Change Champion Kick-Off Meeting Overview
An in-depth guide on organizing a successful change champion kick-off meeting with detailed information on objectives, change scope, impacted stakeholders, key milestones, change network roles, and code of conduct. Includes helpful templates and resources for effective communication and implementation strategies.
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Presentation Transcript
Change Champion Kick Off Meeting MM/DD/YYYY
About the Change Champion Kick Off Meeting What: Approach presentation template to use as a first formal meeting communication with change champions (once they have been identified) to inform them about the change, their role in change and what needs to be actioned When: After approval of change plan and prior to change execution How: Customize the template to fit your change needs
Objectives About The Change The Change Preview Your Role Support and What To Expect Call to Action
What is The Change Scope Detailed Features of the Scope Benefits and Project Goals
Who is impacted by The Change People Group What to Know /Characteristics of this People Group Leaders Field Employees Content Owners and Editors 6
The Change Key Milestones At A Glance QQ/YYYY QQ/YYYY Migration Launch Decommission The Current (as Needed) "The Change" Testing System "The Change Need to Know "The Change" Support and Training Celebrating "The Change" Key Messages to All, Leaders, Field Communications and Videos Introducing and Features Leader toolkit Posters, Desk Drop, Digital Signage Communications Training Road Shows and Expo End User Training Office Hours Training Training and Demo s Toolkit Network Meetings Yammer Group Posts Feedback Network Meetings Yammer Group Posts Support Road Shows Change Network Communications & Engagement Baseline Survey Change Readiness Survey #1 Change Readiness Survey #2 Measures 7
Change Network Code of Conduct 1. Specific responsibilities for our role that will not exceed our 5% time commitment 2. Provided with support, coaching, reinforcement and recognition by the project team during the change 3. Be actively engaged in monthly meetings and weekly social media postings. Note, all monthly meetings will be recorded and available on demand for those not able to attend 4. Utilize the materials the project team is providing us in order to help drive the change 5. Encouraged to bring forth our creative ideas and opinions to support and reinforce the change 6. Respect the differing opinions and needs of other change network members who represent different areas of the business from our own 9
Change Network Role and Responsibility Summary Area Task Be Actively Engaged and Involved The change network will be an extension of the project team and therefore will be invited to various feedback and update sessions. Change network active participation will make these sessions collaborative and beneficial Build Awareness for "The Change" Create awareness about "The Change" Include "The Change" updates or communications as part of the agenda for standing team meetings Act as a "The Change" Trusted Advisor Share the benefit of your knowledge about "The Change". Highlight new features and functionality to your peers and teams. Participate and encourage your teams and peers to actively participate in "The Change" events Share feedback with the project team. Change network insights will make a big difference in how effective the rollout of will be. In particular, we will be looking for change network feedback on the following: The effectiveness of communications and learning materials and how they resonate with stakeholders Understanding how the launch is positively / negatively impacting your operating company or department Understanding how your colleagues are reacting to the change Ideas to improve / enhance the launch 10
Change Network Behaviors to Amplify Communicate change early and often Repeat key change messages 5 to 7 times key change messages 5 to 7 times Use different ways to communicate including stories different ways to communicate including stories Encourage message cascade and translation cascade and translation Actively listen to those impacted by the change and observe their body language to gain additional clues on where they are with the change Use any resistance voiced about the change Use any resistance voiced about the change as a way to start a dialogue Look for positive messaging and behaviors Look for positive messaging and behaviors associated with the change coming from impacted people early and often 11
Change Network Support 1. Change Network Toolkit Resource List: A who s who of the Change Network and Project Team Meeting in a Box: Talking points, speaker slides and discussion questions to include as a topic in a regular meeting or host your own meeting. Available in both an online format and a 1 page physical format Frequently Asked Questions: Key questions and answers regarding the change Summary Timeline: Make you aware of key upcoming communications, training and events planned for the change You can find the toolkit here(link) 2. Change Network Yammer Posts Weekly posts include key messages, quick polls and opportunities to provide pulse feedback. The posts will help provide you with information at your fingertips, keep you connected to other network members and keep you focused on what you can do the Call to Action to be most impactful in your role 1. Change Network Meetings Monthly meetings that keep you informed about the change, updates and progress as well as provide an easy way to with other network members and share. 12
Call to Action 1. Learn who is in the Change Network 2. Join the Change Network Yammer Group and watch for our first post! 3. Familiarize yourself with the Change Network Toolkit and bring forward any questions you have to the project team 4. Listen for and encourage feedback relative to upcoming change communications 5. Accept invitations for the Change Network Meetings. Next meeting: MM/DD/YYYY 14
Appendix 15
Benefit of the Change Network Provides for an in-depth point of view f from trusted advisors who represent the major organizational structures (operating companies and departments) impacted by the project Insure that communication, engagement and training activities resonate with those impacted by the change Provide those impacted by the change with a specific resource for all things relative to "The Change Provide a direct line of sight from the project team to those impacted by the change 16
