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					                    Child Welfare Regional Training 2005: Get Sponsorship         5 -1

                                                                            Topics
Topic 1:   Introductions                                                      1

Topic 2:   Scenario Introduction                                              2

                                                                              3
Topic 3:   Overview
Topic 4:   Step 1: Decide to Change                                           4

Topic 5:   Step 2: Get Sponsorship                                            5

Topic 6:   Step 3: Where Are We?                                              6

Topic 7:   Step 4: Plan the Change                                            7

           Step 5: Implement the Change
Topic 8:      5a: Implement the Change—Training                               8

Topic 9:      5b: Implement the Change—QA                                     9

Topic 10: Step 6: Measure the Change                                         10

Topic 11: Training Wrap-Up                                                   11
               Child Welfare Regional Training 2005: Get Sponsorship   5 -2

                                                      Topic Objectives
• Obtain and maintain senior stakeholder buy-in
• Involve key stakeholders — their impact, roles, and
  future considerations
• Understand organizational structures
• Sell the middle management
• Develop decision criteria from objectives of the Agency
• Keep the sponsor and other stakeholders engaged
   — Communications Plan
      Child Welfare Regional Training 2005: Get Sponsorship   5 -3

                Process Improvement Model
1. Decide to
  Change


                        2. Get
                     Sponsorship
          Child Welfare Regional Training 2005: Get Sponsorship   5 -4

               Roles in Process Improvement
    Sponsors                               Change Agents




Champions                                  Process Users
  The New QA
    Process
               Child Welfare Regional Training 2005: Get Sponsorship   5 -5

                                               Engage the Sponsor
• Understand the power structure in the organization
• Understand the organizational structure
• Understand the sponsor’s motivation
               Child Welfare Regional Training 2005: Get Sponsorship   5 -6

                                                       Power Structure
• Who does the sponsor rely on?
• Who does the sponsor listen to?
• Who in the organization can “kill” the change?
                   Child Welfare Regional Training 2005: Get Sponsorship                 5 -7

                                     Organizational Structure

                         5
                         Agency Director



4
      Program 1
                        4
                               Program 2
                                                           …          2
                                                                           IT Director


3
       Key staff
                        3
                                Key staff
                                                           …          1
                                                                           Key staff


              This slide assumes change comes from inside IT

Discussion
              How would it differ for other types of changes?
               Child Welfare Regional Training 2005: Get Sponsorship   5 -8

                                             Middle Management
• Prime responsibility for day-to-day operations
• Has day-to-day control over the resources
• Need to be sold as much as upper management
• Able to either reinforce or undermine change
• Most resistance is covert rather that overt
               Child Welfare Regional Training 2005: Get Sponsorship   5 -9

                                             Middle Management
• Whenever possible, use middle managers as a champions
• Generally, these are recognized leaders
• They understand the culture of the organization
                Child Welfare Regional Training 2005: Get Sponsorship   5 -10

               Understand Target’s Motivation
• Sell to their motivation
• Understand their values and hot buttons
• Understand their current pressures
              Child Welfare Regional Training 2005: Get Sponsorship           5 -11

                                                                      User Buy-In
• How do we obtain user
  buy-in?
• How do we bridge the gap
  between the IT and
  Program staff?
                 Child Welfare Regional Training 2005: Get Sponsorship      5 -12

                                                                 Set Priorities
• Base priorities on
   —   Organization’s mission and goals
   —   Sponsor’s priorities
   —   External assessments
   —   Internal requests
   —   Find the “low-hanging fruit”


• How do you set priorities in your Agency/department?



                                Discussion
               Child Welfare Regional Training 2005: Get Sponsorship   5 -13

                           Show Benefits to the Users
• When you conduct any
  process improvement
  analysis you need to
  look for the “Low
  Hanging Fruit” (i.e.,
  benefits with very little
  effort)
                Child Welfare Regional Training 2005: Get Sponsorship   5 -14

                              Keep the Sponsor Engaged
• Stay on their calendar (at least quarterly)
   — Give regular status
   — Show both good and bad
   — Be as objective as possible
      – Report on measures, not opinion
      – Have a predefined status report
      – Agree on the status report contents at the selling
        engagement
• Keep the sponsor’s message in front of the users
               Child Welfare Regional Training 2005: Get Sponsorship   5 -15

            Keep the Sponsor Engaged (cont.)
• Set up Communications Plan
• Make sure you understand all perspectives
              Child Welfare Regional Training 2005: Get Sponsorship   5 -16

                                         Communications Plan
Implementing a well-thought-out Communications Plan
  • Helps manage expectations regarding the project
  • Ensures methods used for communication will be most
    effective
  • Ensures appropriate levels of communication with
    internal and external project stakeholders
  • Provides relevant, accurate, consistent information at
    all times
                  Child Welfare Regional Training 2005: Get Sponsorship   5 -17

                              Communicate Expectations
                                 Throughout Agency
• Incorporate expectations into training for new workers
• Update policy and procedures manuals
• Include expectations
   — In personnel performance evaluations
   — In budget
• Include expectations and standards in provider contracts




*Source: National Child Welfare Resource Center for Organizational
   Improvement http://muskie.usm.maine.edu/helpkids/pubs.htm
                Child Welfare Regional Training 2005: Get Sponsorship   5 -18

                                           Communications Plan
              Develop Plan early in the project
Basic steps
1. Identify the project audience
   1. Include internal and external stakeholder groups
2. Assess information needs
3. Identify information sources
4. Identify the best media and methods available for use on
   the project
5. Identify key messages, announcements, and/or
   marketing
                 Child Welfare Regional Training 2005: Get Sponsorship   5 -19

                        Communications Plan (cont.)
6. Define when and how communications will be provided
7. Document the approval process
8. Assign responsibilities for creating and delivering the
   various types of communications
9. Identify all triggers
10.Define a process for handling ad hoc inquiries
11.Develop a library of project information
12.Create internal and external feedback loops
13.Schedule the work of communications
14.Define a process for updating/changing the
   Communications Plan
               Child Welfare Regional Training 2005: Get Sponsorship   5 -20

                      Communications Plan (cont.)

• Every project should go through all 14 steps
   — Projects with long implementation timeframes should
     go through the steps multiple times
• Any significant change in a project should prompt a
  review of the Communications Plan



          Communication is a key success factor
               Child Welfare Regional Training 2005: Get Sponsorship        5 -21

                                                                       Summary
• Engaging the sponsor is a continuous task
• Keeping middle management on your side is crucial
• A good Communications Plan is critical
   — Especially in a dynamic environment




                              Discussion

				
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posted:11/6/2011
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