Identify everyone who might be affected by or can affect the change, including internal (employees, management, departments) and external (customers, suppliers, regulatory bodies) stakeholders.
    • Categorize stakeholders: Group stakeholders based on their relationship to the project (e.g., direct, indirect, primary, secondary).

    Analyze your listed stakeholders.

    • Interests: Determine what each stakeholder cares about regarding the change (benefits, concerns, expectations).
    • Influence: Evaluate each stakeholder's power or influence over the change process (high, medium, low).
    • Impact: Analyze how the change will affect each stakeholder (positive, negative, neutral).

    Map the stakeholders based on your analysis.

    • Create a Stakeholder Heatmap: Plot stakeholders based on their influence and impact on a matrix. 
    • Prioritize Stakeholders: Identify which stakeholders require the most attention and resources based on their position in the matrix.

    Add the prioritized stakeholders to the:
    • Communication plan
    • Training plan
    • Resistance management plan


    ]]>
  • Desire
    Assess the stakeholders so you are ready to craft an effective WIIFM.
    • ]]>         A compelling vision is crucial in this process because it provides direction and purpose, aligns stakeholders, and motivates the organization toward a common goal. 


    When preparing your vision, make sure that it is:

    1. Clear and Concise
      Ensure the vision is easily understood and communicates the core message succinctly. Avoid jargon and complexity.

    2. Inspires and Motivates
      Craft a vision that excites and energizes stakeholders. Highlight the change's positive impact and benefits, creating a sense of purpose and urgency.

    3. Aligned with Organizational Values and Goals
      Ensure the vision aligns with the organization's broader mission, values, and strategic objectives. This alignment helps to build credibility and support.

    4. Focused on the Future State
      Paint a vivid picture of the future after the change has been implemented. Describe what success looks like and how the organization will be better positioned.

    5. Aligned with Stakeholders
      Involve key stakeholders in crafting the vision. This collaboration ensures the vision resonates with different perspectives and gains buy-in from those affected by the change.

    ]]>
  • Awareness
    The Vision must bring awareness of the (need for) change.
  • Desire
    The Vision must be compelling enough to motivate the stakeholders to support the change.
    • ]]>         Goal: Evaluate the sponsor's role, commitment, and effectiveness in a change initiative. The sponsor is typically a senior leader or executive responsible for championing the change, securing necessary resources, and removing obstacles. 


    ActionStatus
    Identify the sponsor
    Note that in large or complex projects, you can have a primary sponsor officially responsible for the change initiative, plus additional sponsors supporting the primary.


    Access the sponsor attributes.
    • Commitment: willingness to invest time, resources, and effort.
    • Influence and authority: ability to make decisions, allocate resources, and overcome resistance.
    • Understanding of the change: knowledge of the change's strategic importance and operations details.

    Evaluate the sponsor engagement.
    • Visibility and advocacy: how visible and vocal the sponsor is (willing to be) in advocating for the change.
    • Resource allocation: how effective is the sponsor in securing the necessary resources.
    • Blocker removal: how effective is the sponsor in removing obstacles to the change process.

    Provide training (integrate in sponsor roadmap) and resources for the sponsor to help them advocate for the change.



    ]]>
  • Awareness
    The Sponsor must be committed to continuously build awareness of the (need for) change.
  • Desire
    The Sponsor must be charismatic and knowledgeable enough to spark motivation to support the change in stakeholders.
    • ]]>         Goal: Evaluate the organization's preparedness for a change initiative. This involves examining the organization’s current state, capacity, and willingness to embrace change. This results in identifying potential obstacles, gaps, and areas requiring additional support, ensuring a smoother transition and a higher likelihood of successful change implementation.


    ActionStatus
    Define the assessment criteria.

    Determine the key areas of readiness (e.g., organizational culture, leadership support, employee engagement, skills and capabilities, resource availability, etc.) and then develop assessment questions to gather relevant data per key area.


    Gather the data.

    Review relevant organizational documents, perform interviews, and execute surveys and questionnaires.


    Analyse results and assess readiness.


    Develop an action plan.

    Your action plan should address the identified gaps and tie into the communication, training, and resistance management plans.




    ]]>
  • Awareness
  • Desire
  • Knowledge 

    • The Assessment must bring to light the gaps in all the above areas together with a plan of how to close them.

    ]]>         Goal: Identify, analyze, and prioritize potential risks that could negatively impact a change initiative. It involves evaluating the likelihood and impact of various risks and developing strategies to mitigate or manage them.


    RiskLikelihoodImpactPriorityMitigation StrategyOwner
    Step 1Step 2Step 2Step 3Step 4Step 5
    XXXXXXXXXXXX


    1. Identify risks.
      Brainstorm about potential risks with the project team and key stakeholders. Use categories to group them (strategic, operational, financial, compliance, reputational).

    2. Analyze risks.
      Assess the likelihood (probability of occurring), and impact based on a scale such as low, medium, high (can also be number ranking).

    3. Prioritize risks.
      Rank the identified risks by priority based on likelihood and impact. When doing this exercise, consider the company's risk appetite.

    4. Develop mitigation strategies.
      These can be either preventive measures or contingency plans.

    5. Assign risk owners.
      The risk owners will be accountable for implementing mitigation strategies and reporting on risk status.
    ]]>         Start by setting up a clear team structure, followed by selecting the right participants, preparing and training them effectively, and finally establishing success metrics to guide the team’s efforts and measure progress.

    ]]>     Goal: Clearly outline the structure of the change management team, including roles, responsibilities, and reporting lines. 


    Ensure that the change management team’s structure aligns with the broader organizational structure to facilitate cooperation and integration with other departments and initiatives.


    ActionStatus


    Identify key roles.
    Determine the essential roles required for the change management team. Common roles include:

    • Change Sponsor: A senior executive who provides overall leadership and direction.
    • Change Lead/Manager: Responsible for planning, coordinating, and overseeing the change process.
    • Communication Lead: Manages all aspects of communication related to the change.
    • Training Lead: Develops and implements training programs to prepare employees for the change.
    • HR Representative: Ensures alignment with HR policies and manages the people aspect of the change.
    • Project Manager: Coordinates with the change team and ensures alignment with the project plan.
    • IT Support: Provides technical support and manages system changes, if applicable.
    • Departmental/Functional Leads: Representatives from various departments affected by the change.


    Define responsibilities.
    Clearly outline the responsibilities for each role. Ensure that each team member understands their specific duties and how they contribute to the overall change initiative.


    Set up communication channels and establish reporting lines.

    • Establish effective communication channels for the team, including regular meetings, updates, and collaboration tools. Ensure that there is a clear process for information sharing and decision-making.
    • Define how team members will report progress, issues, and updates. Establish clear reporting lines to ensure accountability and effective communication.

    Create a Team Charter:
    Develop a team charter that documents the team’s purpose, objectives, roles, responsibilities, and operating procedures. This serves as a reference guide and ensures everyone is on the same page.


    Identify support resources.
    Determine any additional resources or support the team might need, such as administrative support, tools, or technology. Ensure these resources are available to facilitate the team’s work.



    ]]>         Goal: Ensure that the team has the necessary skills, experience, and influence to drive the change initiative successfully.


    ActionStatus
    Identify required skills and attributes and determine selection criteria.

    Example of selection criteria:
    • Leadership skills
    • Change management experience
    • Technical Expertise
    • Problem-Solving abilities
    • Availability
    • Departmental representation
    • Enthusiasm for the change

    Identify potential candidates in collaboration with senior leadership and key stakeholders.


    Evaluate the potential candidates.


    Confirm availability and commitment.


    Formally appoint the team members.


    Set up the initial meeting.



    Beware of a Sponsor making executive decisions about potential candidates!

    ]]>

  • Choose influential leaders.
    Select influential individuals within the organization who can effectively advocate for the change. These leaders can help drive engagement and support among their peers.

  • Look for Change Champions.
    Identify employees who are enthusiastic about the change and can act as change champions. Their positive attitude and commitment can inspire others and build momentum.

  • Balance skills and expertise.
    Ensure a team balance of technical expertise, project management skills, and change management experience. This balance ensures that all aspects of the change are adequately addressed.

  • Foster inclusivity.
    Promote inclusivity by selecting team members from different backgrounds and departments. This approach ensures that various viewpoints are considered and potential issues are identified early.

  • Communicate clearly.
    Clearly communicate the selection process and criteria to the organization. Transparency builds trust and ensures that the selection is seen as fair and objective.

  • Provide support and resources.
    Offer support and resources to team members to help them succeed in their roles. This may include training, access to information, and administrative assistance.

    • ]]>         Goal: Equip the change management team with the knowledge, skills, and tools to effectively manage and implement the change initiative. This ensures that team members are well-prepared to handle their responsibilities and support the organization through the transition.


    ActionStatus
    Identify training needs: Assess the training needs of each team member.


    Develop a training plan: outline objectives, content, schedule, and methods (workshops, online courses, coaching).


    Provide necessary training resources.


    Execute the training plan.




    ]]>
  • Tailor training to roles.
  • Use experienced trainers or SME's.
  • Promote interactive learning.
  • Encourage continuous learning.
  • Leverage technology.
  • Monitor progress and evaluate training effectiveness.
  • Ensure ongoing support.
    • ]]>         Goal: Establish clear, measurable criteria for evaluating the change initiative's success. This will ensure that the project stays on track, objectives are met, and the change's benefits are realized.


    ActionStatus

    Identify Key Performance Indicators (KPIs).


    Select specific KPIs that will be used to measure progress and success. These should cover various aspects of the change, including process efficiency, employee engagement, customer satisfaction, financial performance, and risk management.
    • Define both quantitative metrics (e.g., percentage increase in productivity, reduction in costs) and qualitative metrics (e.g., employee satisfaction, customer feedback) to provide a comprehensive view of success.
    • Ensure that these success metrics are directly aligned with the overall objectives and goals of the change initiative.

    Set baselines and targets.


    Establish baseline measurements for current performance levels. Set clear, achievable targets for each metric to indicate what success looks like. 
    • Ensure that targets are SMART.

    Create a measurement plan.


    Develop a detailed plan outlining how and when each metric will be measured. Define the tools and methods for data collection and analysis (e.g., surveys, performance data, financial reports).


    Assign responsibilities.


    Assign specific team members or departments the responsibility for monitoring and reporting on each metric. Ensure accountability and clarity in roles.


    Develop reporting mechanisms.


    Set up regular reporting mechanisms to track progress against the metrics. This can include dashboards, regular status reports, and review meetings. Ensure that stakeholders are kept informed of progress.
    • Create feedback loops to gather input from stakeholders and make adjustments as needed. Use this feedback to refine the metrics.
    • Review the relevance and effectiveness of the metrics regularly. Adjust them as necessary to reflect changes in project scope, organizational priorities, or external factors.

    ]]>
  • KPI: percentage reduction in process cycle time
    Objective: improve process efficiency
    Baseline: X days
    Target: X -Y days
    Measurement method: time-tracking (software)

  • KPI: employee satisfaction score
    Objective: enhance employee engagement
    Baseline: X %
    Target: X + Y %
    Measurement method: employee surveys

  • KPI: Net Promotor Score (NPS)
    Objective: increase customer satisfaction
    Baseline: X
    Target: X + Y
    Measurement method: customer feedback surveys

  • KPI: operational costs
    Objective: achieve cost savings
    Baseline: EUR X
    Target: EUR X - Y
    Measurement method: financial reports

  • KPI: number of risk incidents
    Objective: mitigate risks
    Baseline: X incidents per month/quarter/year
    Target: X-Y incidents per month/quarter/year
    Measurement method: risk management system
    • ]]>
  • Reinforcement
    The Metrics defined in this stage are the basis for monitoring progress and subsequently defining successful behavior to reinforce. 
    • ]]>         Goal: Establish clear, measurable criteria for determining how quickly and widely the change is being implemented and used across the organization.


    ActionStatus

    Determine what specific behaviors, processes, or tools need to be adopted and set clear goals.

    • Establish what successful adoption looks like.
    • Define quantitative targets.

    Develop data collection methods. Think system usage logs, attendance records of training sessions, direct observation, and surveys.



    ]]>

  • Define clear, specific metrics.
    Ensure that adoption metrics are well-defined, specific, and aligned with the overall goals of the change initiative.

  • Use multiple data sources.
    Collect data from various sources (e.g., usage logs, surveys, direct observations) to get a comprehensive view of adoption.

  • Set realistic and achievable targets.
    Establish challenging yet achievable goals to motivate stakeholders and measure progress effectively.

  • Leverage technology.
    Utilize software and analytics tools to automate data collection and monitoring, ensuring accuracy and real-time insights.

  • Communicate the importance of adoption
    Regularly communicate with stakeholders about the importance of adoption and how it contributes to the change initiative's success.

    • ]]>         With the change plan, we are focusing on communicating the change, preparing and supporting employees, managing resistance, and ensuring active sponsor involvement.

    ]]>     Goal: outline how information about the change will be communicated to all stakeholders.


    ActionStatus
    Identify target audiences.
    Refer back to the stakeholder analysis.


    Develop key messages per target group.
    Refer back to the stakeholder analysis and change readiness assessment.


    Decide on communication channels.
    Depending on the audience and culture, use a variety of communication channels (emails, meetings, intranet, video messages, posters, etc.).


    Decide on preferred senders.
    For each target group, define senders that have credibility and influence.
    Establish a timeline for communication activities.
    Ensure alignment with project management.


    ]]>
  • Use a communication specialist, preferably one who specializes in change communication.

  • Create branding for the change initiative and use it consistently throughout the communication.

  • Ensure messages are clear, consistent, and tailored to the target audiences. This might mean preparing several different communication activities for one key message.
    • ]]>
  • Awareness
    Continuous development of the awareness of the (need for) change.
  • Desire
    Influencing the motivation to support the change. 
    • ]]>         Goal: prepare employees with the necessary skills and knowledge to adapt to the change.


    ActionsStatus
    Identify training needs based on the change requirements.
    Refer back to the stakeholder analysis and change readiness assessment.


    Develop training materials and programs.
    Incorporate hands-on training and real-life scenarios.


    Schedule training sessions and allocate resources.


    Evaluate the effectiveness of training through assessments and feedback.


    ]]>
  • Knowledge
    Providing knowledge.
  • Ability
    Developing the ability to implement the knowledge gained and as a result, the envisioned change.
    • ]]>         Goal: ensure that employees have the necessary support during the transition period.


    ActionsStatus
    Establish a helpdesk or support teamto assist employees.
    • Set up a dedicated support team to assist employees with questions and issues related to the change.
    • Provide multiple channels for support, such as a hotline, email support, and an online helpdesk.

    Develop FAQs and support documentation.
    • Create comprehensive FAQs and documentation to address common questions and issues.
    • Ensure these materials are easily accessible and regularly updated based on feedback.

    Provide access to additional resources.
    • Offer resources such as mentoring, counseling, and peer support groups.
    • Identify experienced employees or external professionals who can provide guidance and support.

    Monitor support needs and adjust as necessary.
    • Ensure support is easily accessible and responsive.
    • Regularly review and update support materials based on feedback.
    • Use surveys, feedback forms, and support usage metrics to gauge effectiveness.

    Manage change pace and prioritization:

    • Coordinate with other ongoing or planned change initiatives to manage the overall pace of change.
    • Prioritize changes based on their strategic importance and impact on employees. Stagger implementations if necessary to avoid overload.

    Implement Change Saturation monitoring.

    • Regularly assess the organization’s change capacity to identify signs of change saturation.
    • Monitor indicators such as employee stress levels, productivity changes, and feedback about change-related fatigue.

    Provide training on coping with change.

    • Offer training sessions focused on helping employees manage stress and adapt to change. Include topics such as resilience building, time management, and self-care practices.

    ]]>
  • Ability
    The Support is meant to help the stakeholders develop their ability to adopt the change.
    • ]]>         Goal: identify and address potential resistance to the change.


    ActionsStatus
    identify sources and types of resistance.
    • Use the stakeholder and impact analysis to understand where resistance might come from and its forms.

    Analyze the resistance factors.
    • Determine the underlying reasons for resistance.
    • Group common concerns, fears, and misconceptions about the change. 

    Develop mitigation strategies.
    • Use change champions to influence and support peers.
    • Use the communication and support plans as tools.
    • Celebrate early wins and successes.

    Monitor resistance levels and adjust strategies as needed.
    ]]>

  • Listen and validate concerns.
    Take the time to listen to employees’ concerns and validate their feelings. Acknowledge that resistance is a natural response to change.

  • Be consistently transparent.
    Maintain transparency about the reasons for the change, the process, and potential impacts. Honesty builds trust and reduces resistance.

  • Involve influencers.
    Engage influential employees and leaders who can help sway opinions and reduce resistance within their teams or departments.

  • Adapt and be flexible.
    Be willing to adapt your approach based on feedback and changing circumstances. Flexibility shows responsiveness to employees’ needs.

  • Maintain consistent communication.
    Ensure consistent and ongoing communication throughout the change process. Regular updates help to keep everyone informed and reduce uncertainty.

    • ]]>
  • Focus on the ADKAR barrier point
    The barrier point is the first ADKAR element to have a score of 3 or lower.



    • ]]>         Goal: provide a clear plan for how sponsors will support and drive the change initiative.


    ActionsStatus
    Outline specific actions and milestones for sponsor involvement.
    • Ensure the sponsor is well-equipped to fulfill the role by Including any training that will close gaps identified in the sponsor assessment.
    • Ensure the sponsor is visible and actively engaged throughout the change process.

    Establish communication and reporting mechanisms between sponsors and the change team.
    • Ensure the sponsor is regularly updated on progress and challenges.

    Recognize and celebrate sponsor contributions.
    Acknowledge the sponsor's efforts and contributions by publicly recognizing its involvement in communications, at events, and through formal recognition programs.


    ]]>
  • Awareness
    Providing continuous information on the Vision and the (need for) change.
  • Desire
    Influence the motivation to support the change.
  • Reinforcement
    Focusing on successful behavior and confirming the message of the availability of support to achieve this behavior.
    • ]]>         The project team executes the change or transition in close cooperation with the team change who will be in charge of:

    • Communication
    • Training and coaching
    • Visualizing progress
    • Celebrating quick wins
    • Managing resistance
    ]]>     It is time to implement all planned activities to ensure the successful execution of the change initiative. This involves putting into action the detailed plans developed during the preparation phase, continuously monitoring for any barriers and blockers, and providing regular progress updates to keep all stakeholders informed and engaged.

    ]]>     ActionsStatusCommunication plan: implement the communication strategy, ensuring timely and consistent messages.


    Training plan: roll out training programs according to the plan, ensuring participation.


    Support plan: deploy support resources and mechanisms, ensuring accessibility.


    Sponsor roadmap: engage sponsors according to the roadmap.


    ]]>
  • Awareness
  • Desire
  • Knowledge
  • Ability
    • ]]>         Goal: identify, monitor, and address barriers and blockers that may impede the progress of the change initiative. This involves regular reporting to sponsors, decision-making processes, and proactive mitigation strategies.


    ActionsStatus
    Develop a structured monitoring and reporting system for logging and communicating barriers and blockers.
    • Ensure it is centralized and that relevant stakeholders know how to use it.
    • Ensure it has a built-in system for prioritization.

    Establish clear procedures for escalating significant barriers and blockers to sponsors or senior leadership.
    • Ensure clear criteria for escalation (impact on project timeline, significant resource allocation, etc).
    • Define a protocol to ensure timely escalation and decision-making.
    • Always keep the sponsor involved.

    Communicate decisions and solutions to the relevant stakeholders and implement them promptly.
    • Review the effectiveness of the actions taken and make adjustments as needed.

    ]]>    Main categories of barriers and blockers:

    • Technical issues
    • Resource constraints
    • Stakeholder resistance
    • Communication breakdowns
    • Policy and regulatory issues
    ]]>
  • Desire
  • Ability
  • Reinforcement
    • ]]>         Goal: track and report on the progress of the change initiative.

    • Use predefined metrics and KPIs to measure progress.
    • Provide regular updates to stakeholders through reports, dashboards, and meetings. 
    • Highlight achievements and areas needing attention.
    ]]>
  • Reinforcement
    • ]]>         The ongoing management and support of the change management team. ensures that team members are well-supported, receive continuous development, and maintain their well-being throughout the change process. This proactive management helps sustain high performance and engagement levels within the team.

    ]]>     Goal: Monitor the well-being of the change team and address any issues promptly.


    Conduct regular wellness checks through surveys, one-on-one meetings, and group discussions. Look for signs of stress or burnout and provide support such as workload adjustments, counseling, or team-building activities.

    ]]>         Goal: provide ongoing support, coaching, and development opportunities for the change team.


    Conduct regular coaching sessions, offer training and development programs, and provide resources to help team members grow in their roles. Encourage peer support and collaboration.

    ]]>         Goal: foster team cohesion and morale.


    • Implement a recognition program to celebrate milestones, contributions, and successes. This can include formal awards, public acknowledgment, or informal rewards.
    • Organize regular team-building events, workshops, and social gatherings to strengthen relationships and promote a positive team culture.
    ]]>         Beyond successfully completing the technical aspects of the project, we must focus on the stakeholders embracing, adopting, and using the new systems/ processes and exhibiting the required new behavior. The focus here is on:

    • Collecting and analyzing feedback
    • Diagnosing gaps and Implementing corrective actions 
    • Consequence management
    • Celebrating successes



    ]]>     Recognize and celebrate achievements to reinforce positive behavior and commitment to the change and sustain the momentum for the change initiatives.


    ActionsStatus
    Define clear objectives and criteria for success.
    • Refer back to the Metrics of Success and distill from there what can be celebrated.
    • Pinpoint the project's critical milestones.

    Develop a recognition plan.
    Outline how, when, and what types of celebrations will occur. Include both formal and informal recognition methods.


    Engage sponsor(s) and leaders.
    Ensure that leaders understand their role in recognizing and celebrating success. Get their commitment to participate in and endorse celebrations.


    Plan communication strategies (in alignment with the Communication Plan).
    • Use various communication channels (e.g., emails, newsletters, meetings).
    • Plan how to convey the significance of each success.
    • Coordinate with HR and Internal Communications.

    Budget for celebrations (both large and small).


    Prepare celebration materials (if applicable).
    • Prepare certificates, awards, plaques, and any other materials required for formal recognition. 
    • Ensure access to venues, catering, or virtual meeting tools for celebration events.

    Train team members on recognition practices.
    Provide training on how to recognize and celebrate achievements meaningfully. Share best practices for giving positive feedback and acknowledging contributions.

    ]]>
  • Immediate recognition
    Recognizing a team’s or an individual's achievement the same day it occurs.
  • Public recognition
    Announce the success company-wide (town hall, staff meeting, newsletter, etc).
  • Personalized recognition
  • Milestone celebrations
    Celebrate the completion of each phase of the project.
  • Inclusive celebration
    Ensure all departments involved in the change process are invited to the celebrations.
  • Share Success Stories
    Feature a success story in the company’s annual report.
  • Feedback and Reflection
    Conduct a feedback session with the team to discuss what contributed to the success and celebrate the positive outcomes.
    • ]]>
  • Reinforcement
    • ]]>         Success metrics measure the actual outcomes and impacts once the change has been adopted. These metrics show whether the change is driving the expected improvements and strategic benefits defined at the beginning of the project.


    We focus on these key metrics in the mid- to late-project phase once adoption is at an acceptable level.


    ActionsStatus
    Gather feedback from stakeholders to assess the change's effectiveness and identify improvement areas.
    • Conduct surveys, interviews, and focus groups.
    • Use formal and informal channels.
    • Refer to the metrics identified in the planning phase.

    Analyze feedback and performance data to identify gaps between the expected and actual outcomes.
    • Prioritize gaps based on impact and urgency.

    Implement corrective measures and monitor progress.
    • Develop detailed plans to close identified gaps, assign responsibilities, set deadlines, and allocate resources for these corrective actions.
    • Execute the action plans and track their effectiveness through regular reviews and updates to ensure gaps are closed and improvements are made.

    ]]>
  • Reinforcement
    • ]]>         The adoption rate measures how quickly and widely the change is being implemented and used across the organization.

    It focuses on the extent to which employees or stakeholders are embracing the new processes, tools, or behaviors introduced by the change initiative.


    The adoption rate is a critical early indicator of the potential success of the change. High adoption rates suggest that employees are on board and utilizing the new systems or processes, which is a prerequisite for realizing the desired benefits.


    ActionsStatus
    Collect and analyze the data regarding adoption (system usage logs, attendance records trainings, direct observation, etc.).



    Address any barriers to adoption identified through data analysis.
    • Implement targeted interventions such as additional training, support resources, or incentives to boost adoption.
    • Use feedback and lessons learned to enhance the approach and ensure sustained adoption.

    ]]>

  • Provide continuous support.
    Offer ongoing support, training, and resources to facilitate adoption and address employees' challenges.

  • Regularly review and adjust.
    Continuously review adoption data and adjust strategies as needed to address barriers and improve adoption rates.

  • Celebrate milestones.
    Recognize and celebrate milestones and successes in adoption to maintain momentum and motivation among stakeholders.

    • ]]>
  • Knowledge
  • Ability
  • Reinforcement
    • ]]>