1. Change Champion Event - 2018 Way Forward…

2. Session Outline/Agenda
Section
Speakers
Welcome/Housekeeping
Change Team
Why TW3 , what we’re seeking to achieve through the programme (and why we need you!)
Stephen Evans/ Natasha Edmunds
Let’s Talk Change
TW3 Key Elements
Change Champions Roles
TW3 Update and Key Activities
Networking and Walk About

3. Why are we investing in Tw3?
We need to be closer to our residents and businesses
This will be achieved through new technology with staff based at new purpose built office in the heart of the regeneration area of Colindale, and access to other work spaces located in our communities, providing local access to services.
We need to enable better collaborative working with partners
This will be facilitated through co-location, upgraded and new collaborative technology allowing remote sharing of data/files and information.
We need to make savings in accommodation costs
The move to Colindale will save us £1m every year. We will make efficient use of our buildings by using new technology to enable working remotely from touch down spaces around the borough, from home or even cafes. That means whether you are working from the office, home or a café you will have access to the systems and information you need.

4. What does TW3 mean for us, our residents and Members?
Staff/Partners
Improve work-life balance by giving you more choice about how you work and by being more responsible for your outcomes
Being able to access the info you need to do your jobs so you can deliver services closer to your customer
Opportunity to work from purpose built facilities
Access to new technology and training to develop new skills
Contribute to reducing your carbon footprint
Residents
Services delivered closer to residents from different locations in the community (main office, hubs, Independent Living Centre)
Improved customer experience when visiting and using our new offices - better designed space for personalised service and suitable for families
Members
Remote working will enhance support to Members in their localities
Have access to better technology wherever they are
Hendon Town Hall continues to be the democratic heart of the borough and a home to key support staff

5. Programme’s Vision To empower everyone to choose Where When How
we work in order to deliver the best service to our customers

6. Our journey is bigger and goes beyond an office move

7. Let’s Talk…..

8. Typically...
Typically ….
Most projects come across difficulties in the implementation phase (e.g. overspent, overrun, adjustment to scope etc.)
People fear change – creates significant anxiety/resistance
Between % change initiatives fail
Organisations fail to plan for the human side of change

9. I’ll keep doing it the old way
Human Reactions to Change
Morale, Energy, Performance
HOSTILITY
I’ll keep doing it the old way
Simpsons video
Time

10. People and Change…… So we need to create a bit of a change movement….
20% will be pro change
60% of people will be ‘on the fence’ and require leadership and support to commit to the change
So we need to create a bit of a change movement….
20% will be no change
And that’s why the Programme needs you all!
3 minute video

11. Change ‘super hero’ champions
So being the first….
Communicating key messages to your team
Answer simple questions
Gathering feedback, questions (and worries)
Support teams in making TW3 work best for them
Being ultimate role models for all things TW3

12. Supporting People Through Change – Insights from Covey!
Supporting Change
Circle of Concern
Circle of Influence
Circle of control

13. What is TW3 focusing on? TW3 Place Technology and Processes
New modern office at Colindale with a range of work spaces and touch down places across the borough
New travel solutions (Bus 125, pooled transport solutions, facilities for cyclists, parking)
Office move
Place
Technology and Processes
People and Change
Office accommodation for an engaged and modern workforce.
TW3
New policies and practices
Training offer to staff and managers
A recruitment strategy that supports new ways of working and locations
Change management
New collaborative technology (Office 365, Skype for Business, move to the cloud)
New IT accessories (headsets, laptop bags etc.)
Process reviews and tech solutions supporting paper-light approach (SharePoint, scanning, centralised stationery)
Supports transition and help staff excel at modern ways of working
New tools, processes and solutions to enable staff to work flexibly

14. TW3 General Change Champion Role – Applicable to All
Change Champions: Way Forward Approach
Specific
Roles
Q1 Jan - Mar
Q2 Apr - Jun
Q3 Jul - Sept
Q4 Oct – Dec
2019
Time
Required
1-2 hours p/m planning
½ day for clean up
1-2 hours p/w during move
1-2 hours p/m
1-2 hrs p/w during rollout
2-3 hours p/m
2-4 hours p/m
Bin, Scan Store
Champ
Phase 3
Phase 2
Moves Champ
Planning and co-ordinating
Tech
Champ
Office 365/Skype Roll out
Modern Working Champ
Policies
Processes/Protocols
And generic responsibilities
TW3 General Change Champion Role – Applicable to All
Comms, Engagement, Advocate, Role Model , Connection Between Area & Prog Team
Support
Recruitment/
Event & Training
Monthly Skype updates, DU/Partner meetings and regular development
sessions
Move Event

15. Moving into the delivery phase
Title lead Title
Getting ready
Bin it - Scan it - Store it campaign
Oct
Jan
TW3 Roadshows
New Technology pilots
Roll out of new technology begins
Bring your own device pilot
Moving into the delivery phase
Model Office
Roll out of new technology finishes
Clean up days
Choose your own device pilot
Pool cars promotion
Jul
Apr
Decision about SharePoint roll out
Staff training, new policies and Colindale area tours
Southern Square opening
2019
All Colindale staff moves complete
Building inductions begin
Oct
Jan
Moves to Colindale begin
We continue embed modern ways of working

16. Staff’s journey – what to expect - key activities
move
New
Office
area
visit
Manager and Team Training
Create Team Principles
New phone & virtual meetings solution
Pack up and get ready to move
Building Inductions /new practices
New MS Office (Outlook etc.)
Training
New policies,
processes and
practices
New modern office
Office clear up / design new processes
New instant messenger
Bigger mailbox
New place to store my team documents
New place to store my documents
Continuous comms & engagement (roadshows, model office, site visits, microsite info, updates, skype calls etc.)
New stuff or activity
Training
Comms / Engagement

17. Key Activities for Q1 – Q2
The new office - The occupation principles are being finalised - further engagement with DU/Partners to follow - potentially help gather feedback
Technology roll out - Final tranches to receive Office 2016 and Skype for Business. Anyone who has not received this (expect Yoga/TBG) let us know)
Skype for Business Telephony Solution (Office 365 Package 2) will start rolling out in late February. Staff will self assess the level of training (basic or advanced) they will want to signed up to. Tech champs support roll out/getting on early training
Bin it, Scan it, Store it - Throughout February /March we will be seeking assistance in organising and carry out. Bin it, Scan it, Store it days – these will be co-ordinated floor by floor clean up days until we move. Support scheduled clear up days
Policies/Processes - New policies are being developed, going to SCB and unions for approval – Take part in focus groups promote in teams
Training - Core training for all about working in virtual teams - Champions to get on early courses so that up to speed
Team Principles - Agreement at a team/service level about how we’re going to work – Support P & C team in facilitation of these

18. Comms and Support for Change Champions
Monthly Skype Updates – 30 mins (join in from wherever you are) starting March
Online group for sharing questions/good practice and seeking support
Development
Preparing for Change in the Workplace - short workshop for Change Champions
Plus signposting to other development
Role specific ‘Lunch and Learns’

19. Join via Skype
Dial In

20. Benefits …
Benefits
Quickly hear important information about the programme to discuss with teams
Be instrumental in ensuring TW3 roll out is relevant to service area/team
Chance to play an important role and contribute to a council-wide transformation programme (and raise your profile)
Opportunity to work with others outside of their team and business unit
Gain additional skills and experiences that will add to their skills set and help with career development e.g. change management skills

21. Some inspiration….
So change champions – Are you ‘Fired up’ – ‘Ready to go’?

22. Networking, Questions and Walk about!
Claude Room
Walk About
Visit the building (well the outside…) and surrounding area eg touch down space/tube station
Chance to speak to the team about roles
Ask questions
Sign up for which role you want to do
Volunteer a friend!

23. Where to find more info, get help and stay up to date
Workstream leads
Natasha Edmunds (People and Change)
Chris Smith (Place)
Jenny Obee (Technology and Processes)
The TW3 Programme team can be contacted by
Visit the TW3 microsite (currently being updated) accessible by both Barnet colleagues and our partners at for the latest news and updates
TW3 news is featured in First Team every week – visit Barnet intranet to see back copies
If you have any issues with the roll out of the technology please log this through the IT self-service portal It is important you do it so we can collect, analyse and respond to any issues quickly.