PROJECT MANAGER AS CHANGE LEADER:Improve Project Outcomes & Increase Marketability!

December 12, 2020

Learning Objectives

1.Define the importance of the Project Manager’s role in change

2. Explore key change moments that matter for project managers- what, why and how

3.Gain learning and tools to put into immediate practice!

Engage in the Conversation – We Need You!

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PROJECT MANAGER ROLE IN CHANGE

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Defining Project Success

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Q: How does your organization define project success?

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Change from the project manager

lens

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Organization

Project

Organization

Project

Change

Individual

Individual

To Transform, We Need All

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16.5 Million1 Million PMP

Certified

?1000 CCMP

45,000 Prosci Certified

Pro

ject

M

anag

emen

t

Ch

ange

M

anag

emen

t

Our Goals are the Same

1. Minimizing amount of people disruption associated with change

2. Lessening the time required to move people from current to future state

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Property of ChangeFit 360. All Rights Reserved

In order to: Increase the likelihood of securing business benefits, goals and return on investment

Our Disciplines Align!

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Initiation Planning Execution Monitor and Control Closure

Evaluate Impact and Organizatio

nal Readiness

Formulate Change

Management Strategy

Execute Change

Management Plan

Close the Change

Management Effort

Develop Change

Management Plan

Project Lifecycle

ACMP Change Standard

And, With Agile, Even More

Connections!

Increase the likelihood of securing business benefits, goals & return on investment

Minimize amount of people disruption associated with change through:

Lessen the time required to move people from current to future state through:

•Shorter timescales•Ongoing people inclusion and satisfaction•Collaboration

MOMENTS THAT MATTER

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11Introducing the Moments that Matter!

1. Analyze Change Impact

2. Plan For Risks Ahead

3. Measure Change Outcomes and Support Change Sustainment

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Individuals & Stakeholders

Process

CultureHistory

Analyze Change Impact:What ?

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Q: How does your organization plan for change impact in project initiation?

Systems

1. Informs resource allocation, time planning and budgeting

2. Enables the change strategy and best fit change plan

3. Helps determine the right change activities and deliverables by change stakeholder groups

4. Creates visibility across different projects§ Establish dependencies

§ Establish connections

§ Identify potential collisions

§ Identify change saturation

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Why?Value from the Project Manager Lens

1. As part of Initiation, identify impacts and magnitude

2. Use a consistent, repeatable process to assess portfolio

3. Consider the big picture of change/portfolio view

4. Use the change impact calculator tool

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Analyze Change Impact:How?

Plan for Risks Ahead

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What?Planning For Risks Ahead

• Change of requirements or unclear requirements

• Scope creep

• Unresolved project conflicts not escalated in a timely manner

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Q: How does your organization identify and manage people risks?

•Delay in earlier project phases jeopardizes ability to meet date

•Inadequate testing

•Deliverables/milestones approvals not received

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Why?Value from the Project Manager Lens Change

Readiness

• Solution + Inclusion in Business Processes

• Awareness and some level of comfort with change

Change Resistance

• Normal part of change

• Fear based • Personal threats

Change Saturation

• Change Capacity + Change Disruption

• Morale, motivation, productivity and more

On BudgetWithin Timeline

Timely Benefits Realization

How?Change Readiness

• Stakeholders are aware, understand benefits, feel supported and have been trained (as needed)

• Process is known and/or understood, Can complete new or revised process

• Systems and Data is/are accessible, has/have no critical defects and can complete business processes

• Product and Market new product entry, enhanced product penetration, new market entry and/or existing market penetration

• Culture integration and hand offs are known & understood, organizational policies and procedures are documented/ updated, (Any updated) decision making and/or consensus practices are known and understood

• Include and Track in Risk Log

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Resistance Type What It Sounds Like/Appears As

Mitigation Strategies

CONTROL This change is coming and there is nothing I can do about it.

What are roles that people can action to include them in the change even if they are not in a formal “project” role?

COMFORT My job is not perfect but I know it inside and out and I don’t like change. UGH!

Identify past experiences in gaining comfort and employ elements that brought comfort forward.

COMPETENCE Even though I went to training I don’t know this new system. My skills are not ready for this change

What are opportunities for people to engage in and practice the change that we can include in execution?

CONFIDENCE What are they thinking? This change will never bring the benefits they think it will.

What are short term goals that we can identify and report out on for the change prior to go live?

CAPACITY I am already working 45 hours a week and I am not working anymore! I know this change is going to add time to my day and I am not doing it!

What are opportunities to showcase how people are gaining timeliness and proficiency with the change from go live date forward?

How?Change Resistance and Objection

How?Change Saturation

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Understand Portfolio: Sustainment Timeline

Understand Portfolio:Project Volume, Dependencies and Connections

Plan SmartlyHow?Change Saturation

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Measure and Sustain Change

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First Swim (Adoption)• Trying or using

the change

Swim Practice (Proficiency)• Gaining quality &

timeliness/speed with the change

Business as Usual (Sustainment)• Change is part of

normal business process

What?Change Sustainment Process to Measure

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ü Awarenessü Priorityü Support

ü Role ü Focus Behaviorsü Priorityü Support,

Encouragement, Reinforcement

Q: Does your organization measure change as part of project benefits?

How?Change Saturation

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Why?Change Sustainment Process to Measure

1. Measure people outcomes and include outcomes in project lessons learned

2. Transition to Business Owner(s) with role clarity to continue sustainment

Improved projects with quicker benefit streams

Continue benefit stream

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Property of ChangeFit 360. All Rights Reserved

How?Measure How People Sustain Change

Using the change impact calculator tool:1. Enter Implementation/Go Live Date2. Tool provides Baseline Timing Dates

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How?Measure how people sustain change

2.At these timings, assess and measure change progress

3.Based on sustainment measures, determine when the change is sustained and benefits are realized!

1. Use for portfolio to view the change sustainment process for other projects!

PUT IT ALL TOGETHER!

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Moment that Matters Project Phase Why It’s Important to PM

Analyze Change Impact

Initiation 1. Assists resource, time and budget planning 2. Helps create cross project visibility to simplify

overall weight of portfolio change

Plan For Risks Ahead

Planning and Execution 1. On Budget2. Within Timeline3. Timely Benefits Realization

Measure Change Outcomes and Support Change Sustainment

Monitor and Control and Closure 1. Measure people outcomes and include outcomes in project lessons learned to Improved projects with quicker benefit streams

2. Transition to Business Owner(s) with role clarity to continue sustainment to Continue benefit stream

People Risk What it Is/How it Appears How PM Can Help Manage or Mitigate

Readiness for Change

• Comfort using and gaining skills with the change

• Solution +• Inclusion in Business Processes • Not doing this can result in RE’s

1. Include process of change readiness in project plan and schedule

2. Can be used as an input for project go/no go 3. Provides for visibility to critical path mitigation actions4. Support people engagement and interaction with the solution 5. Communicate and visually brand the change

Change Resistance

• People demonstrate a fear of change that represents a personal threat

• Can be expressed actively or passively

1. Make forums available where you can actively listen for change resistance and Observe body language. Support an open line for communication where people can be heard without fear of repercussion. Engage leaders, managers, change agents, peers and coworkers to help identify and manage resistance

2. Support people engagement and interaction with the solution 3. When people are encouraged, reinforced and rewarded they

feel supported and their fear diminishes. Look to encourage, reinforce and reward people throughout the change not just at the end in order to propel positive momentum forward!

4. Look to visibly celebrate positives that occur as people go through change – no matter how big or small

Change Saturation • Change disruption outweighs the capacity to take on change

• Impacts to organization, business areas, teams and individuals

1. Understand all the projects that people are experiencing- get in their shoes via a portfolio view

2. Look at projects that are currently being launched as well as recent project efforts that may not be fully adopted

3. Identify ways to simplify the weight of projects by “connecting” efforts where possible

Inclu

de in

Risk

Log

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