webinar 02062016 change management & governance
TRANSCRIPT
Change Management & GovernanceWebinar – 02.06.2016
Session Info
So you KNOW you need to put something in place, but
you have no idea where to start?
In this webinar I'll share some practical knowledge on achieving this - as we have
more than enough theory out there on this subject.
- What is Change Management, what should Governance cover?
- How to document this and understanding why you need to do what.
Equipped with these tips and tricks - you'll go back to work - excited to put your
Change Management Plan in place AND you'll understand the WHAT and the
WHY.
All new solutions, regardless of how small, results in
change. Change management is a systematic approach
to dealing with change, both from the perspective of an
organization and on the individual level.
When this is done successfully, employees are involved
in and support the change process, take ownership and
eventually work together to reach the common business
goal and objective.
The only difference
between BIG words
and small words is the font
size.
Methodology
Theory
• Awareness of the need to changeA
• Desire to participate and support the changeD
• Knowledge on how to changeK
• Ability to implement required skills and behavioursA
• Reinforcement to sustain the changeR
Approach - Project Change Management Method
The following is a high level overview of the PROSCI Change Management
Methodology, based on the ADKAR model as well as the application thereof:
Prepare for change
Define the strategy
Prepare team
Manage the change
Develop Schedule
Implement Schedule
Reinforce the change
Collect and Analyse Feedback
Diagnose Gaps and manage resistance
Implement corrective actions and celebrate successes
How do we apply this?
Practical
Prepare for the change
1. Define the Strategy
2. Prepare The Team
The first thing that should happen is to plan the strategy.
Without this any future effort or resources spent will be futile.
• Change Management Plan
• Governance Plan
Planning!!
Manage the Change
1. Develop Schedule
2. Implement Schedule
• Change Management Plan
• Governance Plan
• Action the changes
Doing!!
• Document and finalize the
strategy
• Communicate the strategy
• Start doing what you planned
Reinforce the Change
1. Collect / Analyse Feedback
2. Diagnose Gaps / Manage
resistance
3. Implement Corrective
Actions / Celebrate
Successes
• Surveys
• Communication
• Measurement / Tools??
• Support Procedures
What does this
really mean?
• Develop
• Implement
• Feedback
• Gaps
• Define
• Prepare
• Corrective
• Preventive
Act Plan
DoCheck
Let’s talk about
the basics
Governance
Communication
Training
Feedback
Support
Measurement
What should the Change Management Plan /
Governance Framework include?o Communication Strategy / Plan
o Training Strategy / Plan
o Permissions Plan / Business Rules
o Governance Plan for Users / Technical
o Launch Strategy for existing as well as new solutions
o Feedback / Support Mechanism
o Feature requests – determining of priority / ROI
o Roles & responsibilities / Stakeholders
At GT Consult we know how important
it is to look at the
bigger picture
Simply training users in SharePoint does not ensure successful projects, user adoption or empowered
users. Downloading the Governance Plan template and completing the generics, won’t deliver that either.
i DA PT
Key Services
Change Management
The Academy follows the PROSCI / ADKAR approach to
Change Management to ensure results, but what’s
important, is that we’re not all about methodology and
theory. We believe in what we’re doing – and why. It’s
about being practical – and making sure that what you
apply, makes sense to your business. We don’t do things
just to “tick boxes”. If we don’t see the benefit of doing
something – there’s no doing it.
Governance
Deliverable 1 Preparation Workshop (Induction)Training for Project Team (5days – 8 users)
Deliverable 2 Training and Plan (Approach & Schedule)Communications Plan (Approach & Schedule)Launch templates for promotion & communications
Deliverable 3 Change Management PlanDeliverable 4 Permissions Plan
Governance PlanDeliverable 5 File Plan
ROI & Solutions RegisterInduction Manual to IntranetMaturity Model
Below are package deals we offer to help small, medium and
large enterprises develop and instil their Governance
Frameworks.
Coaching and Mentoring
We aim to introduce our clients to the attitude, knowledge,
and skills necessary to be successful employees, managers
and eventually leaders in their respective environments. By
investing the time, we are ensuring that our clients /
students become “lifelong learners”. Coaching is all
about ensuring the deliverance of short term goals –
“things”, but Mentoring is what we pride ourselves in. This
is where we build the relationships and trust, this is all
about you – “the people”.
User Adoption
User Adoption is not achieved by just training or handing
out chocolates and balloons. Achieving user adoption
requires user friendly solutions, relevant training, timeous
communication and continued support.
The Academy offers Launch Packages which include the following:
Launch strategies
Communication design and planning
Suggestions for promotional gifts / prizes
Design of Quick Reference Guides and Training material
Feedback Mechanisms
Delivering of launch & awareness sessions
Return on Investment (ROI)
Return on Investment (ROI)
Surely one of the most difficult calculations would be the
ROI on SharePoint Solutions and Training. Let us help
you calculate and document your ROI on every solution
– from End User and Super User through to Solutions
which have a much bigger impact. Enabling your End
Users from day 1 to do this calculation, and see the value
they add, will contribute to user buy-in and add to your
ROI bottom line.
Return on Investment (ROI)
A product that supports this initiative is SharePoint Vitals. It
reports on User History, Active Users, Visited Sites, Page Hits, Heat
Map, Site Map and it comes with Top 10 dashboard reports.
The whole idea behind SharePoint Vitals is getting to the details, to
give you better insight as to how users are connecting with your
site. SharePoint Vitals shows you every detail of the users
experience from page load time to time on page and what location
they accessed the site from. Armed with these details you will be
able to better understand the users experience and improve your
SharePoint site.
Job Descriptions
/ Personas
Aligning new job responsibilities to current KPI’s etc. might be a daunting task, but it is one of the most
important tasks that lie ahead. As SharePoint is such a versatile product, using generic Job Descriptions won’t do. The Academy can help you define the necessary roles, as
well as add a fun factor to it by designing personas.
Training
GT Academy follows a systematic, formal training methodology. The Company motto is “Enabling Productivity”, which is why the
Academy’s motto is “Enabling People”. We believe in putting high importance on ensuring that our training focusses on more
than just SharePoint.
An employee equipped with the correct skills, to not only be effective, but efficient as well, will have high levels of
psychological well-being and job satisfaction. Products or solutions cannot fix processes (people do), we KNOW that stand
alone traditional SharePoint training will NOT ensure user adoption.
What are we doing different? All our training includes PC Literacy and Soft Skills Training. This forms the foundation for any training, and sets the scene for successful learning. Below you’ll see the different
modules offered by the Academy (keep in mind that we also develop customized training modules, based on the
client requirement).
SharePoint End User Module 1
SharePoint End User Module 2
SharePoint End User Module 3
SharePoint Super User Module 4
SharePoint Super User Module 5
SharePoint Administration Module 6
SharePoint Administration Module 7
Nintex Forms Module 8
Nintex Workflow Module 9
Microsoft + PC Literacy Module 10
Communicator Module 11
Executive Induction Module 12
Thank YouSpecial thanks to all the mentors in my
life, for always having time for my questions and crazy ideas.
CREDITS
Veronique PALMER
Carl STEIJN
David RANDALL
Quinton VENTER
Bart DE VRIEZE
Francois HUNTER
Lucas VILJOEN
Andre CHAPMAN
Alistair PUGIN
Bradley GELDENHUYS
Dinah COETZER
Jaco CAMPHER
Wouter vd MERWE
Thys FOURIE
Kate ELPHICK
Warren MARKS
Craig TARR
Palesa SIKWANE @tracyvds
About GTconsult
ENABLING PRODUCTIVITY
Thank You!We appreciate the opportunity to provide you with information on how we can help grow productivity in your organization.
Please do not hesitate to reach out to your point of contact for more information:
ENABLING PRODUCTIVITY
Bradley Geldenhuyse: [email protected]
Chelcie Reynoldse: [email protected]
Tracy van der Schyffe: [email protected]