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Planning and deploying change / programme management initiatives We are not animals. We are not a product of what has happened to us in our past. We have the power of choice. – Stephen Covey Optimise- GB

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Change will have an impact on employee behaviour patterns, work processes, technological requirements, and motivation. Management must assess what employee reactions will be and craft change programmes that will provide support as workers go through the process of accepting change. The programme must then be implemented, disseminated throughout the organisation, monitored for effectiveness, and adjusted where necessary. What is Change Management? Optimise- GB

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Possible response to change “ Been there done that” “ A new initiative, same as last weeks just a different name” “ Another programme to get rid of us” “ It will never work” “ What more can be done, I am expected to do everything” “ What will this mean for me” “ This is unfair” Optimise- GB What is Change Management?

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Reasons for change resistance Underestimating the power of vision Not communicating enough with everyone - Fear of the unknown must be addressed by involving employees in planning - Dislike of uncertainty - Managers talk but not listening Failing to create and demonstrate the benefits of short terms goals - Fear of failure - Possible loss of rewards - Expectation that change means more work without reward - Not giving additional training to ensure success Be seen as a top down management approach - Possible loss of power - Bad past experience Optimise- GB What is Change Management?

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Stages of change: Despair Denial Anger Anxiety Acceptance Practice Relief Motivation These are all natural stages of change Optimise- GB What is Change Management?

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Stages of change: Optimise- GB What is Change Management? Stage Clues Needs Despair, Denial, Anger Withdrawn, Wastes time, Acts as though nothing has changed, venting frustration Time to get used to the situation, patience, clear authority, active listening Anxiety Does not know how to make the required change, uncertainty, lack of focus Tolerance, permission to explore, permission to speak freely and think privately Acceptance, practice Selects options, lets go of previous values, behaviours and attitudes, develops new skills Openness, allow experimentation, allow mistakes, support training and development, be supportive Relief, motivation Applies learnings, competence, confidence Encouragement, continuous improvement

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Programme management is the process of managing several related projects, often with the intention of improving an organisation's performance - seen within change management initiatives What is Programme management? Optimise- GB

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Programme management may provide a layer above the management of projects and focuses on selecting the best group of projects, defining them in terms of their objectives and providing an environment where projects can be run successfully. Programme managers should not micromanage, but should leave project management to the project managers. What is Programme management? Optimise- GB

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What is Programme management? Optimise- GB

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What is Programme management? Programme planning - using a Programme Plan to ensure control Benefits management - identifying, optimising and tracking benefits Stakeholder management - ensuring all interested parties are appropriately involved in the programme Issue management and Risk management - having strategy for dealing with current and anticipated problems Quality management - ensuring that the end products of the programme are fit for purpose Configuration management - keeping monitoring information about the programme up-to-date and accurate Audit - ensuring that technical, statutory, contract and accounting standards are used Optimise- GB

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Guiding employees through the change process Optimise- GB

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Stages of change Optimise- GB What are the major issues? What crisis is on the horizon? What are the consequences of not changing? What is the competition doing? I have been impressed with the urgency of doing. Knowing is not enough; we must apply. Being willing is not enough; we must do – Russell C Taylor

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Stages of change Optimise- GB Identify a leader to manage change Build an influential and talented team Identify energetic individuals that embrace, commit to change and have credibility with their colleagues In the past a leader was a boss. Today’s leaders must be partners with their people.. they no longer can lead solely based on positional power - Ken Blanchard

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Stages of change Optimise- GB Identify the right change agents Effective communicator Good collaborator Attentive listener Ideas person Realistic Able to prioritise Restless

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Team Needs Encourage team members to share ideas, and support one another Individual Needs Monitor working conditions, and help staff develop their full potential Task Needs Determine the task objectives, and consider the problems involved Managers need to cope with all three needs to ensure the right balance is consistently achieved. - Heller Optimise- GB Stages of change

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Stages of change Optimise- GB Create a vision - Where we are now? - Where do we want to get to? - How we will get there? Set targets and milestones from the outset Develop a new culture of leaning Create strategies that delivers the vision Better keep yourself clean and bright; you are the window through which you must see the world. - George Bernard Shaw

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Stages of change Optimise- GB What are your goals, measurements for each of the four quadrants…

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Stages of change Optimise- GB Set up a programme management office: - Identify targets for next 1, 2-3, 4+ years - Create and support project teams - Identify business champions to work with - Monitor scope and pace of transition - Ensure issues / risk management - Document core business processes and measure performance - Identify methods to prioritise projects

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Stages of change Optimise- GB Executive Team Managers Staff Communicate from the top down Engage staff at all levels to gain acceptance and ownership Link targets together

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Stages of change Optimise- GB Communicate the vision, standards and expected benefits through focus groups. Be upfront about incentives and rewards for employees Allow informal networks to deliver the message Build trust by Being open and honest of what will be done, what is expected and what issues may arise Invite candid questions and actively listen and address concerns

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Stages of change Optimise- GB Communicate using: - Focus groups - Management meetings - Intranet - Use walls to communicate vision and results - Feedback boxes to generate new ideas - Newsletters - Build into employee appraisals

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Stages of change Optimise- GB Change people, systems and processes that obstruct the change initiative Encourage learning, training, development and do not punish experiments that fail or goes against traditional thinking Identify Projects and formalise through a programme office to help prioritise projects We are an organization that believes in empowering people to be their best - Talal Abu-Ghazaleh

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Managers should plan projects and tasks with their staff but let them experiment. Managers should coach and support their staff during the implementation phase to ease uncertainty “ Feedback must be provided and staff appraisals let employees know how they stand with the boss” - McGregor Optimise- GB Stages of change

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Stages of change Optimise- GB Plan and share ideas with everyone Communicate what the short and long terms goals are and ensure that the results are known to all, most importantly be supportive Reward those that helped deliver the short and long term wins, create a motivated team that moves the business forward In large organizations the dilution of information as it passes up and down the hierarchy, and horizontally across departments, can undermine the effort to focus on common goals - Mihaly Csikszentmihalyi

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Stages of change Optimise- GB Easy to Implement Big Impact Hard to implement Small Impact Project 1 Project 3 Project 6 Project 7 Project 4 Project 5 Project 2 Implement Now Possible Kill Implement Later

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Stages of change Optimise- GB After people are convinced that the new regime works – build momentum and continue the change process with longer term goals Hire, promote, reward and make examples of good change agents within the company Ensure feedback is open, free from criticism and maintain an open, flexible learning culture…maintain a lessons learned log We need to make sure we have the best people we can in our operations, and that is a constant challenge. There is always room to improve. – James Packer

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Stages of change Optimise- GB How did you perform against targets? Are the targets right? What can be changed to achieve targets?

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Stages of change Optimise- GB <ul><li>Where are the reports displayed? </li></ul><ul><li>How often are they reviewed? </li></ul><ul><li>Are actions generated from the reviews? </li></ul><ul><li>Are reports focused and is someone accountable? </li></ul><ul><li>Have they been reviewed against the mission statement for goal congruence? </li></ul>

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Stages of change Optimise- GB Communicate communicate communicate the improvements made, the benefits achieved, where you were and where you are now Focus on the customer and develop managers and shop floor staff to focus on continuous improvement I believe through learning and application of what you learn, you can solve any problem, overcome any obstacle and achieve any goal that you can set for yourself. – Brian Tracy

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<ul><li>Identify people that will accept change and make them an allies </li></ul><ul><li>Ensure goals are clear and filtered from the strategies to individual objectives (SMART) </li></ul><ul><li>Ensure there is an agreed plan and set milestones </li></ul><ul><li>Communicate regularly on the programme / project plan </li></ul><ul><li>Be open and honest </li></ul><ul><li>Keep any promises that you make </li></ul><ul><li>Be prepared to counsel individual needs </li></ul><ul><li>Ensure that all questions have been answered before initiation </li></ul><ul><li>Provide training where skill gaps exist </li></ul><ul><li>Involve all employees at some level to gain buy in </li></ul><ul><li>Identify motivational triggers such as pay increase, bonus, recognition, promotion etc </li></ul>Change Management summary Optimise- GB

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<ul><ul><li>For Projects </li></ul></ul><ul><ul><li>Contact Simon Misiewicz through </li></ul></ul><ul><ul><li>www.optimise-gb.com </li></ul></ul><ul><ul><li>Email: [email_address] or </li></ul></ul>Optimise- GB