Change Management Kick-off
Lead your team through the change management process – from "change approved" to "change completed!"
USE THIS PLAY TO...
Align your team on the value and purpose of the change
Draft your plan of action
If you're struggling with Health Monitor, running this play might help., or on your
4 - 8
Running the play
If your project involves a technical change management plan, make sure everyone has a chance to review it prior to this session.
Whiteboard or butcher's paper
Form a problem statement (5 min)
Welcome the group and introduce your goals for the session:
- Agree on key points to include in your change management communications
- Identify the communication channels you'll use
- Sequence all the activities needed for the change
- Clarify each team member's roles and responsibilities
How did we get here? (10 min)
Ask the change's sponsor to outline the goal and purpose of the change. Specifically, what prompted the change, who approved it, and why.
After their briefing and a quick Q&A, ask the group to spend 2-5 minutes individually brainstorming what will happen if you don't make the change. Then share and record your thoughts as a group so you can refer to them in the next step.
Decide on guiding principles (10 min)
This is likely a new team who hasn't worked together in this context. Grab a piece of butcher paper or Confluence page and take turns sharing ideas for the team's guiding principles. For example, "communicate early and often to each other and our customers" or "even when we don't agree on specifics we will support decisions made in our team meetings."
Once you have a set of principles you agree on record them in a place where you can reference them during team meetings.
Draft your messaging to customers (10 min)
Anyone affected by a change wants to know why it's happening, whether they are internal or external customers. As a group, answer the following questions on a whiteboard or shared document. These key points will serve as the backbone for all your customer communications.
- What is changing?
- When can they expect the change to happen?
- Who is affected and how?
- How will this change affect them and their team?
You'll probably think of more questions customers may have as you are brainstorming answers to these. That's great! Record those questions (and their answers!) as well.
Be sure to run a full Health Monitor session or checkpoint with your team to see if you're improving.
- Turn your sequence of activities into a change management roadmap with Confluence's Roadmap Planner macro. It'll help you visualize key dates, owners, milestones in an easy-to-digest swimlane visualization.
- Develop an FAQ that answers common questions that various customers will have about the change.
- Does your change require any approvals, reviews, or policy updates? If so, get in touch with your security and compliance team right away.
- A clear picture of success will help alignment among stakeholders. Start by running the Goals, Signals, and Measures play to identify what success looks like. Then use the Objectives and Key Results (OKRs) play to build a document that communicates your priorities and success measures to your stakeholders.
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