Change Management Process
- 2. An idea without and execution is an illusion The biggest challenge is to implement it Successful change programs begin with targeted results Your level of success is determined by your ability to deliberately alter business practices in a timely and cost effective manner.
- 3. Change is hard We all go through it Change is never sequential Some of us manage our transitions better than others Change impacts different people differently
- 4. Who will I What report to? decisions do I How will my job have to change? make? It‟s how changes will affect you! What‟s ? in it for How will my me? performance be measured? Who will I During times of change, employees focus work What on personal implications of the changes. with? new skills do I need? When will the Why change should I ? impact care? me? How will my Will this change be co-workers be as difficult as the effected? last change?
- 5. Each individual’s needs (and personal consequences for failure) must be analyzed. Your change management plan needs to be that specific. Individuals formulate responses to questions in large part by evaluating their relationship with their boss.
- 6. When Change Initiatives Fail, There Are Tangible Impacts to the Business: Change occurs only after great expense, both financial and human Future change efforts are compromised Destroyed shareholder value Uncontrolled loss of knowledgeable and valuable employees Prolonged, reduced productivity Lost opportunity in the marketplace Poor customer perceptions or worse Customer Attrition
- 8. Change Management “bridges the gap” between the technical and the human sides, and prepares the organization to accept and embrace change. Successful transformations can lead to: Higher morale Increased productivity “Ownership” of new processes and systems Accepted roles and responsibilities Personal Change Management Increased employee knowledge “bridges the gap” between your Reduced re-training emotional and logical side Reduced “post change” support
- 9. Working Metric Capabilities Stages Knowledge Focus Reactive Proactive 0 Accidental Examples Pass/Fail Lucky Lucky 1 Repeatable Concepts Time Safe Occasional 2 Defined Metrics Cost Confident Competitive 3 Managed Responsibilities Robust Sure Aggressive 4 Mastered Vision Scope Automatic Formidable
- 10. Focusing on these practices can help accelerate the change process. Determine organizational readiness & build the business case for change. Develop a compelling vision for change & create a sense of urgency Create a strong guiding coalition of executives & generate stakeholder commitment Establish pervasive communications Align organizational design and performance management systems Build individual and team capacity to change Generate short terms wins, consolidate gains & produce more change Align culture and change process
- 11. The Four Questions What’s changing or what needs to change in your organization? What factors external to your organization are causing you to make these changes (e.g., lost market share, reduced product life, increased competition)? What difficulties have you encountered in making changes? What are your organization’s strengths and weaknesses (highly flexible, dedicated employees/legacy accounting system)?
- 12. • To what extent have you been given reasons for why a significant change was necessary? • To what extent did you feel a sense of urgency about the transition ? • To what extent did your co-workers feel a sense of urgency about the transition? • To what extent do your fellow employees understand the potential benefits of change? • To what extent do managers discuss the linkage between daily activity and the new vision? • To what extent does your manager generate energy and urgency in others to get things done? • To what extent does your manager create a sense of pride and trust in working with him or her? • To what extent are you provided with information about problems (e.g., profits up but market share down? • To what extent are you provided with information about potential problems (e.g., a new competitor is showing signs of becoming more aggressive)? • To what extent are you provided with information about potential opportunities (e.g., through technology or new markets)?
- 13. RATING SCALE Absolutely Top-Notch...........Score 90-100 Does the Job.........................Score 50- 90 Needs Work..........................Score 0- 50 0 20 40 60 80 100 “Needs Work” range “Does the Job” range “Absolutely Top-Notch” range
- 14. The vision, mission, and goals of your organization: a. ...are well defined for individuals. 0 20 40 60 80 100 CEO b. ... are accepted by individuals and used to guide their daily priorities. 0 20 40 60 80 100 CEO
- 15. • To what extent are the workforce‟s ideas and knowledge being tapped to question and test the validity of the proposed methods of operation? • To what extent do you feel you have a real stake in improving your organization‟s performance as opposed to just your narrow job responsibilities? • To what extent do business unit leaders act on criticisms and suggestions for improvement? • To what extent is your input valued for improving your job responsibilities during the transition? • To what extent were you trained on change management concepts and techniques? • To what extent was information about the transition easily understood by every member of the workforce? • To what extent does your manager constantly demand new ideas and perspectives? • To what extent does your manager sustain pressure for topeople achieve more than expected?
- 16. Using every vehicle possible to constantly communicate the new vision and strategies When communicating major change to employees, keep it simple and avoid mission statements and management proclamations – most important, give them the facts; be straight. Introduce the planned change face to face, not through videos, publications or vast, impersonal public meetings. Target supervisors: get senior managers who are involved in the change to brief small groups of supervisors face to face. As a consultant, spend 80% of your time concentrating efforts on supervisors Do briefings in two rounds – first, to explain the change and get supervisors’ reactions and recommendations, second, to explain any modifications of the planned change based on the supervisors’ feedback.
- 17. • To what extent do you feel the organization communicates honestly and openly about the changes going on? • To what extent does information about the status of the business flows freely throughout the organization with minimal filtering? • To what extent does information (business, industry, production, etc.) flow to the right people, at the right time, in the most appropriate/effective medium throughout the organization, without barriers? • To what extent do you have access to the information you needed (daily? in the long run?) • To what extent does useful knowledge and good ideas travel across the organization? • To what extent do business units learn from one another (i.e., reinventing the wheel almost never happened)?
- 18. a. Information about the status of the business flows freely throughout organization with minimal filtering. 0 20 40 60 80 100 CEO b. Your organization’s leaders continuously display decisiveness, consistency, and approachability during times of transition. 0 20 40 60 80 100 CEO
- 19. • To what extent is the design of your job based on the tasks that need to be performed rather than on position descriptions, reporting relationships, and title changes? • To what extent does your organization encourage individuals, regardless of job description, to search for innovation? • To what extent where you briefed on how your job impacts the goals and targets of other department? • To what extent are there lots of planned opportunities for talk with other departments and joint activities? • To what extent do you feel you receive a sufficient amount of feedback from internal and external sources to help you improve what you do? • To what extent does your current performance appraisal and compensation system support/promote the new way for doing work? • To what extent does your current promotion system support/promote the new way? • To what extent do you understand what you must do to satisfy the customer‟s needs?
- 20. a. You can link your individual contributions to satisfaction of client’s needs. 0 20 40 60 80 100 CEO b. Your organization seeks to partner with its clients on product and service conception, design, production, and evaluation. 0 20 40 60 80 100 CEO
- 21. Getting rid of obstacles Skills (Technical, Management, Leadership) Changing systems or structures that undermine the change vision Encouraging risk taking and nontraditional ideas, activities, and actions
- 22. • To what extent do you understand how your department‟s performance is measured? • To what extent is it the “norm” for you to look for problems and opportunities that might impact the success of the transition? • To what extent is there sufficient motivation and rewards (policies, procedures, and methods) for encouraging people to contribute in ways that exceed their job/work descriptions? • To what extent does your organization provide „idea‟ resources for innovation and improvement (industry journal, internet , competitors analysis)? • To what extent were there specific individuals named as change agents for your business unit? • To what extent does the organization focus on the deliberate selection (hire or promotion) and development of people who can embrace and thrive in fast changing environments? •
- 23. Generating short-term wins Planning for visible improvements, or “wins” Create those wins Visibly recognize and reward people who made the wins possible Consolidate gains and producing more change Using increased credibility to change all systems, structures, and policies that don’t fit together and don’t fit the transformation vision Hire, promote, and develop people who can implement the change vision
- 24. • To what extent are you kept abreast of day to day progress during the transition? • To what extent are you able to use the vision to guide the decisions you make on a daily basis? • To what extent are the workforce‟s ideas and knowledge used to question and test the validity of how your department‟s performance would be measured? • To what extent is HR a key element in the success of the transformation? • To what extent are mechanisms in place to assure that new learning was rapidly captured and disseminated throughout the organization? • To what extent are the short-term goals achievable? • To what extent is progress tracked against plans/goals and necessary adjustments made on a real-time basis? • To what extent does your department adapt to unexpected problems and identify workable solutions? • To what extent does your organization acknowledge mistakes fast and attempt to fix them?
- 25. a. The organization is able to execute major and multiple actions quickly and efficiently. 0 20 40 60 80 100 CEO b. Your organization supports the continuous development of individual adaptability skills (e.g., collaboration, communication, and continuous learning). 0 20 40 60 80 100 CEO
- 26. Change sticks only when it becomes “the way we do things around here.” Culture is powerful for three primary reasons (John Kotter) New employees are selected and indoctrinated through culture. Culture exerts itself through the actions of hundreds or thousands of people. All of this happens without much conscious intent and thus is difficult to challenge or even discuss. Two approaches to anchoring changes in an organization’s culture. Actively show people how specific behaviors and attitudes have helped improve performance. Verify that promotion and performance criteria are fostering the next generation of management that personifies the new vision (this takes time). Ask a co-worker to describe your organization’s culture.
- 27. • To what extent is the right data tracked so that gains or improvements could be clearly shown? • To what extent does your organization have a culture that seeks our „difference‟ and embraces challenge and self-critique? • To what extent will lessons learned from this implementation be able to be shared throughout the organization? • To what extent did your organization clearly define how your performance would be measured throughout the transition? (What were those measures?) • To what extent are old work habits confronted, coached, and monitored to ensure that new work habits were the only way for doing business? • To what extent is poor performance confronted, coached, and monitored to instill appropriate behavior?
- 28. 1. Cost vs. Volume growth comparison over the last 3 years - plot total costs ($) vs. total product volume (units, lbs, etc.). I would use a regression analysis to compute the rate of growth (slope) for each. Costs should not be going up as fast as volume. 2. I would separate manufacturing (materials, labor, etc) costs from non-manufacturing (marketing, distribution, legal, etc) costs and perform the same analysis for the last 3 years. Looking to see how the functions (value vs. non-value adding) are accounting for costs in the enterprise. 3. Product cost trend vs. Volume growth analysis for last 3 years. Perform similar analysis to Step 1 for each product line. Need to identify which costs are shared to make comparisons meaningful. 4. I would separate manufacturing (materials, labor, etc) costs from non-manufacturing (marketing, distribution, legal, etc) costs and perform the same analysis for the last 3 years as in step 3.
- 29. 5. Cost structure vs. total cost for last 3 years. Manufacturing and non-manufacturing costs will be plotted as a function of total costs. 6. Cost experience curve - for each product line, calculate unit product cost and chart by year and volume over last 3 years. Did unit product cost go down significantly as product volume went up? How did each product experience curve differ? What explains the differences? Did cost experience curves hold? Why or why not? What is the slope (hopefully downward)? Did the slopes decrease more rapidly as volume increased? 7. Cost variability analysis - use last 3 years to chart production costs by products. Did unit costs vary significantly from one production run to the next? Why? Which product exhibited the most variability in production costs? Why? 8. Value chain analysis, cost variance analysis, etc.