Rolling out the change

Previously we have developed ideas to help you roll-out your change.

In “Change brings opportunity” we recognised and defined the need for change. This was linked to strategy, and was informed by internal and external surveys, and PESTAL and SWOT activities. We also established an accountable senior who would champion your change.

In “There is always room for improvement” we audited your current business capability. Then, based on your need for change, we prioritised improvement options and mapped these to real business benefits. We then gained the approval of your Board for a set of prioritised Change Requirements.

In “How good could it be if we all pulled in the same direction” we identified stakeholders who would be impacted by your change, and worked with them to build a common vision and commitment to the change.

In “Planning the change” we created a detailed plan of action to bring about your change in a controlled manner. We also set performance measures that will demonstrate that you have achieved your change requirements.

In “Practice makes perfect” we identified a way to work through risky or controversial areas of the project. This enables you to iron out issues and prepare the way for your change.

In “Roles Responsibilities and Accountabilities” we introduced the idea of RACI. This helps to clarify what your staff should do or expect of each other.

Preparing for the roll-out

So, once we have completed the design and development part of the plan, we need to prepare for the roll-out. You should consider:

  • Integrating hardware and software, and completing final testing
  • Completing acceptance testing to ensure you have delivered what was required
  • Data cleansing, conversion and migration
  • Initiating user training
  • Checking contractual and legal obligations are in order
  • Checking Intellectual Property Rights have been addressed
  • Confirming external supplier deliveries are on time to meet roll-out deadlines
  • Confirming support plans are approved and in place to meet roll-out deadlines
  • Reviewing and mitigating remaining risks
  • Assessing and assuring readiness to go live
  • Gaining senior management approval to go live.

Rolling out the change

Now you are ready to roll-out your change. You should:

  • Ensure the accountable Senior is driving the change, and is seen to be doing so
  • Ensure sufficient resources are available to manage the roll-out
  • Ensure sufficient documentation, user experts and trainers are available to help your staff through the first few weeks of change
  • Manage the impact your change has on the rest of the business
  • Communicate:
    • Push out relevant and timely information to all your stakeholders, focusing on individual needs
    • Encourage feedback and act upon it with further communication, or face-to-face visits
    • Clarify what is not part of your change, if people incorrectly blame their problems on it
  • Track progress, use brief morning meetings to, review issues and set daily responsibilities, priorities and deadlines
  • Report progress to your sponsor
  • Deliver benefit as soon as possible e.g. quick wins , improved quality of life
  • Measure:
    • Monitor the cultural impact of your change and work with individuals to foster acceptance
    • Measure ongoing business performance to ensure benefits are being accrued
  • Remove old systems so users cannot go back to them
  • Capture lessons learned for future projects.

And finally

Celebrate your success!