1 Prosci change management webinar Integrating change management and project management The slides, PDF file of the slides, the one page handout and the contained content are designed for use with participation in the © Prosci Inc. All rights reserved. 1www.change-management.com webinar@prosci.com contained content are designed for use with participation in the webinar. Reproduction and distribution without permission are prohibited. If you are interested in distributing this information in your organization, please contact an Account Manager at license@prosci.com or +1-970-203-9332. Our value proposition: To help organizations build their own internal change management competencies through the development and delivery of tools and methodologies Oiil About Prosci ® Webinar purpose: • Educational • Thought provoking •Insi g hts into new develo p ment About Prosci ® webinars O ur pr i nc i p l es: Research-based | Holistic | Easy-to-use Prosci by the numbers: 7 14 66% 2600+ 9000+ 63,000+ Longitudinal studies Years of research Fortune 500 companies Research participants Certified practitioners Registered members gp • New ideas, phraseology, language, and frameworks • Give you at least one hour per week to think about change management Tools or downloads referenced in this free webinar are for webinar educational purposes; reproduction or distribution of these tools in your organization will require additional steps on your part. © Prosci Inc. All rights reserved. www.change-management.com 2 Prosci’s target audiences: • Change management specialists • Project teams and leaders • Executives and senior leaders • Managers and supervisors Prosci’s channels: • Published products and tools • Web-based tools and applications • Face-to-face training • Train-the-Trainer 63,000+ Registered members Contact: Telephone Support: +1-970-203-9332 Email Support: webinar@prosci.com Webinars are presented by Prosci and the Change Management Learning Center 2 Agenda • Foundation – Unified value p ro p osition pp • Dimensions of integration – People – Process Tools – Tools – Methodologies – *Results and outcomes* © Prosci Inc. All rights reserved. 3www.change-management.com Playing field for change Strategic Problems or opportunities Technology advancements Market and Change catalysts Regulation or legislation Prioritization and selection planning Market and economic shifts Change launch (projects, initiatives, transformations, etc) 4 Structure and governance of change (playing field) Current Transition Future Change 1 © Prosci Inc. All rights reserved. www.change-management.com Current Transition Future Current Transition Future Current Transition Future Current Transition Future 3 Change management, project management and “the change” The “technical side” – The application of knowledge skills tools Current Transition Future Project management “The change” – Improving the performance and position of the organization by moving from a current state to a future state and changing how work is done application of knowledge , skills , tools and techniques to project activities to meet project requirements © Prosci Inc. All rights reserved. www.change-management.com 5 Change management The “people side” – The process, tools and techniques to manage the people side of change to achieve the required business outcome Project management Unified value proposition Solution is designed, developed and delivered effectively Current Transition Future Change management (Technical side) Solution is embraced, adopted and used proficiently (People side) + © Prosci Inc. All rights reserved. www.change-management.com 6 (People side) = SUCCESS Complementary disciplines with a common objective 4 Project management Project management Current Transition Future Change management The application of knowledge, skills, tools and techniques to project activities to meet project requirements. © Prosci Inc. All rights reserved. 7www.change-management.com Project management process Initiation Process groups defined in the Planning Executing defined in the Project Management Institute’s PMBOK® More iterati e Monitoring and controlling Closing © Prosci Inc. All rights reserved. 8www.change-management.com More iterati v e , less linear in application 5 Project management tools • Statement of work • Project charte r • Business case • Work breakdown structure • Budget estimations • Resource allocation • Schedule/tracking © Prosci Inc. All rights reserved. 9www.change-management.com Change management Project management Current Transition Future Change management The application of the set of tools, processes, skills and principles for managing the people side of change to achieve the required outcomes of a change project or initiative © Prosci Inc. All rights reserved. 10www.change-management.com 6 Change management process OrganizationalOrganizational Prosci’s 3-Phase Process IndividualIndividual Phase 1 – Preparing for change Phase 2 – Managing change Phase 3 – Reinforcing change Prosci’s ADKAR ® Model A wareness TM © Prosci Inc. All rights reserved. 11www.change-management.com A wareness Desire Knowledge Ability Reinforcement ® Change management tools • Individual change model Rdi • R ea di ness assessment • Communication plans • Sponsor roadmaps • Coaching plans • Trainin g p lans gp • Resistance management • Reinforcement mechanisms © Prosci Inc. All rights reserved. 12www.change-management.com 7 Both change management and project management… • are applied to various types of changes: • are scaled to meet the specifics of the change: types of changes: specifics of the change: – Project management: complexity and degree of technical change Current Transition Future Current Transition Future – Change management: characteristics of change, attributes of organization, degree of “people” change © Prosci Inc. All rights reserved. www.change-management.com 13 Current Transition Future Current Transition Future Comparing project management and change management PM CM PM CM PM CM Defines the change that is needed Follows a structured process Draw upon a full set of tools Is scaled and customized to the specific change Requires unique competencies Should be accountable for delivering business results Is done primarily by the tea m Is done by leaders throughout the organization Is typically resourced for on projects © Prosci Inc. All rights reserved. www.change-management.com 14 8 Integrating change management and project management l Peop l e Process Tools © Prosci Inc. All rights reserved. www.change-management.com 15 Tools Methodologies Integrating: People dimension Team structure A Team structure B Other structure 10% * 2009 study data Sponsor Project team CM Sponsor Project team CM Team Structure A advanta g es Team Structure B advantages Team Structure A 62% Team Structure B 28% © Prosci Inc. All rights reserved. www.change-management.com 16 g • Increased project knowledge • Part of the team • Integrated responsibilities • Increased credibility • Ease of communication • Access to leadership • Objectivity • Different scopes • Enterprise approach • Different skill sets • Status elevation 9 Tactics for engaging project teams in change management 1 Work collaborativel y 4 Make change management “real” to the p ro j ect tea m 4 Make change management “real” to the p ro j ect tea m 1 Work collaborativel y 1 Work collaborativel y 1 Work collaborativel y 1 y (bidirectional) 2 Make a compelling case for the value of change mgmt id i i d pj 5 Integrate change management activities in to the project plan 6 Leverage sponsor involvement 7 Communicate pj 5 Integrate change management activities in to the project plan 6 Leverage sponsor involvement 7 Communicate 1 y (bidirectional) 1 y (bidirectional) 2 Make a compelling case for the value of change mgmt 1 y (bidirectional) 2 Make a compelling case for the value of change mgmt id i i d © Prosci Inc. All rights reserved. www.change-management.com 17 3 Prov id e tra i n i ng an d education 8 Document roles and responsibilities * From Prosci’s Best Practices in Change Management benchmarking report 8 Document roles and responsibilities 3 Prov id e tra i n i ng an d education Integrating: Process dimension • “Technical side” activities + “People side” activities – Sequencing work – Aligning timing – Exchanging information PM © Prosci Inc. All rights reserved. www.change-management.com 18 PM CM PM CM PM CM 10 Process-driven approach to change management enables integration Scope project Plan project Design and develop solution Deploy solution Phase 1: Phase 2: Phase 3: Initiate project Design, develop and deliver a solution that is embraced, adopted and used proficiently © Prosci Inc. All rights reserved. www.change-management.com 19 Preparing for change Managing change Reinforcing change Integrating change management and project management activities Project management activities Change management activities Initiate project Scope project Conduct readiness assessments and impact analysis Identify and begin building sponsor coalition Plan project Design solution Identify and begin building sponsor coalition Select and prepare change management team Identify and address anticipated resistance Communicate why change is happening (sponsors) Prepare and equip managers and supervisors Launch group and coaching sessions Establish objectives Document approach Define team and budget requirements Benchmark and gather data Generate ideas and select concepts Continue communications and sponsorship activities © Prosci Inc. All rights reserved. www.change-management.com 20 Develop solution Launch group and coaching sessions Reinforce key messages (sponsors) Identify training requirements and develop training Continue communications and sponsorship activities Model solutions Document requirements Evaluate alternatives Architect solution Continue communications, sponsorship and coaching activities [...]... rights reserved www .change- management. com Execution of activities Time 26 13 Integrating change management and project management l People Process Results and outcomes Tools Methodologies © Prosci Inc All rights reserved www .change- management. com 27 Integrating: Results and outcomes Project management: Solution designed, developed and delivered • • • • Benefit realization Results and outcomes Lower costs... descriptions, checklists and tools, visit www .change- management. com/bookstore.htm for ordering information • Resources for developing change management plan – Change Management Toolkit ($389) • Change management principles, process, templates and checklists in an easyto-use 3-ring binder with electronic files on USB or CD • www .change- management. com /change- management- toolkit.htm – Change Management Pilot Pro... there risks from “hardwiring” PM and CM methodologies? © Prosci Inc All rights reserved www .change- management. com 29 Evaluate your organizational maturity High Project Management Maturity Low Low High Change Management Maturity © Prosci Inc All rights reserved www .change- management. com 30 15 Can someone be both a change manager and a project manager? • Practically: on a project j • Metaphysically: a sense... responsibilities during the project © Prosci Inc All rights reserved www .change- management. com 31 When do they both end? By definition, a project has a defined beginning and a g g defined end PM PM PM Current Transition CM CM Future Is project management done when the project ends? Does change have a defined end? Does change management have a defined end? © Prosci Inc All rights reserved www .change- management. com... management activities * From Prosci s Best Practices in Change Management benchmarking study • Focused on reactive fire fighting • Time wasted playing “catch up” • Revisit and revise project design © Prosci Inc All rights reserved www .change- management. com 23 Integrating: Tools dimension Project Management tools Change Management tools Statement of work Individual change model Project charter Readiness... portfolio of change and building change management competencies throughout the organization • Change Portfolio Toolkit ($800) – A structured approach and set of tools for bringing clarity to the portfolio of change Use Change Scorecards, the Group Impact Matrix, Change Heat Maps and the Portfolio Dashboard to better understand and manage the portfolio of change in the organization • www .change- management. com/portfolio-toolkit.htm... 1 and Level 2 activities © Prosci Inc All rights reserved www .change- management. com 21 When should change management begin? Project initiation P j t i iti ti Participants favored starting change management during project initiation (82%) or planning (14%) Project planning Project design Project implementation When did you start CM activities this time? When would you start CM activities next time? Project. .. managing the people side of change – www .change- management. com/ttt/index.htm Courses you can teach following TTT: • Prosci' s 3-day program for change management practitioners and project team members • Prosci' s 1-day coaching program for managers and supervisors • Prosci' s 4 to 6-hour sponsor program for executives and senior leaders • Prosci' s 1-day primer for front line Prosci s 1 day front-line employees... Contact a Prosci Account Manager at +1-970-203-9332 or changemanagement @prosci. com to discuss your change management needs and how Prosci' s research-based, holistic, easyto-use solutions can work for you © Prosci Inc All rights reserved www .change- management. com 43 The slides, PDF file of the slides, the one page handout and the contained content are designed for use with participation in the webinar. .. benchmarking study and previous studies • Lessons-learned and findings from 650 participants from 62 countries • www .change- management. com/best-practices-report.htm • 2012 edition available March 2012 – Change management: the people side of change ($18.95) • Introduction to and foundation in managing the people side of change • www.amazon.com and search for change management – ADKAR: A model for change in . 1 Prosci change management webinar Integrating change management and project management The slides, PDF file of the slides, the one page handout and. change Managing change Reinforcing change Integrating change management and project management activities Project management activities Change management activities Initiate project Scope project Conduct