How to document change management
Change Management for Project Managers [THE BASICS]
Timecodes:
do you need to approach change
management for the first time and do not
know how to handle it well do not fret
because in this video I'm going to share
with you all about change management and
how to implement it in your project
successfully all right change management
why is it so important why do you even
need it I know you're here because
you've been asked to do change
management you want to know how to
implement it but let's just all get on
the same page regarding the definition
of change management because that's
really important from a change
management perspective all right so what
exactly is change management change
management is a discipline that guides
how we prepare equipped and support
people to successfully adopt change in
order to drive organizational project
success and outcomes the bottom line is
you need a change management plan no
matter what for all types of projects
projects Institute some form of change
and there's usually an end user who is
going to receive that change and so this
is is something that now ought to be
incorporated into your project
management plan a change management plan
as well
okay A little bit of a side note I know
we're talking about change management
but generally we want to talk about
project success as well so I have for
you at the end of this video a checklist
on six key things you need to have to
ensure your projects are successful so
stay tuned because I'm going to share
with you how you can get your hands on
that a little bit later the first thing
you want to do is prepare for the change
this is critical you have to have an
understanding as to what is changing why
is everything changing and how you want
to see this change outcome come together
you also have to take a look at all the
stay cool those are being impacted by
the change and you want to do a
stakeholder analysis around how this
change is going to be impacting them
because you may have to put together a
different approach per stakeholder so
this preparation is all the groundwork
you're doing really an understanding as
what it is that is going to change how
you want it to see it changed and as
well as the stakeholders are going to be
impacted by it
step two now is planning and managing
the change so this is where you
formalize documentation around what is
it that you're going to do and the
management of those so what are some of
those change document change management
documents that you need that are really
part of your change management plan
think of this as the bare minimum that
you should be looking at to really be
successful the first one is a
communication plan how are you going to
communicate with all your stakeholders
remember in your preparation you already
did your analysis so now that you've
done that every stakeholder group is
going to be different not everyone is
treated equally there are going to be
some individuals based on what your
project is delivering that from their
perspective they may be what's called a
super user and really need detailed
communication because when your project
is done their job is completely impacted
so you have to be lock step with them so
they understand how they're being
impacted other individuals may just need
to have an awareness of it so just keep
them in the loop with the project status
so they know that ah six months that's
coming down the pike again that
communication plan is going to be really
vital to ensure that adoption of your
new ideas for the individuals who are
going to be receiving it another plan
that's part of your change management
plan from a documentation perspective is
your training plan and just like the
communication plan not all training
plans are created equal on purpose
you're going to want to have very
specific in-depth in classroom training
train the trainer training for those who
are using it all the time whatever it is
that you're creating you may want to
just have some knowledge based articles
for individuals who just need to have
awareness you may just want to have
information on a site it's going to be
dependent upon what you're needing to do
but that training plan is going to be
important because the last thing you
want to do which unfortunately happens a
lot and way too often than it should
when time is tight training gets kicked
out you cannot do that from a change
management perspective your change
management plan must talk about training
and how are you going to do that you
have to lay that out another thing you
want to consider is events and activity
plans within your change management plan
so what do I mean by that for your
stakeholders throughout the process you
may want to have some events to kind of
keep in the loop maybe a lunch and learn
so that they're excited with what's
going on you may want to have an
official go live launch so again
bringing people together through an
event it's going to be up to you you can
also have what I've done in the past we
had fun poster campaigns to kind of
teach people through communication and
events where it linked to them having
like a scavenger hunt which led to some
really cool new things that they were
going to get from feature perspective
and it was a real fun way to bring
everyone together on this project when
they got really excited about this new
particular development that we were
doing and the last bare minimum is a
reinforcement plan this is all part of
your change management plan how do you
plan on reinforcing this change
Because unless this change is mistake
proof to a point where no one can do it
other than the way that it was developed
then some people may fall back on old
ways of working or may circumvent what
it is that you created so you need a
reinforcement plan how are you going to
reinforce this change and observe it and
make sure that it is working well okay
what I just thrown out to you is a lot
don't feel overwhelmed if you need a
little bit of help it's all good I have
you covered I actually have a video on
my YouTube channel just go to the search
bar Adriana girdler communication plan
which actually talks in a little more
detail of the communication plan portion
but if you want more information on the
rest I actually have in my slave project
management course the link is underneath
this video a complete section dedicated
to change management with all the
templates which is pretty cool so you
may want to consider that to help you in
this process too now we want to look at
sustaining the change
we did talk about all those plans and
about monitoring and making sure that
those are working well but once
everything has been implemented and the
change has been adopted how are you
going to sustain that we've all been
recipients of a project deliverable
where everything was exciting and
everyone adopted it and then all of a
sudden all ways of working were kind of
taken back up and the new way of working
didn't actually move forward the way it
intended why because as creatures of
habit humans need to have that habit
develop so this is where that
sustainment becomes really important you
want to do evaluations with individuals
who are using the new process the new
tool whatever it is that your project
delivered that you created your change
management plan around you also want to
do some surveys to get feedback as to
what's going on you may also want to do
some audits of the area to see how well
adoption is occurring the key though is
to really get clear feedback engage with
your stakeholder let them know we want
to engage some feedback from you so we
can even get better this is your
opportunity for continuous Improvement
at this point too just because you
created something in your project
doesn't necessarily mean it was created
perfectly there's probably room for
improvement particularly now that it's
out in the real world really being
worked with ways of working and
scenarios that maybe you just didn't
know when you were developing it so this
sustainment becomes really important
because you want to grow and ensure that
it gets adopted into everyone's ways of
working now that you know how to start a
good change management plan oh I'm
excited for you it's going to make a
huge difference in your projects this is
something else you need to now get and
the link is underneath this video you
need to ensure your projects don't
struggle you want to make sure they're
successful and this is free for you my
gift to you so go grab it it is so worth
it
it's just going to help enhance the
change management plan that you're going
to put together if you like this video
give it a like it helps us grow our
community and this YouTube channel I
appreciate it so much not only that I
have another video for you to check out
so definitely it's only going to help
you so please do it and on that note
I'll see you at the next video
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