Change Management:

What and why needed?

Change Management through Effective Communication

Dr Usman MustafaChief, Project Evaluation and Training Division

Pakistan Institute of Development Economicsusman@pide.org.pk

ROAD MAP Management Change Management (CM) What and Why Needed? Objectives, Steps and Points to

Remember Successful Change Management Change Management Through

Effective Communication Conclusion

Management

Management in all business and organizational activities are the acts of getting people together to accomplish desired goals and objectives efficiently and effectively. It comprises: Planning Organizing Staffing Leading or directing, and Controlling

an organization or effort for the purpose of accomplishing a goal.

Change Management

Change management is a structured approach to transitioning individuals, teams, and organizations from a current state to a desired future state.

It is an organizational process aimed at empowering employees to accept and embrace changes in their current business environment.

CM in PM

In project management, change management refers to a project management process where changes to a project are formally introduced and approved.

Examples of Organizational Change

Missionary changes Strategic changes Operational changes (including Structural

changes) Technological changes Changing the attitudes and behaviors of

personnel

The objectives, content, and process of change should all be specified as part of a Change Management plan.

Why Change Management?

For many change practitioners, there is no doubt that CM must be used on projects that impact how people do their jobs. A great solution and a well managed project are not enough to ensure success. Written another way:

Myth:  A great solution + Effective project

management = Project success

The missing piece of the equation above is CM.

Successful Change Management

Successful change management requires: Effective communication, Full and active executive support, Employee involvement, Organizational planning and analysis and Widespread perceived need for the change

These are the big five when successful change is achieved

Components of Effective

Communication (EC) The delivery method chosen must suit

the circumstances and the needs of both the sender and the receiver.

The content of the message has to resonate and connect, on some level, with the already-held beliefs of the receiver.

Communication

Communication is one of the most important skills anyone can have, in business and in life. We will be happier and more productive if we can improve our ability to communicate

Importance of Communication

The importance of communication can be summed up in only a few words : Happiness Success Harmonious relationships with the

people around you

Benefits of EC

Rewarding and harmonious relationships with others

Easily build rapport with clients, customers, friends, new acquaintances

Getting what you want More time for yourself and others Satisfaction and success in life

Effective Communication

Effective communication is the key to our success in life, in work, and in relationships. Good communication skills can reduce misunderstandings, errors, frustration, and conflict on a daily basis.

Failing to Communicate Effectively

It is often our failure to communicate effectively that leads to : Professional setbacks Personal disappointment Breakdown of important relationships Wasting energy and time on frustration

and dramas Not reaching our full potential

Quotation About EC

“Communication works for those who work at it. � John Powell

“The single biggest problem in communication is the illusion that it has taken place”. � George Bernard Shaw

“To effectively communicate, we must realize that we are all different in the way we perceive the world and use this understanding as a guide to our communication with others”. �A. Robbins

If you've ever known a particular dog at all well, you've probably been amazed at how easy it is to guess a dog's mood, even though dogs can't speak. Perhaps what's more amazing is that it's so difficult to guess a person's mood, even though humans can speak...

Communication

Designing Communications

Do you design your communications? or Do they just kind of happen? When your communication is important

-- it is to be remembered -- you need to think carefully and -- design it to resonate with your

intended audience

Improve Communication

Seven "C's" of communication design:

The seven C's lay out a simple sequence which can help you start broadly and work your way down to specifics.

Seven C's of Communication

1. Context

2. Content3. Components4. Cuts5. Composition6. Contrast7. Consistency

1. Context What's going on? Do you understand the situation? Is there a dead elephant in the

middle of the room that you're not aware of?

Ask good questions. You'll need a clear goal before you begin to design any communication.

Ask: Who are you talking to and what do you want them to do?

The dead elephant in the middle of the

room

Issue that everyone is aware of, but somehow nobody mentions.

Ask good questions

1. Collecting good information, and

2. Taking the extra time and energy to make it relevant to others

Ask good questions, for good reasons

1. WHO are you talking to?

2. What do you want that person to DO?

The WHODO

2. Content …

Based on your goal, define a single question that your communication is designed to answer. This is the best possible measure of communication effectiveness.

“Message”

2. Content …

What do you want your audience to walk away with and remember? - set out to answer it. What information is required? Do you have the answer already, or do you need to search it out?

How to measure your communication effectiveness?

Do you set understanding goals for your important communications? Most people don't.

- Effective vs efficient

Three Reasons 1. To clarify why people should care.

Offer anything new, why should anyone listen? Effective communication should result in someone acting or thinking in a different way than they did before.

2. To be sure your content is complete.Defining your goal as a question offers a second benefit: It's a check to ensure that your communication is on target.

3. To ensure you are understood. You can't double-check unless you have a metric. Use questions.

How much information is too much? How do you determine what to leave in and what to leave out? Whom presenting & their persperctive How much time/energy?

When in doubt, leave it out

3. Components Break down your content into basic

"building blocks" of content. Formulate the information into clusters

and groups. What patterns emerge? How can you make the information

more modular? Given your goal, what is the most

fundamental unit of information?

4. Cuts

This is one of the hardest parts of the process and most often neglected. People's attention will quickly drift -- they expect you to get to the point. Learn to edit. Kill your little darlings.

Kill your little darlings Picasso’s saying:"When you begin a picture, you often make some pretty discoveries. You must be on guard against these. Destroy the thing,

do it over several times. In each destroying of a beautiful discovery the artist does not really suppress it, but rather transforms it, condenses it, makes it more substantial."

You can.Take a deep breath, kill it and start fresh. It will always return, often more elegant andbeautiful than before

5. Composition …

Now it's time to design the way you will tell your story.

Think in terms of both written and visual composition.

When writing; who are your main characters?

How will you set up the scene? What are the goals and conflicts

that will develop?

How will the story reach resolution? In visual terms; where will the

reader begin? How will you lead the eye around

the page? In all your compositional thinking;

how will you engage your audience?

How will you keep them engaged?

5. Composition …

Writing it down forces you to think it through

Solidify my design approach Articulate my rationale Ensure clarity

Career coach Robert Gatling says "write it down" was one of the best tips he ever got

6. Contrast What are the differences that matter? Use contrast to highlight them:

Big vs. little; Rough vs. smooth; Black vs. white.

When making any point, ask, "in comparison with what?“ Contrast is a trigger to the brain that says "pay attention!"

7. Consistency Unless you're highlighting

differences, keep things like color, fonts, spacing and type sizes consistent to avoid distracting people.

Research shows that any extraneous information will detract from people's ability to assimilate and learn.

General Tips …

Presentation – Message KISS One slide per minute Clear explanation of tech. terms Avoid complete sentences “6 x 6” rule

… General Tips

Font 32-44 and 28 Simple graph Consistency

Conclusion

1. Planning2. Organizing3. Sequence4. Presentation5. Practice, practice and practice6. Revision, revision and revision

THANK YOU

for your Patience