Putting the 'Basic Drills' in place

In today’s economic environment and increasingly competitive landscape, having effective governance of IT and business change programmes is even more critical so that companies can adapt, innovate, and stay ahead of the competition. With technology playing a pivotal role in driving business success, I cannot stress how important it is to put in place robust governance practices that ensure the successful execution and delivery of IT initiatives.

In this article, I will share some best practice techniques for governing change programmes.

1.??????Define a Clear Governance Framework

Establishing a well-defined governance framework is the foundation and starting point for ensuring that an IT or business change programme is governed effectively. This framework should outline the roles, responsibilities, and decision-making processes within the company. Key components of the framework should include:

a. Definitions of the roles and responsibilities of stakeholders, such as executive sponsors, programme managers, project teams, and governance committees. It’s important to call out the decision-making authority to avoid ambiguity.

b. Establish effective channels for communication and reporting, ensuring that stakeholders receive timely updates and are involved in decision-making processes.?Regular status reports, project dashboards, and executive briefings are some effective communication tools.?Transparency is key.?No one likes surprises and keep the updates factual.

c. Develop comprehensive policies and procedures that govern the stage gates which the projects will go through for instance, initiation, planning, execution, monitoring, and control of the change initiative.

2.??????Engage Stakeholders and Establish Ownership

Engaging stakeholders early and ensuring their active involvement throughout the project or programmes lifecycle is crucial for effective governance. Here's how you can achieve this:

a. Secure strong executive sponsorship to provide strategic direction, allocate necessary resources, and remove any roadblocks that may get in the way.

b. Foster collaboration between IT, the business, and other relevant stakeholders to ensure alignment of the programme or project objectives with organisational goals. Encourage open dialogue and involve stakeholders in decision-making processes.

c. Assign clear ownership for deliverables, milestones, issues and risks. This accountability ensures that individuals are responsible for their respective areas and fosters a sense of ownership and commitment.

3.??????Establish Robust Programme and Project Management Practices

Implementing effective practices is vital for successful governance of IT and business change programmes and projects.?Here at Change Specialists, we can them our ‘Basic Drills’.?You may want to consider the following:

a. Develop detailed project plans, outlining objectives, timelines, resource requirements, and deliverables. Implement a robust project management methodology.?Which one you chose will depend on the programme or projects nature.

b. Identify, assess, and manage risks throughout the lifecycle. Implement a risk management framework that enables proactive risk identification, mitigation, and contingency planning.

c. Establish KPIs and metrics to track progress, measure success, and identify areas for improvement. Regularly monitor and report on these metrics to stakeholders.

d. Identify and register dependencies within the programme or project and also those that are external i.e. in the rest of the organisation or outside.

4.??????Continuous Improvement and Learning

To drive continuous improvement and learning, companies must create a culture of adaptability and innovation. Here are some thoughts on how you might create this:

a. Conduct in-depth reviews / retrospectives at the end of each programme or project phase to capture lessons learned.?Document and share successes, challenges, and recommendations for future initiatives.

b. Establish knowledge-sharing mechanisms, such as communities of practice, to encourage sharing of best practices, experiences, and lessons learned across the organisation. Encourage and recognise colleagues who are collaborating and sharing ideas.

c. Embrace agile principles in governance practices, allowing for iterative adjustments and flexibility. Continuously review and adapt governance processes to address evolving needs and changes in the IT landscape.

If you would like to find out how Change Specialists could support you deliver your IT and Business Change plans please DM me or send an email to [email protected] to schedule a call so we can learn more about the work you are doing and see if we can become your trusted partner.?