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

2. 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

3. 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

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

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

11. 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

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

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

14. 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

15. 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.

16. 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.

17. 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

18. 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.

19. 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.

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

21. 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

22. 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

23. 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

24. 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

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

26. 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

27. Milestone slip charts

28. 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.

29. 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.

30. 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.

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

32. 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?

33. Any questions?