Change Management Playbook - Washington

Change Management Playbook

State of Washington, Human Resources Community Governance

Table of Contents

OVERVIEW ............................................................................................................................................... 5

WHY THIS PLAYBOOK EXISTS.........................................................................................................................................5 WHO SHOULD USE THIS PLAYBOOK ..............................................................................................................................5 HOW AND WHEN TO USE THIS PLAYBOOK ....................................................................................................................5 TYPICAL TIMELINE..........................................................................................................................................................5

STEP 1 | PREPARE FOR CHANGE ................................................................................................................... 6

BUILD YOUR CHANGE TEAM ..........................................................................................................................................6 DEFINE THE CHANGE ..................................................................................................................................................... 7 CHANGE LEVEL ASSESSMENT ......................................................................................................................................... 7 DESIGN YOUR SPONSORSHIP.........................................................................................................................................8 ASSESS YOUR ORGANIZATION AND RISKS ......................................................................................................................9 IDENTIFY RESOURCE NEEDS ......................................................................................................................................... 11 CHECK AND ADJUST PLAN........................................................................................................................................... 11 PLAN TO CELEBRATE SUCCESS......................................................................................................................................12 LEADERSHIP REFLECTION WAYPOINT ............................................................................................................................ 13

STEP 2 | MANAGE CHANGE........................................................................................................................15

DEVELOP COMMUNICATIONS PLAN.............................................................................................................................. 15 DEVELOP SPONSOR PLAN............................................................................................................................................ 17 DEVELOP COACHING PLAN .......................................................................................................................................... 17 DEVELOP TRAINING PLAN............................................................................................................................................ 17 REVIEW AND REFINE CHECK AND ADJUST PLAN ........................................................................................................... 18 LEADERSHIP REFLECTION WAYPOINT ............................................................................................................................ 18

STEP 3 | REINFORCE CHANGE .................................................................................................................... 19

GATHER AND ANALYZE FEEDBACK................................................................................................................................19 MONITOR AND ADJUST COMMUNICATIONS ................................................................................................................. 19 IMPLEMENT RESISTANCE MANAGEMENT ....................................................................................................................... 19 CELEBRATE SUCCESSES.................................................................................................................................................20 LEADERSHIP REFLECTION WAYPOINT ............................................................................................................................20

OFM Change Management Playbook

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OFM Change Management Playbook

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Overview

Why This Playbook Exists

Change management is the art and science of managing the people side of change. An organization could identify a logical and critically-important change, have the support of a terrific leadership team, and have an ace project manager enlisted to make the change happen, and yet that change would still be at risk of failing implementation. Why? Because change happens one person at a time, and if we forget to understand, anticipate, and plan for the reactions that individuals are likely to have, we will fail more often than not.

With that in mind, this playbook provides a simple, proven, and easy-to-follow change management methodology for your HR Subcommittees to use as they identify and implement changes for the HR community.

Who Should Use This Playbook

This playbook is designed for use by any Washington State agency. It is designed to be used in conjunction with involved leadership and strong project management--without these elements, change management is likely to fail.

How and When to Use This Playbook

This methodology is intended to help manage the people side of change, and therefore should only be used when: > The change affects a significant number of people, and > The change changes the daily work of those people in some way.

Changes that do not directly affect workers, or that affect them rarely, may not require such a rigorous approach to change management.

Typical Timeline

The change management approach spelled out in this playbook includes three distinct phases: preparing for change, managing change, and reinforcing change. It is reasonable to estimate three months for the typical "preparing for change" phase of work, if the committee has sufficient availability and resources to do the work in a timely manner. The remaining two phases depend largely upon the complexity of the change and the project management timeline. It is not unusual for "reinforcing change" on complex projects to be measured in years, not months.

OFM Change Management Playbook

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