Setting up a change management office is crucial for any company undergoing change. By having a designated department for the process, you’re creating a central location for change management resources, which can help ensure that everyone involved in the process is on the same page.
To set up a change management office, you need to define the scope of the change management office first. What will the office do? Will it manage company-wide change initiatives or just specific projects? After understanding its functions, you can start putting together a team.
The rest of this article will discuss these steps in more detail, along with other tips for setting up an effective change management office. So if you’re thinking about setting one up in your company, make sure to read on!
1. Define the Scope of the Change Management Office
When setting up a change management office, it is important to first define its scope. What functions will it be responsible for? Will it manage company-wide change initiatives or just specific projects?
Being clear about these will determine the size and structure of the change management team as well as the change management processes that will be implemented.
A change management office’s functions vary depending on the company. However, generally speaking, it is responsible for:
Developing and Implementing Change Management Plans
One important function of a change management office is to work with senior leaders and key stakeholders to develop and implement change management plans, AKA the transformation program.
Change management plans are essential for ensuring that organizational changes are made smoothly and successfully. The office will work with various stakeholders to develop a plan that includes all the necessary steps, timelines, resources, etc.
Once the plan is developed, the department will oversee its implementation to ensure that everything goes according to plan.
Driving Organizational Transformation Efforts
In many cases, the change management office will also be responsible for leading and driving organizational transformation efforts.
This may involve developing a vision for the organization’s future, spearheading change initiatives, mobilizing employees to support the changes, etc.
Organizational transformations can be massive undertakings, so it’s crucial that they are led by someone with the experience and knowledge necessary to ensure their success.
Monitoring Progress Against Objectives
Another key function of this office is to monitor progress against objectives. This involves tracking milestones and deliverables, ensuring that the change management plan is being followed, and making adjustments as needed. This is important for ensuring that changes are being made effectively and efficiently.
Once the scope of the office has been defined, it is then possible to develop a roadmap for setting it up. This roadmap should include key milestones and deliverables and should be approved by senior management.
2. Assign Roles and Responsibilities to Team Members.
Giving each team member a role and a set of responsibilities ensures that everyone knows what to do and is working toward the same goal.
The roles and responsibilities of the team vary depending on the size and complexity of the organization. However, these are the focal positions of your average change management team:
Change Manager
Responsible for leading the development and implementation of change management plans. They work closely with project teams to ensure that changes are properly planned, scheduled, and executed. They also work with stakeholders to ensure that they are prepared for and support the changes being made.
To know more about the importance of having a change manager, check out my article “Why You Need a Change Manager: Roles, Responsibilities, and Benefits.”
Communications Manager
In-charge of developing and executing communications plans. They work closely with the Change Manager to ensure that stakeholders are kept informed about the changes taking place within the organization.
They also work with other team members to create training materials and other forms of communication that will help employees transition to the new way of doing things.
Training Manager
In control of developing and delivering training programs that help employees transition to the new way of doing things.
They work closely with the Change Manager and Communications Manager to ensure that employees are properly prepared for the changes taking place within the organization.
Process Improvement Manager
Supervises the leading process improvement initiatives. They work closely with project teams to identify opportunities for improvement and then develop and implement plans to realize those improvements.
Administrative Coordinator
This person provides administrative support to the team. They are responsible for maintaining shared documents, scheduling meetings, preparing reports, etc.
Assigning roles and responsibilities will inform everyone what is expected of them, and the change management office will be more likely to run smoothly.
3. Develop Standard Operating Procedures
Standard operating procedures (SOPs) are a set of instructions that detail how the change management office should operate.
They should be designed to help the team to work together effectively and to ensure that change is managed in a consistent and controlled manner.
SOPs should be developed for all aspects of the change management process, from initiating a change to implementing it and assessing its success.
You need to review and update them on a regular basis as well to ensure that it remains relevant and accurate.
Developing SOPs is an important step in setting up a change management department as it will help to ensure that change is managed effectively.
4. Set Up Communication Channels
One of the most important aspects of change management is communication. Without clear and regular communication, it can be difficult to ensure that all stakeholders are on the same page and aware of any changes that are happening within the company.
There are a few different types of communication channels that are typically used in change management offices. The first one is email.
Email is a great way to send out updates and announcements to all stakeholders at once. Additionally, it can be used to distribute documents and other resources that stakeholders may need in order to understand the changes that are taking place.
Another common communication channel is face-to-face meetings. These meetings provide an opportunity for change managers to meet with stakeholders in person and answer any questions or concerns they may have. Face-to-face meetings can also be used to build relationships and trust between change managers and stakeholders.
Finally, many change management offices also use telephone calls and video conferencing as communication channels. These methods can be used for both one-on-one conversations and group meetings. They’re often used when stakeholders are located in different parts of the world or when travel is not feasible.
5. Train Employees in Change Management Principles
Employees need to be trained in change management principles in order for the change management office to be effective.
Change management training should cover the different stages of change, from initiation to implementation and assessment. It should also cover the change management process itself and how it can be used to manage change effectively.
The tools and methods that the change management office will use should also be taught to the employees. This will make sure that they know how to use them well and understand how they can help with the change process.
Training employees in change management principles is an important step in setting up an office for it as it will ensure that employees are able to support the change process.
6. Conduct Regular Audits of the Change Management Process
When change management offices are first set up, they usually go through a period of intense change as they get everything up and running. After that initial period, it’s important to conduct regular audits of the change management process to make sure that everything is still operating smoothly.
Audits can identify areas where the process is not working as efficiently as it could be, and they can also help to ensure that changes are being properly documented and tracked. Ultimately, regular audits are an important part of keeping a change management office running smoothly.
7. Evaluate the Effectiveness of the Office
When managers are looking to set up an office on change management, it’s important that they evaluate the effectiveness of the change management process. This will ensure that the office is able to meet the needs of the business and its employees.
When figuring out how well the change management office works, there are a number of factors to take into consideration.
These include the following:
- Size of the organization. The office should be appropriately sized for the organization. If the change management office is too small, it may not be able to effectively manage all the changes that are taking place within the organization. On the other hand, if the department is too large, it may become cumbersome and difficult to manage.
- Industry the organization is in. The change management team should be tailored to the industry the organization is in. For example, a change management office for a manufacturing company will be different from a change management office for a service-based company. Meanwhile, a change management department for a small business differs from a change management department for a large corporation.
- Number of employees. If the department is handling many employees, it may need to be larger in order to effectively manage all the changes. Also, the office may need to be more streamlined if it handles a smaller number of employees.
- Type of change being implemented. When evaluating the effectiveness of the department, consider the type of change being implemented. Some changes, such as a new product launch, may require a more hands-on approach from the change management team, while others, such as a change in accounting software, may be handled more efficiently with a less intrusive approach.
- Timeframe for the change. The change management office must be able to effectively communicate the change to all impacted parties and ensure that the change is implemented within the timeframe set by management. If the office does not meet these deadlines, it can impact the effectiveness of the overall change.
By taking these factors into account, managers can make sure that the change management team is able to meet the needs of their business.
8. Make Adjustments As Needed
When it comes to change management in organizations, the process is never really done. As the company grows and changes, so to will the change management process.
Be sure to stay flexible and make adjustments as needed. Doing so will allow the change management office to be more responsive to the needs of the organization and to the ever-changing environment.
9. Keep Learning About Change Management
In order to be effective, the change management office needs to be kept up-to-date on the latest research and best practices in change management. This allows them to provide accurate information and support to those who are driving change within the organization.
Here are a few tips to keep in mind when it comes to keeping up to date with the practice:
- Read change management publications. There are many change management publications available online and in print. These can provide useful insights and case studies that can be applied to your organization.
- Attend change management conferences. A lot of change management conferences are held around the world each year. These events provide an opportunity to learn from change management experts and network with other change management professionals.
- Take change management courses. Whether online or in-person, change management courses can provide you with the skills and knowledge that you can apply to your change management efforts. They can also be a great way to meet other change management practitioners.
- Keep up with change management blogs. There are many change management blogs that offer insights and tips on how to manage change effectively. These can be a great way to stay up-to-date on change management news and trends.
10. Celebrate Successes and Learn From Failures
Any change management office worth its salt will celebrate successes and learn from failures. Why is this so important? Well, for starters, it helps to motivate employees and show them that their hard work is appreciated.
Additionally, it provides an opportunity to reflect on what went well and what could be improved upon.
Lastly, it helps to build a sense of team unity and cohesion. When everyone is working towards the same goal, it’s important to take the time to celebrate the small wins. This not only keeps morale high but also ensures that everyone is always learning and growing.
Final Thoughts
Taking the time to set up a change management office will go a long way in ensuring that your organization is able to adapt to changes effectively. By following the tips outlined above, you can be sure that your change management office is set up for success.
Sources
- The Chicago School of Professional Psychology: Insight Digital Magazine: 6 steps to developing a change management plan
- CDN YMAWS: Build a Change Management Office 9 Steps to Make Your Change Efforts Stick
- Prosci: Core Roles in Change Management
- Louisiana Division of Administration – Louisiana.gov: Change Management Policy
- Beehive Strategic Communication: The Critical Role of Communication for Change Management Sponsors
- GUPEA – University of Gothenburg: The Role of Communication in Change Management
- Aviaan Accounting: Role of Internal Auditing In Change Management
- Harvard Business Review: The Hard Side of Change Management
- Online Harvard Business School: 5 Tips for Managing Change in the Workplace
- Academia: Building an Effective Change Management Organisation
- California Department of Technology – California Project Management Office: Organizational Change Management Framework
