In our article, a Comprehensive Guide to Change Management, we discuss how to navigate change in an organisation and how to appropriately plan and communicate change. This is commonly referred to as a change control process.
In this article, we will not delve into the intricacies of the change management process, we will focus on a crucial element that should be crafted during this process; the change control document.
Why is it important to document change?
Documenting change via a change control process document is crucial in maintaining order, consistency and traceability within an organisation. This document serves as a formal record that outlines the proposed changes, reasons behind them, potential impacts and the necessary steps for implementation. It provides a clear roadmap for the change, enabling everyone involved to understand and align with the direction.
Furthermore, obtaining written approval for organisational change is of paramount importance. It ensures accountability, minimises misunderstandings and guarantees that all stakeholders have agreed upon the proposed changes. It also reflects an organisation’s commitment to a systematic and transparent approach to managing change, thereby bolstering stakeholder trust and confidence.
Identifying your stakeholders
At the start of the change control process, when a process is identified to be changed. The first thing that needs to be done is to identify all the parties that this impacts. This is known as an impact assessment.
Identifying stakeholders early in a change management process is crucial for several reasons. It allows for open communication and transparency, ensuring all parties are aware of the impending changes and have the opportunity to voice their concerns or suggestions. This inclusivity can foster a sense of ownership and commitment among stakeholders, increasing the likelihood of successful implementation.
Early identification of stakeholders can help mitigate resistance to change. If stakeholders feel they are part of the process from the beginning, they are less likely to resist the changes.
Lastly, understanding who the stakeholders are can help the change management team tailor their approach to suit the needs and expectations of different groups, enhancing the effectiveness of their strategies. Thus, early stakeholder identification is a proactive step that builds a solid foundation for successful change management.
Not only is this a very inclusive approach, it also is one of a few ways of successfully working with stakeholders.
Change management template
The following is an example of a change management template we use for a small organisational change; such as a process that has minimal impact to the business and is to optimise a current process. For more detailed templates, speak to a member of our team by the contact us form.
Introduction
- Write a statement that summarises the purpose of this document.
- List down the process to be changed and the reason why.
- Provide any background information.For example, is this change a part of the businesses vision or a project.
Change management review
| Proposed process change | Write down what the proposed change is to be. What in the current process will be changed.List the current, as is, process which is intending to be changed. |
| Why is the change needed? | Add information on why the change in processes is needed? For example, is it to save time? Or money? |
| Intended outcome | List down what the outcome of the changes will be. Both positive and negative. |
| Estimated cost | Add the estimated cost of implementing this process. For example, time (wages), material and anything monetary. |
| Stakeholder impact | |
| Potential Benefits | Potential Adverse Impact |
| Before listing down the benefits. Identify all the stakeholders the current process impacts. Ensure you are accounting for internal and external stakeholders.List down all the benefits of making a change to the new process to the stakeholders. | List down all the potential negative impacts to making a change to the process. Identify the risk that these adverse impacts may have to your stakeholders. |
| Internal team impact | |
| Potential Benefits | Potential Adverse Impact |
| From the stakeholder impact section of this document. You would have identified all the stakeholders. From this list, identify the internal team. List down all the benefits of making a change to the new process to your internal team. | List down all the potential negative impacts to making a change to the process to your internal team. |
| Approval | |
| <Line manager name and position title> | Please add a comment to this text to approve |
| <Other department managers with stakeholders that will be impacted by the change> | Please add a comment to this text to approve |
Example of a change management template in use
The following example is a change management document we created for a client to change one of their internal processes. The impact of the change was minimal to the team and business. It was an improvement to an existing process to engage their clients for requirements.
CHANGE MANAGEMENT DOCUMENT
BA engagement and client brief template
Introduction
The purpose of this document is to document the new process for:
- BA engagement.
- New client brief template.
The change is to improve the way Agency X team members work with our stakeholders and also gathering vital details to functionalities the clients are requesting.
Change management review
| Proposed process change | BA engagement process.Client brief template. |
| Why is the change needed? |
|
| Intended outcome |
|
| Estimated cost | $0 in materialUnsure in time: There will be time savings in the future with consolidated documents with scope. |
| Stakeholder impact | |
| Potential Benefits | Potential Adverse Impact |
| Document for the client to put all the details of their request.Clear understanding of the process.Reduce back and forth communication.Reduce costs associated with meetings to gather requirements.Guiding the client to think about other things that may go hand in hand with the functionality they are requesting. | More time getting put into briefing.Not being thorough with the documentation. |
| Internal (MR) team impact | |
| Potential Benefits | Potential Adverse Impact |
| Clear scope of work.Clear understanding of the process.Clear understanding of timelines and delivery item.Written record of scope.Aligning the whole team to one process.Cost reduction for time in meetings. | Additional time initially to implement the new process.Not being able to handle push back from clients.Staying strict to the process. |
| Approval | |
| Chief operating officer | Please add a comment to this text to approve |
| Head of projects | Please add a comment to this text to approve |
Is this document enough
No, creating a change management document is merely a fragment of an effective change control procedure. The essence of successful change management lies in quality communication. This document supports and outlines the specifics of the change.
In our consultations with clients, we consistently stress the importance of facilitating numerous discussions with stakeholders and the broader team to ensure everyone is updated about the impending change. We also advise the establishment of a feedback mechanism that allows team members to express their insights and suggestions.
It’s crucial to continuously evaluate the effects of the change, particularly during the initial 30-day period. Feedback plays a critical role here, as it helps decide whether the change should be made permanent or if a reversal is warranted.
In conclusion, change management is an essential aspect of any successful business transformation. It’s not just about creating a document outlining the change but about fostering open communication; ensuring transparency and actively involving all stakeholders in the process. This inclusive approach makes the change more acceptable and increases its chances of success.
The change management document is a small part of a larger change process. It provides clarity on the objectives, outlines the roles and responsibilities and sets the expectations right for everyone involved. But remember, it’s not a one-and-done deal. The change management document should be dynamic, constantly updated to reflect the evolving nature of change.
Furthermore, following a structured change management process can help mitigate resistance, handle unforeseen challenges and ensure that the change is implemented smoothly and effectively. Regular review and feedback collection are vital components of this process, especially in the early stages of implementation.
So, while change is inevitable, how we manage it can make all the difference. With meticulous documentation and a well-followed change management process, businesses can navigate through change successfully, turning potential disruption into an opportunity for growth and improvement.
Should you require assistance in driving change within your organisation, don’t hesitate to contact our team. We are fully prepared and eager to support you with all your organisation’s change management requirements.