KIMSY CONSULTING | CHANGE MANAGEMENT

Implementing Change

There isn't any change in organizations without impact - on its culture and on individuals. When it comes to change or to adjust organizational patterns, for instance due to implementing means of business process reengineering, people need to get encouraged and trained accordingly and communication needs to get intensified for adopting the outcomes of change initiatives.
Changes within an organization can only be deployed step by step. Our experienced consultants at KIMSY Consulting provide the methodology and instruments that organizations and individuals alike need in order to implement change successfully.
Change must have a purpose with which staff identifies. For a successful change initiative it's vital that there is a concise and common understanding within the change project team that all employees are getting prepared and trained adequately to make the efforts it takes to move away from current behavioural patterns and operations.
Besides communicating a clear vision to people, especially to those who are most likely to resist the change, it's also important to put corresponding change approval policies in place and to visualize change impacts to everybody. According to our client's organizational needs and requirements we tailor the right set of solutions for their particular change initiatives, ensuring that clients build up the internal capabilities needed to manage change successfully. KIMSY Consulting provides:

CHANGE MANAGEMENT EXPERTISE

Strong understanding of Change Management methodologies (e.g. Conceptualization, Analysis, and CM Introduction) as well as of Project Management processes and standards

SINGLE POINT OF CONTACT

We take your CM project from concept through final implementation, by interfacing with all areas affected by the project including Senior Management, Project Sponsor, IT Infrastructure, etc.

BEST PRACTICES

We facilitate change, whether indicated by corporate needs, market or regulatory requirements while building credibility with Leadership, Team Members and Business

Creating and establishing Change Management frameworks, standards and governance processes to drive change initiatives. By leveraging change management and organizational design practices KIMSY Consulting ensures that change results are getting properly adopted and benefits appropriately realized.

Developing & Implementing a Change Management Roadmap

Governance involves setting policies for how change will be managed. We support overseeing the Change Management Plan of your project to ensure that it is carried out effectively. Besides we make sure that the Project Management for organizational Change Initiatives is performed in an effective manner and is planned, evaluated, authorized, prioritized, documented, communicated and implemented accordingly - also for implementing required adjustments to take advantage of opportunities.

CHANGE MANAGEMENT IN PROJECTS

Phase I

Check-Up, Assessment & Planning

Conducting change readiness assessment

Identification of potential risks for resistance as well as development of plans to intervene

Facilitating and writing Risk Assessment and Risk Management Plans

Identifying and recommending suitable communication strategies for stakeholders and project team members

Developing specific plan to mitigate or address the concerns of project team members regarding CM implementation

Planning for organizational transitions and stakeholder engagement

Planning the management of required communication activities related to the proposed change activities

Supporting resource planning and acquisition of project management team

Developing project strategies and plans, including stakeholder assessment, leadership alignment and capability transfer

Planning the communications and training approaches

Discussing challenges, problems and issues the change management and the project management team are about to face and propose solutions for resolutions

Proposing organizational solutions and improvements

Outlining the change strategy

Phase II

Execution

Implementing the change strategy, according to change management plan

Planning the change strategy

Defining, drafting and presenting the change management strategy plan

Defining change management roles and responsibilities

Setting up change control board

Formulating change request process for effectively submitting, evaluating, authorizing and controlling the change requests

Creating Change Request forms and issue tracking/change request relevant documents, along with respective documentations

Creating Change Log document (or change log database) and starting with consistent data entry

Handling and logging change requests from project stakeholders

Overseeing and managing the quality of the change management deliverables

Monitoring and actively managing risks and issues related to all aspects of project management and change management plan

Providing Change leadership coaching and support for project managers, including training, awareness and adoption

Establishing appropriate training for supporting project managers

Addressing project challenges including overcoming resistance, empowering strong change initiative supporter and intensifying stakeholder communication

Contributing to planning, executing and controlling a project to ensure the project is delivered to scope and meets time, cost and quality objectives

Supporting project team administrative functions including meeting scheduling, issue tracking, reporting to steering committee, etc.

Ensuring project goals are met and plans are executed accordingly by working with numerous internal resources/staff

Mentoring and supporting project team members

Phase III

Monitoring & Readjusting

Overseeing project team execution in accordance with project plans, tools and methods

Monitoring and evaluating change tactic effectiveness

Adjusting and conducting re-assessment of resistance factors throughout the project

Analyzing submitted change requests throughout the project’s life-cycle, ensuring QM for change control process as well as for change management process

Conducting preliminary analysis on the impact of of the change, concerning risk, cost, schedule, and scope

Evaluating results and effectiveness of requested changes (project manager, project team, requestor for changes)

Discussing challenges, problems and issues along the execution of Change Management activities and project plan

Coordinating with the program’s project managers to re-align and adjust execution on change management and communication processes and activities

Ensuring that issues and impacts on structures, roles, responsibilities and competencies with functional areas are aligned with re-adjusted CM plan

Analysing and re-adjusting project communications strategy, approach and plan

Re-aligning the execution of change management strategy and project plan, if applicable

CHANGE MANAGEMENT IN ORGANIZATIONS

Phase I

Check-Up, Assessment & Planning

Sponsorship Assessment
Stakeholder Assessment
Assessing Change Readiness
Analyzing client environment
Conducting Organizational Impact Assessment
Outlining change benefits and expected outcomes of change initiatives that drive stakeholders towards adoption
Conducting Stakeholder Communications Planning
Developing Change Adoption Plan
Developing Resistance Management Planning
Ensuring that risks and impacts associated with change are well defined and documented
Defining change metrics for the project (for measuring change effectiveness)
Developing short and long-term goals, KPIs, and objectives
Developing comprehensive change management plans to support complex change initiatives
Establishing and promoting an organizational change management framework and methodology
Developing Strategy Deployment Initiatives

Phase II

Execution

Overseeing and rolling out consistent organizational change management process
Coordinating contributing, design and implementing risk management strategies and programs
Advising on stakeholder engagement
Coordinating project and process changes with all relevant departments (Engineering, Operations, Purchasing, Compliance, Business Units, etc.)
Managing the implementation of redesigned business processes
Executing process improvement initiatives to improve the efficiency of operations by working with stakeholders for across the product development process
Supporting strategy deployment initiatives by providing oversight, tracking and reporting
Working closely with IT Directors, Business Relationship Managers as well as IT Project Managers to keep alignment
Monitoring and tracking project progress, and leading project team to successful on-time and on-budget delivery of project
Establishing and promoting a training delivery framework and supporting appropriate tools and processes

Phase III

Monitoring & Readjusting

Overseeing change management plan execution in accordance with goals, gained benefits, project plans, tools and methods
Establishing Quality Management System for monitoring on execution of CM strategy (non-conforming, deviation, internal audit, etc.) for potential changes and to measure effectiveness of Change Control
Reviewing requests for changes and determining form, fit and function related to regulatory requirements
Monitoring change metrics for the change management initiative (for measuring change effectiveness)
Monitoring the status of risk assessments, providing further insights and reports on the overall performance of the Change Management Program
Coordinating with the program’s project managers to re-align and adjust program on change management and communication standards, processes and activities
Re-adjusting the execution of change management strategy, change management plan and organizational alignments
Establishing transition plans for impacted employees

COACHING

Implementing new business strategies or just rolling out and introducing a new corporate communication IT-system implies potential major risks of failure when not accompanied with respective change management initiatives.
Successful change requires people to adopt to new concepts, processes and technologies in order to improve and achieve further benefits. As a result, strategic visions, new technologies, and even perfect project planning can only get you half the way in reaching your desired goals. A key element in building commitment to the changes associated with a project is effective communication between the project team and the stakeholders and people impacted by the change. To prevent generating high levels of anxiety and reduced productivity from happen on the side of affected individuals, coaching and counseling can provide support. Coaching and counseling is an effective way to bring all the involved people and stakeholders with their different mindsets and attitudes towards change management initiatives together - in ways that reduce concerns, but result in quick wins and deliver longterm project success.
It is the key to making sure the desired outcomes go in line with an understanding for situation awareness, strong adoption of change management approach and true conversion of current processes.

The coaching approach of KIMSY Consulting to change management projects reduces risks and shapes the outcomes of change by identifying organizational processes, technologies and people that must be involved in transition. Our coaching methodology aims for helping an organization's employees to accept and embrace changes in their future operating environment by increasing their participation and support for the change management initiative.

Employee-focused and development-oriented Coaching

Establishing change within an organisation concentrating on employee development as well as on behavioural and culture change through Coaching as a key enabler:

Preparing to transition the workforce

Creating and conducting the coaching and training sessions providing direct support and coaching to employee-facing managers and business leaders

...

ASSESSMENT

Measuring and Monitoring Change Readiness

Conducting Change Readiness and Impact Assessments

Questionnaires and Surveys
Assessment Workshops (conducted in-person or online)
Utilizing Focus Groups
Gathering Contextual Stories
Gathering Findings on Organizational Performance and on adjustment needs
Analysing Communications and Business Processes Effectiveness
Conducting Interviews (e.g. on personal transition plans for impacted employees and other impacted audience groups)

ASSESSMENT

Assessing how a change will impact business processes and organizational design

Developing and conducting needs assessments and surveys

Conducting readiness assessments, evaluating results & presenting findings

Conducting readiness assessments on communication plan, sponsor roadmap, stakeholder assessment, training plan and resistance management plan

Assessment Roadmap

Identification on the level of preparedness for a change initiative

Change Impact – What areas will be impacted, how much, and how jobs and people will be affected
Stakeholder Involvement – Which parties will be directly involved, indirectly involved, and impacted
Risk Assessment – What are the risks of changing versus not changing, and how to manage risk
Cultural Impact – Whether or how much the culture of the organization will be transformed
Training – How much employee training and onboarding will be required
Assessment of communications and business processes for effectiveness
Conducting random sample interviews with individuals of impacted audience groups (e.g. on personal transition plans)

What to assess?

List of Factors to Assess:

Culture and values of the addressed and impacted audience group
Capacity for change (what level and volume of change is already taking place or has recently taken place)
Level of willingness and awareness to support the change within an organization
Level of acceptance and willingness of senior management and project sponsors to support, to budget and to back respective change projects
Level of readiness for the transition (concerning effort to update procedures, policies, job aids, etc.)
Divergent managerial styles and leadership habits of management within an organization
Positive or negative effects of previous change initiatives and conducted internal business process related projects
Plans for organizational changes and change management initiatives that have been set out but not carried out, yet
Expectations of senior management and (short term) business goals as well as corporate financial target-settings and performance KPIs
Level of proficiency, knowledge, experience and skill-set of addressed and involved audience groups
Already confirmed/agreed career and transition plans or HR-related future plans for particular staff, concerning impacted employees
Level of sufficiency and aptitude of IT-infrastructure for supporting efficient change processes and change measurement delivery

BUSINESS TRANSFORMATION

Some of the major reasons and obstacles why organizations fail to deliver on the promise of change initiatives are:

Lack of a clear change strategy or adoption of industry best practices
Lack of awareness of targeted audience group (including management, leaders, employees and external stakeholders)
Lack of communication plan and poorly established communications processes
Misconception and poorly designed business processes going along with change
Subpar-style defined internal processes that slow down response and resolution times
Resistance to change due to diverging organizational and group culture value-systems, concerning norms, vision, beliefs, expectations, assumptions and leadership habits (e.g. divergent culture, beliefs and values among staff, between business units, within departments, across management levels or amongst involved business partners)
Expectations of investors or senior management and (short term) business goals (e.g. given corporate target-settings) often do not stay in accordance with change-goals, resulting in a lower level of acceptance for change initiatives on the part of impacted audience groups
Lack of training programs or insufficiently conducted training measures, intended for (re-)educating and upskilling staff
Lack of transition plans for impacted employees
Insufficient measures of success and lack of change initiative analytics to ensure organizational performance measurements
Inadequate or insufficient IT-infrastructure for enabling and supporting efficient change processes and change measurement delivery

KIMSY Consulting provides guidance and advice to organizations that help in transforming their business processes and infrastructure in a better way besides improving internal communications for better adopting change procedures. Our approach is to implement change in a less disruptive, but efficient and effective manner.

Developing and carrying out strategic change deployment initiatives; providing oversight, tracking, reporting and analytics
Establishing and promoting organizational change management frameworks and methodologies, ensuring that changes are getting properly adopted and the benefit appropriately realized
Developing, adjusting and adapting business processes and communication maps for facilitating a clearer and more consistent communication
Collaboration support of project team members and management involved in the organizational change
Encouraging personal development by various means of coaching and learning opportunities
Overseeing and rolling out consistent organizational change management processes
Developing transition plans for impacted employees