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How can you manage changes involving automation or AI?

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Automation and artificial intelligence (AI) are transforming the way IT projects are delivered and managed. They can improve efficiency, quality, and innovation, but they also pose significant challenges for IT managers who need to adapt to new roles and responsibilities, communicate effectively with stakeholders, and ensure alignment with business goals and values. In this article, we will explore some key aspects of managing changes involving automation or AI, and offer some practical tips and best practices.

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Daim Ali Bukhari

| Senior Technical Writer at Ascertia |
Sudip Roy, FIC, MBCS

Implementing complex AI/ML projects in a regulated environment | Technology change enabler | Process Intelligence…

1 Assess the impact

The first step in managing changes involving automation or AI is to assess the impact of the new technologies on the current state of the IT project and the organization. This involves identifying the scope, benefits, risks, costs, and dependencies of the change, as well as the skills, competencies, and behaviors that are required or affected by the change. A thorough impact assessment can help you define the objectives, scope, and success criteria of the change, and prioritize the actions and resources needed to implement it.

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Sebastian Emmeluth

Director Integration Services | Spearheading Data Distribution, Middleware, API, and Partner Management Excellence | AI Enthusiast
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Ich bin der Meinung, dass bevor man sich Sorgen wegen der Governance oder Security Richtlinien macht, zuerst einmal ein nachhaltiges Interesse und Verst?ndnis für das Thema geweckt werden müsste. Suchen Sie sich einen sicheren Raum und experimentieren Sie. Lassen Sie erst mal ihrer Fantasie freien Lauf. Wenn es dann an die Umsetzung in der echten Welt geht, ist immer noch genug Zeit um kreative Produktivit?t in die richtigen Bahnen zu lenken

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2 Engage the stakeholders

The second step in managing changes involving automation or AI is to engage the stakeholders who are involved in or affected by the change. This includes the project team, the business users, the customers, the suppliers, and the senior management. You need to communicate the vision, goals, and benefits of the change, as well as the expectations, roles, and responsibilities of each stakeholder group. You also need to listen to their feedback, concerns, and suggestions, and address any resistance or issues that may arise. A stakeholder engagement plan can help you define the communication channels, frequency, and messages for each stakeholder group, and monitor their satisfaction and commitment levels.

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3 Plan the transition

The third step in managing changes involving automation or AI is to plan the transition from the current state to the desired state of the IT project and the organization. This involves defining the tasks, milestones, deliverables, and resources needed to implement the change, as well as the criteria and methods for measuring and evaluating the change outcomes. A transition plan can help you align the change activities with the project schedule, budget, and quality standards, and ensure that the change is delivered on time, within scope, and with minimal disruption.

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Sven Reifschneider

Vision?rer Unternehmer & CEO der Neoground GmbH ?? | Transformative Ver?nderungen durch innovative IT-L?sungen & KI
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In my experience, a well-defined plan is crucial for successfully managing changes involving automation / AI. Utilizing AI to refine this plan can provide valuable insights, ensuring that the transition is realistic and aligned with the project's goals. Additionally, experimenting with ready-to-use AI solutions and working with experienced professionals in the field can be extremely beneficial. This approach helps in understanding the practical possibilities and limitations of AI, setting realistic expectations for the integration. A comprehensive plan should not only focus on the technical aspects but also consider training, workflow adjustments, and cultural shifts within the organization, ensuring a smooth and efficient transition.

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4 Train and support the users

The fourth step in managing changes involving automation or AI is to train and support the users who will use or interact with the new technologies. This involves developing and delivering training programs, manuals, guides, and other materials that can help the users learn and adopt the new technologies, as well as providing ongoing support, coaching, and feedback. A training and support plan can help you identify the learning objectives, methods, and resources for each user group, and evaluate the effectiveness and satisfaction of the training and support activities.

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Daim Ali Bukhari

| Senior Technical Writer at Ascertia |
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In the realm of automation or AI changes, the pivotal fourth step is training and supporting the users engaging with these technologies. Develop comprehensive training programs, manuals, and guides to facilitate seamless adoption. Ongoing support, coaching, and feedback are vital for sustained success. A well-crafted training and support plan ensures clear learning objectives, suitable methods, and adequate resources for diverse user groups. Regular evaluation of training and support activities guarantees effectiveness and user satisfaction, fostering a proficient and confident user base.

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5 Monitor and review the change

The fifth step in managing changes involving automation or AI is to monitor and review the change throughout its lifecycle. This involves collecting and analyzing data on the performance, quality, and impact of the new technologies, as well as the feedback, attitudes, and behaviors of the users and stakeholders. A monitoring and review plan can help you track the progress, achievements, and issues of the change, and identify any gaps, risks, or opportunities for improvement. It can also help you report and communicate the results and lessons learned from the change, and celebrate and recognize the successes and contributions of the change agents.

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6 Adapt and improve the change

The sixth and final step in managing changes involving automation or AI is to adapt and improve the change based on the findings and feedback from the monitoring and review process. This involves making adjustments, corrections, or enhancements to the new technologies, processes, or practices, as well as to the change management strategies, plans, and activities. An adaptation and improvement plan can help you implement the changes in a timely and effective manner, and ensure that the change is sustainable and aligned with the business goals and values.

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Daim Ali Bukhari

| Senior Technical Writer at Ascertia |
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Continuous Refinement for Lasting Change In the realm of automation or AI changes, the final step is to adapt and improve based on monitoring and feedback. This involves fine-tuning technologies, processes, and strategies based on findings. Make timely adjustments to ensure sustainability and alignment with business goals. An adaptation and improvement plan ensures ongoing relevance and effectiveness, fostering a dynamic environment where change evolves in sync with evolving needs and values.

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7 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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Sudip Roy, FIC, MBCS

Implementing complex AI/ML projects in a regulated environment | Technology change enabler | Process Intelligence Consultant | Agile & DevOps Coach | Programme Director | Design Thinking Practitioner |
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Always start with the process. Strong processes or knowledge of processes will lead to the correct use of Automation and AI. Governance spanning business and IT, strong buy-in from other change managers will be extremely important to make it a successful project.

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How can you manage changes involving automation or AI?

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1 Assess the impact

2 Engage the stakeholders

3 Plan the transition

4 Train and support the users

5 Monitor and review the change

6 Adapt and improve the change

7 Here’s what else to consider

IT Management

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How can you manage changes involving automation or AI?

1

2

3

4

5

6

7

1 Assess the impact

2 Engage the stakeholders

3 Plan the transition

4 Train and support the users

5 Monitor and review the change

6 Adapt and improve the change

7 Here’s what else to consider

IT Management

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