The purpose of this Organizational Change Management Plan Template is to aid an organization in planning for change. This template will assist a company in defining key organizational change details such as the change objectives, communication and marketing methods, team structure, change milestones, evaluation methods, and potential problems or identified concerns. Additional language may be added to by the user to address any company's needs. This plan should be used by small businesses to aid in the planning for organizational change.
The purpose of this Organizational Change Management Plan Template is to aid an organization in planning for change. This template will assist a company in defining key organizational change details such as the change objectives, communication and marketing methods, team structure, change milestones, evaluation methods, and potential problems or identified concerns. Additional language may be added to by the user to address any company's needs. This plan should be used by small businesses to aid in the planning for organizational change. Template for Managing Organizational Changes Project Name: ___________________________________________________ Contributor: _____________________________________________________ Date: __________________________________________________________ (text in italics will help you complete the template) 1. Intro In the Change Management Plan from NIH (National Institutes of Health), the authors speak of the biggest problems faced in implementing a companywide system or any sort. The main issue that causes setbacks is a lack of planning when making major changes in organization. A lack of proper communication and poor training, as well as a failure to plan for the number of employees needed can result in rejection of any changes made to the business, as well as a lack of performance for end users. Often, this failure to plan correctly can result in a large loss of money as the changes are not correctly implemented. Managing organizational change involves a number of activities which will help the organization begin using innovative technology and discover new methods of serving its clients. In order to be effective, change management needs to incorporate strategy, technology and human beings to ensure that the organization continues to improve, despite constant changes in the environment. Likewise, it’s vital to plan a carefully thought out approach to the changes about to be made to any project. Make a list of the factors involved in the project which show a need for change management during the project: 1. 2. 3. The effect of the above factors may be reduced through the use of well thought out and effective management of the changes. This will help any employees that may be affected by the project to continue productivity and handle the changes that may occur in their section. © Copyright 2013 Docstoc Inc. 2 The point of managing organizational changes is to avoid as much of a dip in productivity as possible. In larger organizations, the team implementing the changes should expect people to be resistant to the new ideas being brought in. They will likely be reluctant to go along with the changes, but with the techniques described here, it is possible to ease them into the transition. The staff affected will be given information about the project, including the reasons for implementing it, how it will affect them, the benefits, how long it will take to implement and the available training, as well as changes for the individual. Management overseeing the changes to the organization will take over and help customers understand the adjustments in the procedures and policies within the organization. Any messages given through the plan will be based on what each area requires in regards to how much it is affected by this project. Everything will be customized for the project in question. The project team’s goal is to greatly diminish the inevitable dip in production as the changes are made. This change in productivity levels occurs in any large or complicated project that involves staff or customers. © Copyright 2013 Docstoc Inc. 3 2. Overview of Managing Organizational Changes (This part of the plan does not have to be long. It simply offers a look at the topics that will be included in the main section of the plan.) A. Managing Stakeholders (The effect of changes made to an organization during a project should always be considered. In order to offer a successful end result, write down those who will be most affected by the changes in business procedures and technological adjustments during the project.) ● How much influence does each stakeholder have on the organization? How much support do they provide? Create a plan based on increasing support from the most influential. ● Check the project awareness in existing stakeholders and inform them of all goals and changes to be made, as well as what they can expect during the project. ● Identify the areas that require assistance and the areas that will make the project easier to implement. ● Stakeholders should be included in the project as much as possible and may serve as advocates to ease the changes in. The next table includes all stakeholders affected by the project’s planned changes in business procedures, as well as technology. Included are notes on the influence and support levels for each stakeholder. In order to proceed smoothly, anyone with influence needs to be at least somewhat supportive of the project. If this is not currently the status, steps are included to help build support. Name Level of Level of Level of Plan Awareness Support Influence B. Communications (As with any project, communication is the key to success. The project manager needs to ensure that any stakeholders are provided with all the necessary information they need on an © Copyright 2013 Docstoc Inc. 4 ongoing basis. This goes both ways, and it is vital to pay attention to what the stakeholders have to say, as well. As they may not come up with feedback on their own, it may be necessary to ask their opinion and respond accordingly. ● Make a list of the groups of stakeholders in the project. These may include sponsors, clients, and management, for example. ● Create a plan so that everyone knows who gets information and when that information is to be released. This plan may also specify how the information will be delivered, which is discussed further below in the Communication section. ● Keep an eye on any incoming feedback and be sure to respond to it. Responses should be pleasant and constructive, never reactionary. Proper communications can ensure the success of the project. For the best results, the project manager will use a Communication Plan, as specified in Section 3, under objectives for communications. This plan ensures that the project manager is in the best position to provide necessary information to those who require it and to handle all feedback. The plan will look at assorted groups, indicate which groups will receive what information and how it is to be delivered. Additionally, clients will be aided by the project team as the lessons learned are kept track of to aid future projects. C. Training (When projects in IT fail, it is often because the project is not properly trained to handle the changes. Each group of stakeholders will have different needs when it comes to training, so it is important to plan training sessions dedicated specifically to these groups and teach them well. A general statement regarding this can be placed here. See more details below.) As training is vital for success, it should be addressed in any management plan. Each group of stakeholders will likely need a different plan for training, in order to meet their specific needs. There is further information in Section 4, under objectives for training, where there is more information about the specific groups involved in the project, as well as their special needs and the necessary training resources required. The information specified here will form the base of the training plan. D. Stakeholder Goals (An assessment of the target audience can aid in deciding the best methods for receiving feedback. A good technique is to consider the main concerns that may be raised by the various groups of stakeholders. Allot enough time and energy to ensure that there are no misunderstandings. Time will also be required to set rumors straight and fill in any blanks that were missed in previous discussions. Understanding the more common worries about the changes being made will allow for heading them off before anyone can complain. ● Plan the best method for communicating with groups of stakeholders. These may include interviews, a website that allows for two way communication or surveys. © Copyright 2013 Docstoc Inc. 5 ● Be ready to respond to anxieties or any misunderstandings rapidly. The plan should help everyone understand why the changes made by the project are best for everyone involved. ) According to assessments done on stakeholder groups between (insert dates), the team has gathered information as follows: Stakeholders Best Method of Stakeholder Concerns Communication potential reasons for resisting change Based on the above data, the team for this project will take necessary steps to eliminate any concerns held by the stakeholders and dispel any rumors or misunderstandings. This may be done via meetings with the specific groups, a newsletter or a website or blog, which will provide up to date information and address concerns. ● Creativity and persistence is the best approach for dealing with those who continue to resist the project, particularly those who are very influential. Extra effort should be taken to demonstrate how useful the project is and how it can benefit them in particular. ● Ensure that management and any influential people are very vocal about their support of the project. In order to help everyone accept the proposed changes, participation is requested of those in upper management. It’s important to have support from the more influential members of the organization in order to succeed with this project. Interviews with individual executives have shown that we will have consistent support made visible as shown below. Executive’s Name Position Held Proposed Method of Support (Take the time to understand where potential resistance to the project may come from. Talk to those who will be using the system or service and have those who support you help get rid of any resistance. The more education provided as to the benefits of this project will help minimize problems when the changes are actually introduced.) © Copyright 2013 Docstoc Inc. 6 The team for this project is aware that it must be alert to potential misunderstandings, as well as valid preoccupations among stakeholders. To reduce the instances of this, we have gathered representatives from each group of stakeholders to create a council. This council will alert the project team to any concerns, as well as support and aid the team in dealing with them. Name Stakeholder Group How to Contact 3. Communication Goals (The key to success in large projects that affect an organization is good communication. Talk to the biggest stakeholders you have and determine what information they lack. This can give you the basis for a proper plan of communication, which will elaborate on precisely who gets what information and how this information will be passed on. This may include reports, meeting schedules and website posts, etc. Take a look at all different methods of communication to discern what the best option for each group is. This plan should be available to everyone and may be modified as needed.) Communication is your best bet for a successful project implementation, particularly in large scale. This will ensure that everyone understands and becomes a part of the vision for the project and will hold the goals as their own. With strategic communication techniques, it is possible to make the stakeholders feel like part of the project. © Copyright 2013 Docstoc Inc. 7 To make certain that all key persons are involved in the proper communication for this project, the team has created a Communication Plan. This plan: ● Specifies influential stakeholders. ● Includes the more valuable types of information for stakeholders and the best methods of communication, as well as format. ● Specifies the schedule for meetings to be held on a regular basis, as well as who will attend and the reason for holding it. ● Discusses which types of communication will be used, as well as the steps necessary to implement them. ● Lays out steps to be taken by both the Stakeholders council and the project team to ensure that everyone is informed of the project’s ongoing status. 4. Training Goals (Training is a vital part of the plan to implement changes in the organization. This is particularly true where there are changes in business procedures or where skills must be learned in order to make the changes. Before you can expect employees to comfortably take on their new responsibilities, you must prepare them completely. Use the following steps to build a training program to suit your particular needs: ● Go over the policies for the organization, as well as procedural manuals and mark any changes that may be required. ● Consider the effect of the project on each employee and productivity. If it is evident there will be some impact, training should be provided. © Copyright 2013 Docstoc Inc. 8 ● The tables below will allow you to track relevant groups and their need for training, as well as any further information on training resources required. ● Create a training plan. This may be the same information, but it will need to be presented according to the needs of the particular audience. For example, those in the business section will not need all the technical details that the IT area may require. ● Appoint qualified staff to train the groups. ● Design a support plan which will be implemented after the original training. This will support new hires, as well as those moving to a different department.) The (insert project name) project will change both policies and productivity of the organization. To ensure that all employees are well prepared for the changes when they are implemented, the project team has created a training plan based on the training needs that have been studied. This will help the project go online smoothly. This plan was arrived at through the following steps: Analysis of the Impact on Job and Workflow The project in question will change the way employees work and this will affect the skills required by those using the new system. The project team has analyzed the situation to determine the best training. The team checked the skills already in use against the skills that will be required when the system goes online. This included: ● Noting the jobs that will be changed when the system is implemented. ● Looking at tasks that will change with the new system and listing them. ● Listing skills required for each task. ● Checking to see if employees need training or if they already possess the necessary skills. ● Setting up training plans for those who don’t have the necessary skills. ● Creating a map of new components that will exist when the system is up and running. ● Ensuring that every employee will be trained correctly for the components they will be responsible for. ● Adjusting hiring requisites to include the new skills. All training plans in the future will implement the following employee information: Name Job Position/ Necessary Possesses Training Type Workflow Skills Skill? Necessary Task Information Required to Plan for Changes in the Organization © Copyright 2013 Docstoc Inc. 9 ● The policies of each area of the organization, along with all necessary procedures, which will be affected by the project implementation, have been reviewed. ● Pinpoint policies or procedures which will be changed with the system’s implementation. ● Create a list of changes that must be made to each area of the organization before the system is implemented. ● Aid each area of the organization in preparation plans. See below for a summary of how this system will affect the various areas of the organization. Specified Policy or Changes to be Made Plan Procedure Create Curriculum It has become evident that we need training sessions for the specific groups of stakeholders in the organization. The training team has devised a curriculum, as well as content for the groups. These include the topics and training materials, as well as the information that will be specific to each group. Training is to be set up to best serve each group in location and setting. All factors have been considered, including the format of the training materials. This means that some groups will be taught with hands-on techniques, while others will receive classroom instruction or PowerPoint presentations, depending on the needs of the group. See the list below for further information used in the creation of this training program. ● Training on business procedures will be presented before technological training sessions, to increase overall acceptance. ● All facilities and other resources required for training sessions have been arranged. ● Sessions will be held to show staff the differences between existing practices and the system to be implemented. ● Hands on teaching will be offered where it is most needed. ● As it will take some time to implement everything, training will include modules and outlines with learning goals, materials and teachers, etc. ● The materials for each group will be specifically tailored to their needs. ● The train-the-trainer technique will be implemented to save money and to ensure teachers for incoming employees at a later date. ● To ensure ease of use, checklists and summaries, as well as other task aids will be offered once the system is live. ● Surveys will be ongoing to ensure that training is effective. ● The organization will continue to improve the program to ensure better training in the future. © Copyright 2013 Docstoc Inc. 10 See the following summary of the most important information collected in relation to the training program. Group Training Type Preferred Method of Possible Job Setting Delivery Aids Training Materials Author’s Name Reviewer’s Name Training Location Training Type Group Type Date Steps to Take After Training Certain people already have the skills necessary for the new positions and these will be able to provide extra support to other employees several weeks after the system goes live. These employees will receive specific training and will be offered the opportunity to test the new system before anyone else. These super users are included in the following table: Department/Area Employee Name Time for Support © Copyright 2013 Docstoc Inc. 11 5. Managing Changes: Resources and Techniques Required (Everyone should be in agreement with implementing the changes for this project. Below you will find some of the best tools for the job. These should be reviewed with the team working on the project and together, choose the most effective tools. Write down which will be used and how they will be implemented. ● Create a plan for managing organizational change (the current document). ● Choose a person to serve as a communications officer in each area of the organization. This person will be responsible for ensuring that communication is open for all and spreading any necessary news on the project and the changes it will cause. Communication Officer Area/Department Contact Numbers ● You may also want to pull together a team for change management which will seek out changes and potential issues in the workforce. This team will review any problems and work on a plan to reduce any issues that may be faced by the employees. Employee Name Area/Department Contact Numbers ● Create a plan for responding to risks discovered by the team. ● List all potential issues and their sources. ● Be sure to promote the changes whenever possible. ● Decide which threats are highest priority and for those that are most dangerous, create a response. © Copyright 2013 Docstoc Inc. 12 Fliers, pamphlets and other types of handouts can be used to let people know what to expect and what the benefits of the new system are. ● Build a website around the project and alert anyone involved in the organization to its existence. The following should be included: ○ Status of the project, as well as performance and advancement ○ A Q&A section where people can ask questions and get them answered ○ FAQ or Frequently Asked Questions page ○ Any documents relevant to the project ○ A glossary to explain any unknown terms ○ An up to date newsletter ○ Any instructions or tutorials that may be necessary ○ Schedule for training sessions ○ Schedules for upcoming meetings and minutes for said meetings ● In cases where entire communities may be affected, it’s best to incorporate them into the plan, through demonstrations. This will help people understand why the project is in place and they will be more likely to accept the new business techniques and processes. Local meetings will allow the community to speak out and discuss potential issues, as well as the impact on the end user. During these meetings: ○ User questions will be answered regarding project issues ○ Specific worries may be discussed ○ News on the project and coming changes can be presented ○ Monitor the quality of information given to the users ○ Make sure that users buy into the project Project Organization Presentation Type Date Spokesperson ● Potential users will have a method of leaving feedback and getting questions answered. ● A process for managing changes should be set up which will let each group suggest tweaks to the project plan. You should include: ○ The plan for managing the change process ○ Request forms for any changes (best provided on the website for easy access) ○ Training sessions to teach everyone how to use the process ● Trainers will require complete information about the problems faced by each specific group that they are teaching.) PROJECT MANAGER Signature © Copyright 2013 Docstoc Inc. 13 I have reviewed everything included in this document regarding management of organizational change and am in agreement: ____________________________________________________________________________ By signing this document, the project managers listed above have indicated that they understand and agree with the information included within. Likewise, they agree that this is to be the official plan for organizational change management. © Copyright 2013 Docstoc Inc. 14
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