Unexpected or Unwelcomed Guests at the Door?

| May 10, 2016 | 0 Comments

Well there they are at your door step. Perhaps you saw them heading down the road, hoping they knock on doorwould change direction or simply disappear. All organizations – corporations, nonprofits and small start-ups are faced with unwelcomed guests in the form of new regulations that are required and disruptive; are confusing and demand quick response; are costly and sometimes counter to the systems we’ve developed.

Fragmentation is an enemy to successful organizational change. How do you respond, comply and minimize the impact? Here are items to consider:

Description of the WHY – really understand the WHY. This will help from falling back on, “Who knows? It’s just something we have to do.” While you may have concerns regarding the requirements, pushing it off to “because they said so” will only add to the frustration your company is feeling. A vague WHY lessens the possibility of successfully implementing a new process with the least amount of negative fall-out.

Is there impact on overall policy statements? What policy statements would it fall under? Policy statement changes will most likely require board/governing entity approval – and take additional time that needs to be built into the schedule.

What section/department of your company does it belong?

How can this change bring about positives for your company and your clients?

Does it replace existing processes?

Is it a completely new process?

What other processes will be impacted?

What are the time line requirements?

Will the change require:

Physical resources?

New coding/software integration? (Friendly reminder: Changes in technology to support change are only as good as the user’s drive and abilities to use it.)

Training?

Reporting/documentation?

Corporate Dash Board

External Reporting

What is the fiscal impact – current year, future years?

What is the communication plan? A good communications plan is the primary ingredient to successful execution.

First, think about your existing channels:

eNewsletters

Staff Meetings – Brief info bullets that managers can use

Intranet Sites

Social Media

Bulletin Boards

Quarterly Newsletters

All-Hands Meetings

Which are appropriate communication channels for this new process? Repetition in various forms is key to getting your message across.

A favorite tool of mine is RASIC.
You can get an idea of the tool below. Click here to download a Microsoft Excel spreadsheet to utilize the tool yourself.  There are lots of great tools out there. The point is to slow down long enough to figure out accountabilities and information flow, ensuring less chance that an individual or group has been left out of the initiative.

Screen shot 2016-05-10 at 9.21.02 AM

The key is to develop and own a structure that is repeatable and effective for your organization. Preparation and systems can truly enhance our ability to greet the unexpected guest with deliberate actions and minimal angst.

I would love to hear what other items you would add to this list. Drop me a note when you have a moment.

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Category: Change Management, Newsletters

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About the Author ()

Julia Hill-Nichols, SPHR, is the founder of LeadersCove, LLC. With over 30 years experience in operations and human capital management, Julia is gifted in the art and science of bridging strategic imperatives and a company’s human capabilities—executing for success, meeting bottom-line objectives and enlivening the people who are the organization’s lifeblood.

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