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How to build change management capabilities?

Manage transformation activities

​By Mansour Baker, SHRM-CP

Posted  01 March 2020

​Develop and implement change management programs to manage transformational activities.

Change Management Objectives

• Ensure transformation efforts are clearly understood throughout the organization
• Engage employees in the process to gain buy-in, ownership, and enthusiasm
• Identify change “champions” to help lead the change effort
• Help employees prepare for and be comfortable with changes
• Ensure staff are prepared, through training and general awareness, to perform new job functions and/or responsibilities resulting from transformation efforts

Key Activities

• Conduct employee “change readiness survey” to gauge employee readiness to change
• Develop change management and communications plan aligned to transformation implementation plans to address gaps identified by survey results, and begin implementation
• Conduct sponsored events to begin process of engaging employees at all levels in the transformation process, and to solicit ideas for improving
• Monitor results on a regular basis and adjust plans as necessary

Key Deliverables

Change Readiness Survey
​Administer an organization-wide survey to assess the readiness of company employees to undertake change anticipated by the transformation program.

​Analysis of Survey Results
Report assessing survey results to identify gaps in employee readiness to change.

Change Management and Communications Plan 
Change management and communications plan aligned to transformation implementation plans to address gaps identified by survey results.

Sponsored Events
A company sponsored events to create a collaborative forum for employees to discuss transformation-related issues and needs, to solicit ideas for improvement, and to break down organizational barriers and silos.

Implementation Assessment Report
Post-implementation assessment report of the degree to which the Change management and Communications Plan achieved its intended outcomes, and proposed program revisions to address any performance issues.

Communication Channels Methods

​Communicate upcoming change activities through a variety of means.

Company Hall Meetings

Description

• Meeting for large group of employees organized and led by management
• Organized bi-monthly
• 1-way communication

Objectives

• Communication mass key messages consistently
• Addressing key employee concerns regarding the project

Benefits

• Reaches large numbers
• Management involvement gives credibility
• Employees feel included
• Facilitates dispelling rumors and misinformation

Sponsored Events

Description

• Large groups of stakeholders rotate in small groups to discuss questions related to organizational change
• 2-way communication

Objective

• Quickly gain meaningful feedback on issues related to organizational change from large groups of stakeholders

Benefits

• LEARN (Listen to employees’ feedback, Engage employees, Act on the feedback, Reach out to leaders for commitment, Network)

Workshops

Description

• Workshops for groups of employees affected by specific initiatives
• 2-way communication

Objectives

• Communication of job specific changes to affected employees
• Providing a chance to ask questions and interact

Benefits

• Provides focus due to ease tailoring topics and audience 
• Enhances understanding of critical topics

Exhibit 1

Change Management Communication Methods

Alternative Communication Channels Methods

Newsletter

• Section in company magazine published monthly that contains progress updates, articles, interviews, etc.
• 1-way communication

Web Portal

• Dedicated page on web portal to store important documents on the integration
• Updated periodically as required
• 2-way communication

Emails / Voicemail

• Messages sent via company’s email or voicemail system
• Used as required
• 2-way communication

Ceremony

• Opening ceremony celebrating a major milestone
• 2-way communication

Posters

• Posters and banners distributed in key locations around office buildings
• Developed as required
• 1-way communication

Reports

• Reports issued to different stakeholders
• 1-way communication

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