Change Management Overview - Office Relocations

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CHANGE MANAGEMENT OVERVIEWOffice Relocation


Presented by:

MISTY KHAN (Advena Artemis LLC)

Thursday, September 22nd, 2016


• Why is Change Management needed?

• Main components of Change Management

• Stakeholder Analysis

• Communication Plan

• Training Plan

• Evaluating Success

CHANGE MANAGEMENT OFFICE RELOCATION OVERVIEW TOPICS


What factors lead to difficult office relocations?

WHY IS CM NEEDED?

“Moving your company’s office can be hazardous to your financial health, if you are not prepared for what lies ahead. …mistakes are costly in terms of both out-of-pocket dollars and lost productivity”

… Jeff Garver, Rigel Direct

Poor Stakeholder Evaluation

Poor Communication

Unanticipated Work Habits

Lack of Training

Improper Expectations

Poor Internal Marketing

Unfamiliar Surroundings

People Hate Change

!


Perception is not

always reality…

Components of CM

Stakeholders Analysis


- Stakeholder Analysis report and metrics

- Project messaging/branding intelligence and Communication plan draft

- Change Impact Assessment and Risk Mitigation plan drafts

- Identify representative stakeholders to participate in interviews

- Send introduction email to stakeholders

- Schedule and conduct stakeholder interviews*

- Amalgamate and analyze data from interviews

*About the stakeholder interviews:Format: One on one, informal and confidential to encourage candid feedbackContent: 15 pre-set questions, most consistent, some vary depending on job functionRoster: A representative sample of stakeholders across organization and job levelsDuration: 20 – 45 minutes depending on interviewee

- Create good will and create sense of project ownership

- Uncover project risks and potential mitigation strategy

- Discover effective/ineffective messaging and communication preferences

- Define success using SMART philosophy

Stakeholders Analysis

WHY?

HOW?

WHAT?

Components of CM


Organization Key Influencer Impact Favorability* Risks Mitigation

Identify

stakeholder groups

Identify key

influencers &

rank

Populate level of

impact caused by

change on group

Classify support level

for the change

within groups

Identify risks to change

success for each group

Brainstorm mitigation

strategies for risks

Finance & Accounting John Doe High Supportive Tax season Plan move and lease renewal

date accordingly

Operations Jane Doe High Neutral Equipment power req. Negotiate proper power

accommodations

Sales & Marketing Dave Smith Moderate Unsupportive Client loss Review AR, survey clients

HR Sara Smith Moderate Neutral Sensitive data and discussions

require privacy

Proper security protocol and

private workspace

Legal Pat Johnson Low Neutral Sensitive data Proper security protocol and

privacy screens

Stakeholders Analysis / Risk Matrix

Components of CM


Communication Plan

• Fear stakeholders will not embrace

• Leads to information void

… filled with misinformation

UNDER

COMMUNICATION

• Scare off stakeholders with negative imagery

…that never comes to pass

• Over promise

…leading to disappointment at under delivery

Components of CM

OVER

COMMUNICATION


Components of CMCommunication Plan

Media Frequency Format

How will we communicate?


Weekly relocation

Team meeting

Quarterly StakeholderBriefing

Bi-weekly Huddle Call

Weekly BlogStatus Report

Bi-weekly EmailStatus Report

Real Time Intranet Relocation Page

Daily Team Huddle

Real Time SharePoint Relocation Page


Communication Plan

• Engenders positive sentiment

• Fosters team work / comradery

• Identifies relocation communication

RELOCATION

BRANDING

• Formulated from stakeholder interviews

• Determines how relocation will be receivedRELOCATION

MESSAGING

Components of CM


Training Plan

Inadequate training is frequently sited as one of the

main reasons for unsuccessful transition…

Components of CM

ARE YOU OPTIMIZING VALUE FOR?

• New A/V equipment

• Huddle spaces & conference rooms

• Collaborative workspace (etiquette)

• Furniture functionality (ergonomics)

• Facilities (request protocol)

How does this thing

work?

Speaker phone or headset?


Training Plan

EXECUTIVE TRAINING

• Schedule work force for

training/ briefing

• Conduct training

• Publish and announce

reference guides

• Assess training success

• Refresher training as

needed

DETERMINE TRAINING NEEDS

• As is/To be process gap

analysis

• Develop training needs

list based on gaps

• Determine training

medium

• Decide who will

conduct training

DEVELOPTRAINING

• Develop training

curriculum/ reference

guides

• Train the Trainer

• Communicate training

plan to responsible

management

Components of CM


What does success look like?

Define

success.

Determine

metrics to

measure

success

Develop

Communication

Medium

Post transition

survey,

Lessons Learned,

Punch ListThink SMART

Meaningful to all SHs

Visible & easily

interpreted

Evaluating Success


Questions


Advena Artemis [email protected]

http://mistykhan.com346.704.0035

Contact Us

mailto:[email protected]

http://advenaartemis.com/

Change Management Overview - Office Relocations

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