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Change Management:

What and why needed?

Change Management through

Effective Communication
Effective Communication

Dr Usman Mustafa

Chief, Project Evaluation and Training Division

Pakistan Institute of Development Economics

usman@pide.org.pk

ROAD MAP
ROAD MAP
  • Management

  • Change Management (CM)

  • What and Why Needed?

  • Objectives, Steps and Points to

Remember

  • Successful Change Management

  • Change Management Through Effective Communication

  • Conclusion

Management
Management

Management in all business and organizational activities are the acts of getting people together to accomplish desired goals and objectives efficiently and effectively. It comprises:

  • Planning

  • Organizing

  • Staffing

  • Leading or directing, and

  • Controlling

an organization or effort for the purpose of accomplishing a goal.

Change Management
Change Management

Change management is a structured approach to

transitioning individuals, teams, and organizations from a current state to a desired future state.

It is an organizational process aimed at empowering employees to accept and embrace

changes in their current business environment.

CM in PM

CM in PM In <a href=project management , change management refers to a project management process where changes to a project are formally introduced and approved. " id="pdf-obj-5-4" src="pdf-obj-5-4.jpg">

In project management, change management refers to a project management process where changes to a project are formally

introduced and approved.

Examples of Organizational

Change
Change
  • Missionary changes

  • Strategic changes

  • Operational changes (including Structural changes)

  • Technological changes

  • Changing the attitudes and behaviors of personnel

The objectives, content, and process of change should all be

specified as part of a Change Management plan.

Why Change Management?

Why Change Management? For many change practitioners, there is no doubt that CM must be used

For many change practitioners, there is no doubt that CM must be used on projects that impact how people do their jobs. A great solution and a well managed project are not enough to ensure success. Written another way:

Myth: A great solution + Effective project management = Project success

The missing piece of the equation above is CM.

Successful Change

Management
Management

Successful change management requires:

  • Effective communication,

  • Full and active executive support,

  • Employee involvement,

  • Organizational planning and analysis and

  • Widespread perceived need for the change

These are the big five when successful change is achieved

Components of Effective

Communication (EC)
Communication (EC)
  • The delivery method chosen must suit the circumstances and the needs of both the sender and the receiver.

  • The content of the message has to resonate and connect, on some level, with the already-held beliefs of the receiver.

Communication
Communication

Communication is one of the most important skills anyone can have, in business and in life. We will be happier and more productive if we can improve our ability to communicate

Importance of

Communication
Communication

The importance of communication can be summed up in only a few words :

  • Happiness

  • Success

  • Harmonious relationships with the people around you

Benefits of EC
Benefits of EC
  • Rewarding and harmonious relationships with others

  • Easily build rapport with clients, customers, friends, new acquaintances

  • Getting what you want

  • More time for yourself and others

  • Satisfaction and success in life

Effective Communication
Effective Communication

Effective communication is the key to our

success in life, in work, and in relationships. Good communication skills can reduce misunderstandings, errors,

frustration, and conflict on a daily basis.

Failing to Communicate

Effectively
Effectively

It is often our failure to communicate effectively that leads to :

  • Professional setbacks

  • Personal disappointment

  • Breakdown of important relationships

  • Wasting energy and time on frustration and dramas

  • Not reaching our full potential

Quotation About EC
Quotation About EC
  • “Communication works for those who work at it.• John Powell

  • “The single biggest problem in communication is the illusion that it has taken place”.George Bernard Shaw

  • To effectively communicate, we must realize that we are all different in the way we perceive the world and use this understanding as a guide to our communication with others”. A. Robbins

Communication
Communication

If you've ever known a particular

Communication If you've ever known a particular dog at all well, you've probably been amazed at

dog at all well, you've probably been amazed at how easy it is to guess a dog's mood, even though

dogs can't speak. Perhaps what's more amazing is that it's so difficult to guess a person's

mood, even though humans can

speak ...

Designing Communications

  • Do you design your communications? or

Do they just kind of happen?  When your communication is important 
Do they just kind of happen?
When your communication is important

-- it is to be remembered -- you need to think carefully and -- design it to resonate with your intended audience

Improve Communication

Improve Communication  Seven "C's" of communication design:  The seven C's lay out a simple
  • Seven "C's" of communication design:

  • The seven C's lay out a simple sequence which can help you start broadly and work your way down to specifics.

Seven C's of

Communication
Communication

1. Context

  • 2. Content

  • 3. Components

  • 4. Cuts

  • 5. Composition

  • 6. Contrast

  • 7. Consistency

1. Context
1. Context
  • What's going on?

  • Do you understand the situation?

  • Is there a dead elephant in the middle of the room that you're not aware of?

  • Ask good questions. You'll need a clear goal before you begin to design any communication.

  • Ask: Who are you talking to and what do you want them to do?

The dead elephant in the

middle of the room
middle of the room

Issue that everyone is

aware of, but

somehow

nobody

mentions.

Ask good questions
Ask good questions
Ask good questions 1. Collecting good information, and 2. Taking the extra time and energy to
  • 1. Collecting good

information, and
2. Taking the extra

time and energy

to make it

relevant to others

Ask good questions, for

good reasons
good reasons

The WHODO

  • 1. WHO are you talking to?

  • 2. What do you want that person to DO?

Ask good questions, for good reasons The WHODO 1. WHO are you talking to? 2. What

2. Content …

2. Content … Based on your goal, define <a href=a single question that your communication is designed to answer. This is the best possible measure of communication effectiveness. “Message” " id="pdf-obj-24-4" src="pdf-obj-24-4.jpg">

Based on your goal, define a single question that your communication is designed to answer. This is the best possible measure of communication effectiveness.

2. Content …
2. Content …
  • What do you want your audience to walk away with and remember? - set out to answer it.

    • What information is required?

  • Do you have the answer already, or do you need to search it out?

How to measure your

communication
communication

effectiveness?

Do you set

understanding goals for your important

communications? Most

people don't.

- Effective vs efficient

Three Reasons
Three Reasons
  • 1. To clarify why people should care. Offer anything new, why should anyone listen? Effective communication should result in someone acting or thinking in a different way than they did before.

  • 2. To be sure your content is complete. Defining your goal as a question offers a second benefit: It's a check to ensure that your communication is on target.

  • 3. To ensure you are understood. You can't double-check unless you have a metric. Use questions.

How much information is

too much?
too much?
How much information is too much?  How do you determine what to leave in and
  • How do you determine what

to leave in and what to leave

out?

  • Whom presenting & their

persperctive

  • How much time/energy?

When in doubt, leave it out

3. Components
3. Components
  • Break down your content into basic "building blocks" of content.

  • Formulate the information into clusters and groups.

  • What patterns emerge?

  • How can you make the information more modular?

  • Given your goal, what is the most fundamental unit of information?

4. Cuts

4. Cuts This is one of the hardest parts of the process and most often neglected.y ex p ect y ou to g et to the p oint. Learn to edit . Kill your little darlings . " id="pdf-obj-30-4" src="pdf-obj-30-4.jpg">

This is one of the hardest parts of the process and most often neglected.

People's attention will quickly drift --

they expect you to get to the point.

Kill your little darlings
Kill your little darlings
Kill your little darlings Picasso’s saying: "When you begin a picture, you often make some pretty

Picasso’s saying:

"When you begin a picture, you

often make some pretty

discoveries. You must be on guard against these. Destroy the thing,

do it over several times. In each destroying of

a beautiful discovery the artist does not really

suppress it, but rather transforms it, condenses it, makes it more substantial."

You can. Take a deep breath, kill it and start fresh. It will always return, often

You can.

Take a deep breath, kill it and start fresh. It will always return, often more elegant and beautiful than before

You can. Take a deep breath, kill it and start fresh. It will always return, often
5. Composition …
5. Composition …

Now it's time to design the way you will tell your story.

  • Think in terms of both written and visual composition.

  • When writing; who are your main characters?

  • How will you set up the scene?

  • What are the goals and conflicts that will develop?

5. Composition …

5. Composition …  How will the story reach resolution?  In visual terms; where will
  • How will the story reach resolution?

  • In visual terms; where will the reader begin?

  • How will you lead the eye around the page?

  • In all your compositional thinking; how will you engage your audience?

  • How will you keep them engaged?

Writing it down forces

you to think it through
you to think it through
Writing it down forces you to think it through  Solidify my design approach  Articulateg says "write it down" was one of the best tips he ever got " id="pdf-obj-35-6" src="pdf-obj-35-6.jpg">
  • Solidify my design approach

    • Articulate my rationale

    • Ensure clarity

Career coach Robert Gatling says "write it down" was one of the best tips he ever got

6. Contrast

  • What are the differences that matter?

 Use contrast to highlight them: Big vs. little;
Use contrast to highlight them:
Big vs. little;

Rough vs. smooth; Black vs. white.

  • When making any point, ask, "in

comparison with what?“

  • Contrast is a trigger to the brain that

says "pay attention!"

7. Consistency
7. Consistency
  • Unless you're highlighting differences, keep things like color, fonts, spacing and type sizes consistent to avoid distracting people.

  • Research shows that any extraneous

information will detract from people's ability to assimilate and learn.

General Tips …
General Tips …
  • Presentation Message

  • KISS

  • One slide per minute

  • Clear explanation of tech. terms

  • Avoid complete sentences

  • “6 x 6” rule

… General Tips
… General Tips
  • Font 32-44 and 28

  • Simple graph

  • Consistency

Conclusion

1. Planning

2. Organizing 3. Sequence
2.
Organizing
3.
Sequence
  • 4. Presentation
    5. Practice, practice and practice

  • 6. Revision, revision and revision

THANK YOU for your Patience

THANK YOU

for your Patience