1. PRESENTER: Cindy Otts, Indiana State University
Change is our constant
PRESENTER: Cindy Otts, Indiana State University
The Art of Collaboration - IACRAO Conference October 2016

2. Perceptions of CHANGE What comes to mind when you think about change?
The Art of Collaboration - IACRAO Conference October 2016

3. If the “stereotype” fits…
R E G I S T R A R S
Bean Counters
Institutional Leaders
Rules-oriented
Problem Solvers
Structured
Flexible
Conventional
Think Outside the Box
Unwilling to Change
Change Agents
The Art of Collaboration - IACRAO Conference October 2016

4. Change is our constant What are some changes you are facing?
System for processing for transfer work
Fair Labor Standards Act
Online graduation application workflow
Transfer Single Articulation Pathways
Scheduling software moving to cloud
Athletic audits/certification
Coding degree requirements for students in older catalogs
Managing academic catalog
Change of major workflow
Change schedule types and fee assessment process
The Art of Collaboration - IACRAO Conference October 2016

5. CHANGE is our constant What are some drivers of change?
Increase efficiency, reliability, and accuracy
Enhance services/provide services online
Technological advancements
Dwindling resources
Demands of governing bodies (admin, faculty, students, federal/state laws), retention initiatives, institutional policy changes
The Art of Collaboration - IACRAO Conference October 2016

6. CHANGE MANAGEMENT
Every office is structured differently and has different responsibilities, but…
The work we do is an integral part of the institution’s operations,
Our constituents demand access to data and technology,
Technology changes rapidly, and
We are accountable to multiple stakeholders so…
The Art of Collaboration - IACRAO Conference October 2016

7. CHANGE MANAGEMENT
Process by which we prepare for change and educate, train, and support people to adopt change to achieve success.
The Art of Collaboration - IACRAO Conference October 2016

8. CHANGE MANAGEMENT Current Transition Future
Roles, technologies, procedures for how work is done. It is comfortable. We know what to expect.
Transition
Disorganized, unknown, unpredictable. Generates fear, anxiety. Productivity declines.
Future
Desired state is “better” than the current state. May not match our goals. Worry about failure.
The Art of Collaboration - IACRAO Conference October 2016

9. What is CHANGE MANAGEMENT?
Position
Current State
(Preparing for Change)
Transition State
(Managing Change)
Future State
(Reinforcing Change)
Executives/Leaders
Aware of current and desired state
A necessary evil to get to the desired outcomes
Desired outcome!!
Project Team
How the current state needs to be changed to achieve goals
The focus of their daily work and what they are charged with solving
Where they want to be
Front Line Employees/ Managers
The day-to-day work they do to deliver value to the organization
An inconvenience to me doing my job
An unknown that may or may not be good for me – why is the change even necessary?
The Art of Collaboration - IACRAO Conference October 2016

10. KEYS to managing change
Recognize the need for change and desired outcome
Awareness
Communicate the desired outcome/goal
Communication
Form team & develop plans for communication, training, implementation
Planning
Evaluate progress & results and adjust as needed
Assessment
Provide training & support to sustain change
Reinforcement
The Art of Collaboration - IACRAO Conference October 2016

11. KEYS to managing change
Awareness
Identify desired outcomes.
The Art of Collaboration - IACRAO Conference October 2016

12. KEYS to managing change
Communication
What impact will the change have?
Who is affected?
Consult with and involve affected individuals/departments.
What is expected of the affected employees? How will their roles change? How will their performance be measured?
Be honest. There are pros and cons to change.
Who will deliver the message? How? When?
Reiterate, reiterate, reiterate…
The Art of Collaboration - IACRAO Conference October 2016

13. KEYS to managing change
Planning
Involve the right people (at all levels) in design and implementation
Have a champion
Establish timeline and milestones
Manage expectations
Get buy-in, and be prepared for resistance
Identify risk factors
Focus on the goal!
If you want to make enemies, try to change something. Woodrow Wilson
The Art of Collaboration - IACRAO Conference October 2016

14. KEYS to managing change
Assessment
Measure progress
What are the results?
Did you achieve the milestones?
Did new leaders emerge?
Adjust
Celebrate successes!
The Art of Collaboration - IACRAO Conference October 2016

15. KEYS to managing change
Reinforcement
Provide training and support
Roles, duties, and processes change
Ensure everyone involved is informed and has proper training and support
Change is about people, so ensure they have appropriate resources
Embrace change – others are looking to you
The Art of Collaboration - IACRAO Conference October 2016

16. The Art of Collaboration - IACRAO Conference October 2016

17. Thank you! Please turn in your session evaluation.
Dr. Cindy Otts, Associate Registrar
Indiana State University
The Art of Collaboration - IACRAO Conference October 2016

18. references
John Kotter – 8 Step Process for Leading Change (kotterinternational.com)
Strategy-business.com
The Art of Collaboration - IACRAO Conference October 2016