Develop the Change Management Plan Flashcards
What is the purpose of Developing the Change Management Plan?
To document the required:
- Actions
- Timelines
- Resources
What is the difference between the Change Strategy and the Change Plan?
Change Strategy defines “why” and “what”
Change Plan defines “how”
When documenting the full complexity of the Change, what six things should be considered when Developing the Change Plan?
- Change Objectives & Goals
- Steps to address change and by whom
- How to facilitate change
- Implementation, transition, and sustainment of the Change
- Dependancies of activities
- Assumptions, issues, risks
What questions should be responded to when Developing the Change Plan?
- What are the required skills?
- What technology will facilitate change?
- How will adjustment logistics be managed?
- How to measure progress on adoption of attitudes and behaviours?
What are the 8 component plans in the Change Plan?
Resource Plan
Sponsorship Plan
Stakeholder Engagement Plan
Communication Plan
Impact Assessment and Readness Plan
Learning and Development Plan
Measurement and Benefit Reaslization Plan
Sustainability Plan
What does a Resource Plan do?
Defines human, physical, and financial resources required
What are the three steps to determining Human Resources requirements when building the Resource Plan?
- Define the skills and capabilities required
- Perform gap analysis
- Draft a staffing plan
What are 6 examples of Physical Resources?
Hardware, software, infrastructure, facilities, workspace, furniture
Where are the Financial Resources for the Resource Plan ultimately managed?
In the Project Plan
What are the inputs to the Resource Plan?
- Change Management Resources, Roles, and Responsibilities Strategy
- Communication Strategy
- Learning and Development Strategy
- Change Resources Inventory
- Procurement Guidelines and Policies
What are the outputs from the Resource Plan?
Resource Plan
What does a Sponsorship Plan do?
Defines how to identify, develop, and strenghten competencies to lead change
What are three steps to build a Sponsorship Plan?
- Define Sponsor responsibilities
- Sponsor agreement on responsibilities
- Learning & Development plan for Sponsors
What are the inputs to the Sponsorship Plan?
Sponsorship Strategy
Sponsorship Alignment Assessment
Stakeholder Analysis
Sponsor Assessment
What are the outputs from the Sponsorship Plan?
Sponsorship Plan
What does the Stakeholder Engagement Plan do?
Outlines activities and metrics required to ensure Stakeholders can make the changes required or complete the steps of make the Change successful
What are some tactics to drive Stakeholder Engagement
- Formal, two-way, or informal communication
- Learning, development, or discovery activities
- Rewards, recognition, reinforcement, or consequences
What 5 considerations should be made when designing Stakeholder Engagement activities?
- Organizational Culture
- Concurrent change initiatives
- Keeping the Stakeholder’s attention
- Stakeholder needs
- Activities specific to the Change
Why should the Stakeholder engagement plan be aligned to the Sponsorship Plan?
Clear, holistic messaging occurs when Stakeholders and Sponsors communicate/receive consistent messaging
What are the inputs to the Stakeholder Engagement Plan?
Stakeholder Analysis
Stakeholder Engagement Strategy
Communication Strategy
Change Risks
What are the outputs from the Stakeholder Engagement Plan?
Stakeholder Enagement Plan
What does the Communication Plan do?
Defines audiences, information, and feedback requirements including activities for a schedule of events
What are examples of strategic communications?
- How the Change aligns to Organizational Strategy
- Why the Change is needed
- Intended outcomes and benefits
- Consequences of not changing
What are examples of a tactical communications?
- Status reports
- How-to guides for technical change
What are 10 key components to the Communication Plan?
Target Audience
Outcomes
Sender
Key Messages
Communication Channel
Frequency
Timing
Cost / Resources
Reviewers / Approvers
Monitoring / Feedback
What are two types of possible outcomes to use in the Communicaitons plans?
Information retention
Behavioural change
When might the Sponsor send a communication?
When defining the Change
When demonstrating support
What are 11 examples of communication channels?
Email, social media, town hall, webinar, meeting, intranet, collaboration site, video, newsletter, poster, digital signage
Why is timing important to include in a Communication Plan
Ensures timliness
Prevents overlap
Minimizes saturation
What are three examples of feedback mechinisms?
Surveys
Focus groups
Help desk tickets
What are the inputs to the Communications Plan?
Communications Strategy
Current Communication Channels, Tools, and Methods
Key Messages
Learning & Development Strategy
Project Schedule and Plan
Sponsorship Strategy
Stakeholder Analysis
Stakeholder Engagement Strategy
Transition Strategy
What are the outputs from the Communications Plan?
Communications Plan
What does the Learning and Development Plan do?
Identifies knowledge gaps and training needs
Provides a course of action to develop end users
What are 6 components of the Learning and Development Plan?
- Learning groups
- Curriculum
- Skills inventory & Gap analysis
- Learning tools
- Delivery Plan
- Evaluation and optimization plan
What are the inputs to the Learning and Development Plan?
Learning and Development Strategy
Stakeholder Analysis
Learning Needs Assessment
What does the Measurement and Benefits Realization Plan do?
Defines processes and actions to monitor progress of the projects key performance indicators
What should the Measurement and Benefits Realization Plan start with?
Baseline metrics
What are two key components to the Measurement and Benefit Realization Plan?
- Schedule of measurement showing type, frequency, how collected, and by whom
- Reporting template
What are the inputs to the Measurement and Benefit Realization Plan?
Measurement and Benefit Realization Strategy
Change Definition
Change Objectives and Goals
Vision Statement
What are the outputs from the Measurement and Benefit Realization Plan?
Measurement and Benefit Realization Plan
What does the Sustainability Plan do?
Defines mechanisms that will be used to anchor and embed the Change
What are the 6 key components to the Sustainability Plan?
- Communication
- Metrics Traking
- Performance Management
- Rewards and Recognition
- Sustaining Ownership
- Continuous Improvement
What are two types of persuasive communication used in the Sustainability Plan?
- Rites of parting: saying goodbye to the old way of doing things
- Rites of enhancement: acknowledgement of wins and advancement
What 9 considerations should the Sustainability Plan make?
- Achievments to commemorate
- Behaviours to be measured
- Results to be measured
- How to report results
- Criteria for rewards and recognition
- Mechanisms for training, coaching, role modeling
- Formalizing sustained ownership
- How to address low adoption
What are the inputs to the Sustainability Plan?
Status reports / Benefits Gap Analysis
Resource Plan
What are the outputs from the Sustainability Plan?
Sustainability Plan
When should Change Management efforts begin?
During the Project’s Initiation Phase
What are the integration points of the Change Management Plan and the Project Plan
Roles and Responsibilities
Methodology and Plan
Tools and Resources
Objectives and Outcomes
Risks
What are the inputs to Integrating Change Management and Project Management Plans?
Change Management Plan
Project Charter and Project Documentation
Project Schedule and Plan
What are the outputs from Integrating Change Management and Project Management Plans?
Change Management Plan (updated)
Project Plan (updated)
What are the inputs to Reviewing and Approving the Change Management Plan in Collaboration with Project Leadership?
Change Management Plan
Project Plan
What are the outputs from Reviewing and Approving the Change Management Plan in Collaboration with Project Leadership?
Change Management Plan (approved)
What is the purpose of Developing Feedback Mechanisms to Monitor Performance to Plan?
To enable adjustments of the plan in response to performance
What are some informal sources to note when Developing Feedback Mechanisms to Monitor Performance to Plan?
Conversations, email responses, information-sharing forums
What are the inputs to Developing Feedback Mechanisms to Monitor Performance to Plan?
- Communications Plan
- Learning and Development Plan
- Measurement and Benefit Realization Plan
- Project Schedule and Plan
- Stakeholder Engagement Plan
What are the outputs from Developing Feedback Mechanisms to Monitor Performance to Plan?
Communications Plan (updated)
Learning and Development Plan (updated)
Measurement and Benefit Realization Plan (updated)
Stakeholder Engagement Plan (updated)
