PowerPoint presentation Unit 341 (M&L 19): Implement change Recap session

Today’s objectives Introduction to the course and scheme of work Understand the principles of change management Be able to plan the implementation of change Be able to manage the implementation of a change plan Be able to evaluate the effectiveness of the implementation of change plans End assessment

Effective leadership In order to manage change effectively, you will need to rely on the specific kinds of attitudes and behaviours underpinned by effective leadership strategies, techniques and approaches. What are these skills? Complete group discussion and ask learners to give an example of when they have demonstrated this skill

Stakeholders involved in change Team members Suppliers Other departments Customers Managers Local community Go through each stakeholder and reason why they are a stakeholder.

Stakeholders involved in change These can be broken down into INTERNAL and EXTERNAL Team members Managers Other departments Customers Go through internal and external. Ask learners to think about an internal and external stakeholder within their organisation Suppliers Local community

Change management models There are a number of change management models available including: Kotter’s 8-step change model Lewin’s change management model The change curve

Kotter’s 8-step change model Creating a climate for change Engaging the whole organisation Implementing and sustaining 1 2 3 4 5 6 8 Go through example

Lewin’s change management model Ensure that stakeholders are ready for change Unfreeze Execute the intended change Change Ensure that the change becomes permanent Refreeze Go through example

The Change Curve Denial Acceptance Exploring Anger Stage 4 Encouragement Stage 1 Information Denial Acceptance Confidence, morale and effectiveness Stage 3 Direction Exploring Go through example Stage 2 Support Anger Time Looking to the past Looking to the future

Business risks With any change there are always going to be business risks, this is why it’s important you assess these risks. Implications Judgements Problem or issue Decision Options Implementation Go through example

SWOT Strengths Weaknesses Opportunities Threats Strengths: characteristics of the business or project that give it an advantage over others Weaknesses: characteristics that place the business or project at a disadvantage relative to others Opportunities: elements that the project could exploit to its advantage Threats: elements in the environment that could cause trouble for the business or project

PESTLE Your objective Political Economic Social Technological Legal Environmental PESTLE Your objective

Force Field Analysis Driving forces (Positive forces for change) Restraining forces (Obstacles for change) Present state or Desired state Go through example

Mitigation and prevention Crisis management This is the process by which an organisation deals with a major event that could cause significant disruption to its operations. When change is implemented in the business, this will create additional risks, so it is important to create a crisis management plan. Preparedness Response Recovery Mitigation and prevention Go through the graph with the learners

Barriers to change When implementing change you will need to consider the barriers that may occur. Some examples could be: unclear communication lack of leadership insufficient resources no clear strategy employee resistance.

Evaluating change When you have implemented change, it is important to evaluate its impact. You could do this through: gap analysis stakeholder satisfaction reviews cost–benefit analysis.

The need for change There are many reasons as to why businesses may need to implement change. Reasons can usually be broken down into two categories. Here are some examples below: INTERNAL EXTERNAL Review of policies and procedures Changes in global markets Accommodation issues New competitors or technology Pay structures Government legislation Employee feedback Customer feedback

Consequences for not implementing change It can be easy to ignore issues and not implement changes. Implementing change can be a challenging task. Not acting change can cause severe consequences for both the individual and the organisation.

Roles and responsibilities of the project team When you are implementing change, you may need to establish a change management project team. You can break these roles down into two categories Core members Will be involved in the change project from start to finish and normally have a broad range of skills which will be applicable throughout the project. Non-core members May be brought in where specific skills are needed for a short period or to carry out a particular task.

Roles within the project team Here are some examples of roles: Change Project Sponsor Change Project Manager Team Members Customer Representatives Stakeholders

Plan the implementation of change It is important to design a plan before you implement change. You will need to ensure that within your plan, you include SMART targets. SPECIFIC MEASURABLE ACHIEVEABLE REALISTIC TIME BOUND

Briefing the team The best method to communicate the change will depend on the nature of the change and the location of the team. Here are some examples. Meetings Ideal for people at the same location with a direct impact of the change Team briefings Ideal for larger groups to give an overall picture Presentations Ideal for core project team to gain a full understanding of the change process Reports Ideal for stakeholders to update on progress

Escalation processes The process for reporting problems will vary depending on the project and the organisation that you work for. Processes/documents that could be used are, for example: Change logs Progress meetings

Monitoring techniques The monitoring of change is very important in ensuring that the change is delivered on time and within scope and budget. In order for this to be successful, monitoring techniques should be incorporated in the early planning stages of the change. There are a wide range of change management monitoring techniques available for use and the technique chosen will depend on the nature and size of the change being implemented. Examples include: Gantt charts Critical Path Analysis Milestone slip charts Progress reports

Gantt charts Completed Not completed Task Jan Feb Mar Apr Task 1

Critical Path Analysis Crack eggs Make Meal Eat meal Wait for eggs to poach Slice bread Butter toast Wait for bread to toast Fill Kettle Make tea Wait for kettle to boil Time

Milestone slip charts

Progress reports Depending on the audience of the report, It could detail an overall summary of progress to date, or it could be broken down into individual milestone progress. This report could also contain the charts mentioned previously to illustrate progress.

Implement plans within the agreed timescales Delays in implementing the change can mean late, over-budget projects, so its important to keep the implementation timescales. There are many ways to achieve this, such as: not allowing small deadlines to slide keeping clear track of milestones being flexible in the approach to the plan prioritising resources appropriately.

Providing support It is important to be able to provide appropriate support to your team members and other stakeholders whilst the change is being implemented. Examples of doing this include: re-assurance about job roles involvement in the change management process regular updates of information provision of training counselling.

Contingency plans Contingency Plan Description of the problem Workaround of problem Scope of contingency Probability and impact Go through the process with the learners

Contingency plans It is important that problems are managed effectively when they occur. Having an effective contingency plan will help you achieve this. In order to develop a contingency plan, ask yourself these questions: What problem could occur? How can we workaround the problem? What is the scope of the workaround? What is the likelihood of the problem? What impact could it cause?

Any questions?