Plan the implementation of change PowerPoint presentation Unit 341 (M&L 19): Implement change Plan the implementation of change

Today’s objectives Recap on previous session Understand organisational escalation processes for reporting problems Understand how to analyse the advantages and disadvantages of monitoring techniques Understand how to impellent the plan within the agreed timescales Be able to provide support to team members and other stakeholders according to identified needs Be able to monitor the progress of the implementation against the plan Be able to manage problems in accordance with contingency plans

Why do you think it’s important to report problems that occur? Escalation processes Why do you think it’s important to report problems that occur? Complete group discussion with learners, ask them to think about a time they have had to report problems in their workplace and the consequence if they didn’t.

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

Escalation processes Change logs This is a document where you can record any changes during the project, this could be a change to the initial project plan. The change log should be used in conjunction with the project plan.

Escalation processes Progress meetings Progress meetings are an effective way of updating all stakeholders of the project. This can also be used to seek advice on issues that could be occurring. This is an effective way to ensure that all parties are kept up to date and creates a collaborative approach to working.

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 Go through example with learners. Fill Kettle Make tea Wait for kettle to boil Time

Critical Path Analysis Using the example given, now create your own for a task in your organisation. Activity

Milestone slip charts Go through use of graph with learners

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 Why do you think this is important? Compete group discussion. Ask learners to think of examples of when they have had to do this within their workplace.

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 Change can often affect the way people feel and behave. Why do you think this is? Complete group discussion. Ask learners why and the reasons behind the feeling. Ask them to think of examples of change they have been through.

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?

Look at the scenario and come up with an appropriate contingency plan… Contingency plans Look at the scenario and come up with an appropriate contingency plan… Worksheet 6

Any questions?