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Change Champions: Change Management Effort

Embedded in the Organizations

1800 F Transformation Preparation within the Public Building Service

Internal and Interim Goals for 1800 F Transformation

A Platform for Transformation that Ensures We Move Towards and Embrace the Future:

+ - +/-

Current State Delta Future State

Make remaining in the current state uncomfortable

Make the transition as neutral as possible

Make sure the future state works for end users

from: Garth German, Expressworks International

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The Change Champion will…

• Be the spokesperson and promoter of the 1800 F Transformation process – ways of working as well as culture and business impacts.

• Be a guide in planning for and navigating the transformation process.

• Keep your organization focused on the end goal, even when times are tough.

• Provide feedback to leadership for clarifications and resources needed.

• Collaborate with peers, leadership and other Change Champions to share ideas, resources, and lessons learned from the journey.

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Your Mission is…

• To enroll and inspire your colleagues in the GSA transformation process.

• To model collaboration, resilience, and curiosity for your organization.

• To balance the challenge of the Transformation Process with the excitement and opportunities from new ways of working.

Change Champions Briefings| 6

GSA Workplace Change Management

The Change Champion Effort

1800 F Transformation Tactics

Education Information Dissemination

Support Preparation Organization

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Setting the Pace for the Transformation Using best practices, demonstrating improvements, introducing innovations.

Reaping the benefits of some early wins, developing more skills, and incorporating lessons learned to future practice

Setting off on the Change Trip, initiating some practice, seeing what it feels like, making some course adjustments, and modifying your requirements

Looking at your timeframe, and planning the route, according to your ‘transformation pace’

Getting Going

Getting Confident

Getting Expert

Getting Prepared

Change Champions Briefings| 8

GSA Workplace Change Management

• Virtual mtgs – skills bldg

• Practice • Mobile working trial 2

• Event • Packing party

• Proactive

coaching/results

• Guest speakers

• Seminars

• Virtual parties/breakfasts

• Happy hours (in person)

• Assess working

differently (#28)

• Focus on

customers

• Virtual mtgs – open

practice

• Brown bag

• Mobile working debrief

• Brown bag

• Declutter contest

• Team

• Technology 201

• Giving regular feedback

• Brown bag

• Manager coaching

session

• 101 tips for energy

behaviors

• Networking in a mobile

world

• Tips and tricks

• Assess working

differently (#28)

• Focus on process

• Virtual mtgs 201

• Brown bag

• Mobile working trial

period

• Event/tracking

• Paper purge

• Furniture labs and

practice

• Staying connected

• Tips/tricks

• Town halls

• Forum to raise

awareness

• Virtual Mtgs101

• Brown bag

• Mobile working checklist

• Checklist/brown bag

• Evaluate use of paper

• Filing education

• Checklist/seminar

• Expectations – getting

and setting

• Energy quiz

• Staying connected

• Tips/tricks

Getting Going

Getting Confident

Getting Expert

Getting Prepared

Guidance notes/tools for each activity Measure results and feedback

The Approach and Toolkit Helping the People, Place, and Work transformation

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Encourage Practice in a Variety of Areas Communication People

Place

Work The messaging used

to inform and engage Practicing the change: - Establish ongoing forums for communication -Facilitate team discussions

- Recognize and celebrate progress; motivate and inspire

-Encourage creativity, sharing, and support

Letting go of privately held information

The physical work environment

Practicing the change: - Use low- or no-cost options to maximize space and promote work flexibilities -Try different workspace configurations

- Repurpose private offices into common space or meeting rooms

Letting go of private offices and assigned

workspaces

Work behaviors and choices

Practicing the change: - Increase flexible work modes (e.g. telework, desk sharing, hoteling, etc) -Become proficient in the latest technology -Establish relationships and build communities with dispersed colleagues

Letting go of traditional ways of

working

Business processes to manage the new ways of working

Practicing the change: -Give dynamic feedback on job performance

-Focus on results and performance -Streamline existing processes that rely on face-to-face interaction

Letting go of our attachment to physical “stuff”

(printers, files, pen and ink signatures)

Guidance notes/tools for each activity

Measure results and feedback

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Employee Involvement: Benefit from employee input

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Employee Involvement and Change Management

Employee Involvement

Communications Change

Management

Input on …

Prepare for working in new ways; shift the culture

Solving problems that impact how we work in the bldg; enterprise level

Sharing information and raising awareness of activities and decisions

• IT Profiles (laptops, mobile devices, phones, etc.)

• Furniture • Training reviews • Hygiene protocols

• Parking Noise management • Planning schedules • Staying connected • Workplace functional

needs (e.g., concierge)

Training on… • Topics identified through employee

involvement • Mobile working • Schedule planning • Technologies • Meeting processes • Adapting to new policies • Desk-sharing • File digitization and reduction

Messaging and updates on…

• New developments • Building awareness and

generating buzz • Opportunities to get

involved • Project updates • Highlights from different

activities

The Program Owners Provide guidance on topics for input and deadlines. Incorporate results into project.

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Employee Involvement and Change Management: The Distinction

Employee involvement: Find meaningful opportunities to

engage employees in providing input , make decisions or problem solve when decisions have already been made.

Goals: – Rational, fair process.

– Benefit from employee perspective and experience

– Lead to a situation where: “We can all live with the outcomes.”

Change management: Prompt new behaviors and

practice among the workforce for successful 1800F Transformation.

Goals: – Recruit, train, and manage a cadre

of Change Champions – forming a cohort

– Develop tools and guidance docs for Change Champions

– Develop and deliver awareness training

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Potential Employee Engagement Topics

• Mobile Working: How will you get the information you need to do your job in a more mobile job?

How will we create a connected community in a mobile world?

How will we manager ourselves – as a community – in a more mobile work environment? (e.g., take conf calls in phone rooms, food smells, eat lunch in café areas, etc)

• Technology: How does narrowed down set of IT typicals support the way you work and your job

function? (small group)

Feedback on through a “technology” labs

• Furniture: Involvement in the RFI data review

How does narrowed down set of furniture typicals support the way you work and your job function? (small group)

Feedback on through a “furniture” labs

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Employee Engagement Plan Employee Involvement Resources and

Stakeholders Actions

Identify the opportunities for input

TNA, Managers Training, FAS Surveys

Select initial topics Update topics with town hall and other data

Conduct Town Halls Communications, Change Managers, & Project Team 1800 F Managers Training Unions

1st Town Hall by 2/28 Complete Town Halls by 4/30

Socialize Employee Involvement

Communications Engage with program owners Include in 1800 F Communications

Partner with Union Leaders

Unions Communications

Co-develop Town Halls Review topics begin Ongoing involvement in employee activities

Conduct other activity for involvement

Town Halls, Unions, program owners Communications

Conduct Activities •Focus groups •Survey •Furniture and IT “labs”

Distill the input and feedback to the project team

Change Champions Communications

Coordinate input and feed back with • Project teams • Unions

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What do I need to do to prepare for new ways of

working?

What We Can Do Now

How can I improve my virtual skills?

Take a look at your desk, how much of the STUFF do you

really need for work?

How will your work benefit from more open space? Who can you reach out to about coping with the challenges?

Am I ready to mobile work? How will I manage and

perform well in a mobile work environment?

The move-in for 1800 F is spring 2013. Approximately May 2013. Team of experts

designing the plan.

Open Questions What We Know Now

When is our move date?

Where will we be sitting?

Exact locations of each organization’s zone/hub is still TBD pending further analysis

by project team.

Where will I put my stuff?

Understand the need for storage of some sort. Exploring different

alternatives from a variety of design labs and studies.

What will our work

environment look like?

The final location of each organization’s zone and hub remains to be determined.

How often will I have to

telework?

Most employees will be mobile working or

teleworking to some extent.