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How can you design projects that promote change management?

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As a large group facilitator, change management can be promoted through projects by following key principles and steps. These include defining the scope and purpose of the project, engaging stakeholders and participants, using appropriate methods and tools, monitoring and evaluating progress and impact, and communicating and celebrating results. In this article, you will learn how to apply these principles in practice.

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1 Define the scope and purpose

Before you start any project, you need to have a clear vision of what you want to achieve and why. This will help you align your objectives with the needs and expectations of your clients, sponsors, and beneficiaries. You also need to define the scope of your project, which means the boundaries, limitations, and deliverables that you will work within. A good way to define your scope and purpose is to use a project charter, a document that summarizes the key aspects of your project, such as the problem statement, the goals, the stakeholders, the roles and responsibilities, the timeline, the budget, and the risks.

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Caprice Hill

Change Management Specialist
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Having well defined boundaries provides a framework to know what activities and improvements can be done in the current project or scheduled for later. They also help the stakeholders keep focus when asked for input.

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Robert Harper

Integrator | Strategic Leader | Mergers & Acquisitions (M&A) | Strategy & Improvement
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In corporate culture change for the sake of change, actually causes more damage. Understanding what’s at stake for the change having the end in mind will allow you to develop the team to ensure there are no blind spots. Development of the team will be based upon the objectives that are needed to be met i.e. is someone better at stakeholder management, financial acumen, project implementation. These are just a few attributes needed on a team, but can yield great benefits by developing the strategy with the team in mind.

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2 Engage your stakeholders and participants

One of the main challenges of change management is to overcome the resistance and skepticism that people may have towards the change. As a large group facilitator, you can help by engaging your stakeholders and participants in a meaningful and inclusive way. This means that you need to identify who are the people who will be affected by or involved in the change, and how you can involve them in the project. You can use different techniques to engage your stakeholders and participants, such as surveys, interviews, focus groups, workshops, forums, or online platforms. The aim is to understand their perspectives, needs, concerns, and expectations, and to co-create solutions with them.

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Carol Apelt

Mission-Driven Organizational Operations Leader | Client Success Champion | Relationship Management | Expertise in Public, Commercial, & Nonprofit Sectors
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Stakeholders who are invited to the table, who are asked for their views and their wants and their perspectives on how to solve tricky problems not just at the beginning but all the way through the process, become invested in the effort’s success. This creates the sense of ownership as long as those engaged can see their contributions being applied as the effort progresses. That feeling of ownership translates into goodwill ambassadorship, which is valuable both during the effort and at rollout.

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3 Use appropriate methods and tools

Depending on the type and scale of your project, you may need to use different methods and tools to facilitate the change process. Visioning is a process of creating a shared vision of the desired future state, while Appreciative Inquiry focuses on discovering and building on the strengths and successes of the current situation. Design Thinking is a human-centered approach to finding solutions to complex problems, and Open Space Technology creates a self-organized space for people to discuss topics they are passionate about. Techniques such as storytelling, appreciative interviews, empathy maps, setting a theme, and harvesting outcomes can help you implement these methods and tools.

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Robert Harper

Integrator | Strategic Leader | Mergers & Acquisitions (M&A) | Strategy & Improvement
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With any changes, having some type of thematic Compass allows for everybody to gravitate towards the why. Once people understand the why you can start defining the what, which will be the tools that are necessary. During change management it’s just not about operations or Sales. There’s a learning and development component from human resources that’s needed as well. The days of managing change just with Excel spreadsheets it’s over for the change to be realized it has to be sustainable. Which will take many departments across an organization for sustainability to truly be achieved..

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4 Monitor and evaluate your progress and impact

As you implement your project, monitoring and evaluating your progress and impact is essential to track performance, measure results, and learn from experience. To do this, you can use various methods and tools, such as the Logic Model, SMART Goals, and Feedback Loops. The Logic Model is a tool that shows the logical relationship between inputs, activities, outputs, outcomes, and impacts. It can be used to plan, monitor, and evaluate the project as well as communicate the theory of change. SMART Goals are specific, measurable, achievable, relevant, and time-bound objectives that can be used to set and assess goals while ensuring they are consistent with the purpose and scope. Lastly, Feedback Loops allow for the collection and usage of feedback from stakeholders and participants. This can be done through surveys, polls, interviews or observations while sharing feedback through dashboards, reports or presentations.

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5 Communicate and celebrate your results

Finally, you need to communicate and celebrate your results. This is essential to recognize your contributions and sustain your momentum. Storytelling is a great way to share stories of change, challenges, and successes. You can also use infographics to represent data, facts, or insights. Events are also a great way to showcase your results and thank stakeholders and participants. You can use awards, certificates, or gifts to help participants feel appreciated and valued.

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Robert Harper

Integrator | Strategic Leader | Mergers & Acquisitions (M&A) | Strategy & Improvement
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Change management is synonymous with communication, but we have to really drive towards overcommunicate. It can’t just be about positive results. If there’s opportunity for us to pivot in real time, we must communicate that. There has to be regular check-in to ensure that the strategy that was initially set is still the correct strategy. The progress that we’re making are we ahead of schedule or are we behind schedule and why and obviously communicate that. For change to be the new normal communication is a staple that leads into sustainability with any strategy.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you design projects that promote change management?

1

2

3

4

5

6

1 Define the scope and purpose

2 Engage your stakeholders and participants

3 Use appropriate methods and tools

4 Monitor and evaluate your progress and impact

5 Communicate and celebrate your results

6 Here’s what else to consider

Large Group Facilitation

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How can you design projects that promote change management?

1

2

3

4

5

6

1 Define the scope and purpose

2 Engage your stakeholders and participants

3 Use appropriate methods and tools

4 Monitor and evaluate your progress and impact

5 Communicate and celebrate your results

6 Here’s what else to consider

Large Group Facilitation

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