Embed during the programme

Embedding change

Embedding change is the process to manage changes in behavior, attitudes, and adoption of new processes.  Its all about helping the people adopt the new way of working.  Embedding change takes time and effort, however applying the following steps to embed change during the programme will help. 

The following steps are detailed in the earlier X4MIS methodology, during the Compose and Manage phases.  The specifics will have been documented in your Change Implementation Plan and this Embed phase is where you are reinforcing the change based on the strategy in your Plan. 

1. Clearly define the change, reiterating what the change is and why it is important.
2. Identify and engage the stakeholders. Ensure everyone who will be affected by the change is involved in the process. This will help to build buy-in and ensure that the change is implemented effectively.
3. Communicate the change effectively.  Make sure the message about the change is communicated clearly and consistently to all stakeholders.
4. Make the change part of the culture.  Ensure the change is a part of the organisation's values and behaviors. 
5. Enforce and encourage the adoption of the change through training and development programs.
6. Reinforce the change.  Implement systems and processes that support and reinforce the change. This will help to embed the change and make it sustainable over time.
7. Celebrate successes.  Recognise and celebrate successes along the way. This will help to build momentum and keep people motivated to continue with the change.
8. Review and evaluate adoption.  Regularly monitor the progress of the change and evaluate its impact. Use this information to make any necessary adjustments to the change process.

About the adoption review

The adoption of change is essential. Some activities can benefit the Change Process if monitored during the transition.  There's also significant complexity in implementing change. It takes a lot of effort to achieve a new way of working in an organisation.   It's also challenging to determine whether the changes are beneficial; therefore measuring and tracking implementation is crucial. It's easy for the Change Team to get lost in the process, especially when it takes several months or years, but the end objectives are eventually achieved.  There are significant risks to leaving a review of progress to the end to determine whether or not the efforts are truly having an impact. You must review progress against the planned objectives and benefits during the project. 

Measuring the Adoption

The Business and Programme Benefits must be defined at the beginning of the programme to get an accurate view of how successfully the transformation is evolving.

There is never a guarantee of success when trying to transform an organisation.  Even the best-planned and performed design can be derailed by unanticipated events.  To better understand how the change process is playing out in your organisation and to identify any issues so they can be addressed and fixed as soon as possible, it is important to know what to measure and why when measuring organisation change. 

Attempting to evaluate change transformation by isolating certain measures is difficult due to the numerous parallel impacting factors at play.  There is never a guarantee of success with a Change Programme.  Unanticipated events can derail even the best-planned and performed design.  To better understand how the process is working in your organisation and to identify any issues so they can be addressed and fixed as soon as possible, it is essential to know what to measure when measuring organisation change. 

The Business and Programme Benefits must be defined at the beginning of the programme to get an accurate view of how successfully the transformation is evolving. The business will be able to manage change effectively and gauge the overall success of a Change Initiative by reviewing the following areas/questions:

1. What changes have been implemented?   
2. How closely did these changes meet the programme and business objectives?
3. Was the plan appropriate for the organisation and the current market?
4. Has it been consistent with the organisation's culture?
5. How organised and timely are the Change Team deliverables?
6. What changes in behaviour have the implementation initiatives produced? 
7. Have the implemented changes driven measurable changes in performance?
8. How have business results changed? - The transformation's ultimate success will always be measured in business results.  Compare the overall changes in productivity, sales, customer happiness, and other business areas.
9. Has employee engagement changed?  Although measuring employee engagement is more complicated, it is possible.