Organizational Change Management Plan Template

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									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:


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
   ●    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

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
    ● 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

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

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

© Copyright 2013 Docstoc Inc.                                                           10
See the following summary of the most important information collected in relation to the training

      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
(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

© 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

   ●   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.)


© 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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