Implementing new technology offers exciting opportunities for businesses to make meaningful improvements across their organisations.
The benefits are both tangible and intangible, including improved capability, reduced costs, increased efficiency, and better decision-making. However, the true value of these investments is only realised when organisational change is effectively managed as the project ends.
The Disconnect Between Project and Operational Teams
All too often, project teams and operational teams find themselves at odds, with competing goals and priorities. This disconnect stems from a lack of three things: clear communication, shared understanding, and alignment between project goals and what the end users want and need. This misalignment can lead to delays or even complete derailment of implementations. Zetta Infrastructure Specialist Joe Davies has experienced this firsthand.
“We were bought into a project for a client who had spent months in development. Everything was going well, testing was going well, but when they went to implement, the business threw them a massive curve ball. Suddenly the project plan went out the window,” Joe said.
“They asked us to help them get things back on track.”
This isn’t a new problem, but it’s one that persists. To increase the success of IT projects and their long-term impact on the business, consider the following strategies:
Strategies for Successful Change Management
1. Align Project Goals with Customer Needs
Ensuring that project goals, scope, budget, and quality requirements are closely aligned with customer needs from the outset is paramount.
This alignment sets the foundation for a successful change management process and ensures the project delivers tangible value to the business.
2. Bridge the Gap Between Project and Operational Teams
Having a champion who keeps things flowing between project teams and the customer is essential. These ‘fixers’ understand the organisation’s culture, processes, and pain points, and are often an invaluable source of information about how to get things done efficiently.
“Having someone who has knowledge of all of the frameworks, controls, change management and even the personalities required to facilitate change is invaluable,” Joe said.
“Your project timelines are protected, and everything becomes much easier because you know the internal lead times for making required changes to the existing systems.”
3. Establish Regular Steering Committee Meetings
Implementing a regular cadence for steering committee meetings is crucial for proactively managing risks and issues before they compromise project outcomes. These meetings create an opportunity for open discussions, joint decision-making, and course corrections.
“If you present the project plan to a steering committee from the start, you get a good understanding where the speed bumps are going to occur and who’s likely to raise objections. It will prepare you for the rest of the journey of the project,” Joe said.
Small changes to scope are much more cost-effective to address during the project than after implementation. Continual collaboration with your end users ensures the project is aligned with business objectives and meets the expectations of the people who will be using it.
4. Encourage Open Communication and Transparency
Collaboration with your end users throughout design and development also allows you to get early buy-in and build enthusiasm for your project. Providing regular updates, organising Q&A sessions, and asking for feedback not only keeps all stakeholders informed but also promotes accountability and trust.
5. Understand Change Management and Handover Processes
Navigating the organisation’s change management and handover processes is essential for third-party contractors or external consultants. This ensures a smooth transition from project implementation to ongoing operations, increasing the likelihood of future engagements.
“Once you’ve handed it over, the changes should be self-sustaining and maintained by the people who you handed it over to,” Joe said.
Knowing who to engage during the handover process can make a huge difference to the success or failure of a project. This may include finding a new advocate or champion in the organisation who will continue to support the new changes long after the project is complete.
Take the Next Step to Successful Projects
By implementing these best practices, organisations can significantly improve the chances of project success and maximise the return on their technology investments. Change is a continuous process, and effective change management is the key to unlocking the full potential of new solutions and driving lasting business value.
If you’d like to discuss how our experienced team can help manage change and ensure successful project outcomes, please reach out for a consultation. Together, we can bridge the gap between projects and operations, ensuring a seamless transition and maximising the value of your technology investments.
