Change Management

Resources

• What is a Flowchart | Lucidchart
• The Culture Map: a systematic & intentional tool for designing great company culture | Strategyzer
• Change Management at the Project Level | Prosci
• 5 steps to successful end-user adoption | citrix
• Change Management Guiding Principles | Google

Best Practices

• A disciplined change management process should be introduced early in the project
• Defines how changes are introduced, processed and approved
• Uses a Change Request (CR) to document all proposed changes, keep a change request log
• Ensure that changes are approved by the authorized representatives
• Update the baselines and all appropriate documentation after the change is approved

Managing Changes and Risks

• Types of changes
  • New or changing dependencies
  • Changing priorities
  • Capacity and people
  • Limitations on budget and resources
  • Scope creep
  • Force majeure
• Dependencies
  • Internal vs external
  • Mandatory vs discretionary
• Risk exposure measurement, inherent risk matrix
• ROAM technique
  • Resolved: The issue has been eliminated and no longer poses a problem.
  • Owned: The issue has been assigned to a team member who will monitor it through to completion.
  • Accepted: The issue is minor or cannot be resolved, so the team chooses to accept and work around it.
  • Mitigated: The team has taken action to reduce the impact of the issue (or reduce the likelihood of a risk that has not yet materialized).
• Escalation
• Retrospectives - meetings
• Taking a timeout

Steps

• Identify
  • Scope
  • Time
  • Costs or resources
• Decide
  • Identify the “decider”
  • Develop and share what factors are important to the decision
  • Openly discuss the benefits and costs of the decision
  • Document the decision
• Implement
  • Document the change and decision-making process
  • Capture the change in any affected artifacts
  • Share the change with all affected stakeholders
  • Monitor the change for a certain amount of time