Project Management Change Management Communications Training

Project ManagementChange Management

CommunicationsTraining

Anne Rzegocki, MBA, MBB

EMD MilliporeDivision of Merck KGaA, Darmstadt, Germany

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EMD Millipore

Offers solutions that enable scientists to conduct life science research easily, efficiently and economically.

Offering a broad spectrum of proven tools and technologies dedicated to helping customers succeed in the research, development and production of biotechnology and pharmaceutical drug therapies.

Headquartered in Billerica, MAA division of Merck KGaA., the oldest pharmaceutical and chemical company in the world - dates back to 166860,000 products75,000 employees worldwideTop 3 supplier of tools to the life science industry

Project Management Within EMD Millipore


The Project Management Program Office governs SAP harmonization projects in a coordinated and effective way, using proven Project Management Methodology

BRIDGE combines the harmonization of business processes, master data and ERP systems to achieve…

“One company, one way of working”

Project Management Methodology


Sponsorship& Change

Management

•Management sponsoring the project and transporting the message into the local organization and preparing organizations for the upcoming changes.

Planning & Execution

•Management and key users actively creating the future business processes for the whole organization when defining requirements - the project uses team members with a wide process and organization know-how.

Hyper-care&

Lessons Learned

•Complete support to stabilize new processes and to ensure users are adequately trained to perform business as usual.


Strategic Level - Defining and implementing a change concept to guarantee the long-term survivability of an organization. Working with top management to ensure full support of project activities

Tactical Level - Interacting with all stakeholders directly or indirectly affected by the changes. Understanding what and when changes will be deployed

Operational Level – Execute the change concept throughout the organization by means of Communication, Training, and Risk Management

Sponsorship and Change ManagementRoles and Responsibilities


Phases of Transition & Example of Activities

Ending Transition Zone New Beginning

Uncertainty

Skepticism Exploration

Commitment

Everybody goes through a transition, regardless if the change is considered to be positive or negative

Kick-offmeetings

ProjectKick-off

Business Preparedness

Workshop

Process/DataTesting

End User Training

GO-LIVETeam Member

Onboarding Training preparation

Awareness,Communication

Planning

Information Forums, Workshops, Stakeholder

Management

Knowledge Transfer,Training, Lessons

Learned

Key Change Impact Assessment & Business Preparedness

ProcessVerification

Pilot Walk-

through

Key User Training

ReadinessCheck


Change Management Pillars

Awareness / Mobilization/Business Preparedness &

Business Continuity

Knowledge Transfer &

TrainingHR & Organization Communication

• Development/ adaptation of global Chg Mgmt concepts

• Implementation of Chg Mgmt plan• Stakeholder Analysis and

Management• Workshops to involve and

mobilize organization • Change Impact Assessment &

Business Preparedness• Risk Assessments

Development / adaptation of global Training Concepts

Coordination of training for organization including project on-boarding

Identification of Local Chg Managers and Training Coordinator

Coordination of end user training incl. assessment

Providing Global Training Material on Training Library

Support in team member selection and mobilization

Development of HR framework for project team

Coordination of job description update

Support for organizational changes

Coaching / Team Development Process

House of Change Management

Communication analysis

Development of Communication plan

Implementation and coordination of Communication activities, levering multi media tools e.g. Newsletter, Intranet, Company Chat, Social Media

Target group specific presentations

Team meetings, status updates, etc…

Supporting the First Pillar in the House of Change Management

Help create awareness and prepare the organization by providing the Project Management Office with the best support system for both the project team and key stakeholders.


Organize a contact list of key stakeholders - keep it current!

Create distribution lists by stakeholder category – check with the Project Manager to understand how communications will be sent out

Maintain the project status dashboard – you’ll quickly know who the key stakeholders are

Create a virtual project space (like Share Point or a share drive) to house project documentation – maintaining a central location for project document can be instrumental in project transparency & on-boarding activities, especially if it’s virtual

Keep a current list of all team meetings – including participants, schedule, meeting purpose/objective, & where minutes are housed

Develop templates for consistent “look & feel” for presentations – helps to ‘brand’ the project

Awareness / Mobilization/Business Preparedness &

Business Continuity


Knowledge Transfer &

Training

Supporting the Second Pillar in the House of Change Management

Provide a strategic approach to work shop and/or training logistics – providing a proactive approach to room reservations and other logistics will remove risk for knowledge transfer

Keep a current list of students – make it easy to generate student invitations and rosters

Help track work shop/training attendees – develop a way to track attendees by course, this is usually a Quality requirement for certification

Create a workshop/training checklist - make things easy to repeat when they are successful by adding to the list. You’ll always come out a star due to attention to small details!

Knowledge Transfer and Training is directly link to a project’s success rate, supporting the Project Management Office will prove to be invaluable to the project team!

Send work shop agendas and training information in advance – participants feel more comfortable when they have advanced notice of the event

Provide a way to gather participant feedback - whether it is a survey or a self-assessment feedback is needed to improve participant experience

Add to the participant experience - add an information section in regular team communications on training news/upcoming events


HR & Organization

Supporting the Third & Fourth Pillar in the House of Change Management

Human Resource and company organizations are the most sensitive in most projects and can cause the most conflict

Keep a current list of team members and their managers – make it the master project list

Maintain the master project team list - designate team members by role and note any special designation, helping to identify them for potential award opportunity or other project requiremetns

Communication is the life blood of any project. Anything you can do to optimize methods and a reach a broader audience, helps!

Publish the project Newsletter – you’d be surprise how much you’ll learn about the project, include a snapshot of the project task schedule to anticipate upcoming events!

Maintain a communications calendar - include when, whom and what was and what will be communicated

Archive all project communication pieces – post-project, project communication can be used in assessing project success and lessons learned

Communication

Administrative Support is Essential in Successful Project Management


With comprehensive support, projects have a much greater

chance of success!

The foundation and strength of any project

Key Stakeholders and Customers will notice

your work!

Supporting Project Managers allows them to focus on the project tasks

and content

Project Management Change Management Communications Training

Documents

Transcript of Project Management Change Management Communications Training