Change Management April Update – Narrative

Change Management Recommendations (Slides 2-5)

  • During our last meeting we prioritized 7 change management recommendations and identified Strategic Program Subgroup Owners. Since our last meeting, we have worked together to outline the detailed recommendations and delivery dates.
  • Update on the 7 Change Management Recommendations and August Plans:
  • Business Process Redesign (Ann Lurie):Develop a process for involving the business to help identify impacts to their organizations and roles
  • Communications Audit (Acacia Matheson):Create a template for gathering and publishing Harvard communication vehicles for all stakeholders. Populate the tool for key schools and departments – CADM, FAS, HMS, HSDM, SPH, and DCE.
  • Stakeholder Analysis (Acacia Matheson):Leverage existing Stakeholder Analysis templates to create a tool to assess stakeholders supported by a process that helps users understand how to create the tool.
  • Communication Strategy and Plan (Acacia Matheson): Leverage existing Communication Strategy and Plan documents to create dynamic and self-manageable documents that team members can leverage. Also create a process that helps users to leverage the Communication Strategy to create the Communication Plan.
  • School Change Fatigue (Catie Smith): Outline engagement best practices to standardize across programs from SIS and TLT, deliver service design tool and develop a questionnaire for Account Managers to “dive deeper” on the school change fatigue topic.
  • Program Governance (Ellen Gulachenski): Share existing governance structure standards and develop a proposal for engagement between the schools and HUIT considering various factors.
  • Program Success Measures (Carolyn Brzezinski): Develop a catalog of technical and business questions to help develop KPIs associated with a process for gaining user engagement and business perspective. The catalog and process will be supported by helpful tools (i.e., survey, focus group).
  • Each of the prioritized recommendations including the findings, initial recommendation and quotes are included in the appendix of the PowerPoint (slides 12-19).

Change Management Playbook (Slides 6-7)

  • We continue to develop the Change Management Playbook ensuring features and characteristicsthat you outlined in a previous meeting are included in the playbook. Some of the key features that will be included in the August release of the playbook includes online and searchable content through Confluence, ability to make comments and provide feedback, one page summaries for each component, a playbook glossary and frequent updates (every two months).
  • The playbook will include an introduction to the playbook and how to use it followed by an overview of our Change Management framework. We will demystify the Change Management framework by providing objectives, best practices, typical deliverables and tools and templates for each component.
  • Future playbook release will include case studies and examples as well as staffing guidelines.
  • Deliverables, tools, templates and processes are scheduled to be delivered each month however the first release of the playbook will take place August 2017 and every two months thereafter (i.e., October, December, February, April).

Communicating the Change Management Playbook (Slide 8)

  • Ideas have been formulated for announcing the playbook to HUIT and other stakeholders.
  • Some key communication vehicles to leverage include the HUIT Newsletter, HUIT Senior Leadership Team Announcement, and the HUIT PM Community of Practice Meeting.
  • Future editions of the playbook will leverage some of the same communication vehicles though not all.
  • Prior to the release of the playbook a detailed communication plan with vehicle, data and key message will be developed for review by the Strategic Program Subgroup
  • We know that there are probably additional meetings and communication vehicles where we can announce the playbook to make sure everyone knows that it exists and begin to use it.
  • Action: Please feel free to send us any ideas that you have about how we can get the word out about the Change Management Playbook.

Next Steps (Slide 9)

  • Continue to review the Change Management Backlog for any items that should be prioritized soon
  • Provide feedback on the recommendations and outlined plans to either the Strategic Program Owners or Tiffany Shorter
  • During the May 18 Strategic Program Subgroup Meeting Change Management Update we will present the first draft of the Change Management Playbook in Confluence. This will be your opportunity to react to the skeletal version of the document and provide your feedback.