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Workflow and Change

The time in a project where workflow changes are being designed, drawn up and tested is extremely valuable to the change process. Unfortunately, we often lose the important but subtle information available at this stage when we need it most - just prior to implementation. This causes rework and additional expense. Here is an easy way to capture what we need from an organizational change perspective during the workflow development process.

This falls in the area of Stakeholder Analysis. We call it Stakeholder Analysis Step 5 in the Change Project Management - The Next Step System. In this step we are identifying all the changes that each stakeholder will experience. The best time to catalog these changes is the moment they are identified. Workflow design is the beginning of noting these changes.

What will the constituent need to start doing in the new environment that they are not currently doing? What will the constituent need to stop doing in the new environment that they are doing today? Also, what will stay the same?

These questions help you identify the changes that you're creating for the constituent with your change efforts. What do you do with them? 

For each change, consider each stakeholder that will be effected. How will they react to the change? What is the impact? Now, what will we do to help the stakeholder best assimilate the change? This may involve training, communication, or some more customized approaches.

We have a detailed procedure for how to do this in chapter 2 of Change Project Management - The Next Step.

Capturing this data is extremely important to those who will later build communication and education content for your change initiative. It's important not to lose this valuable input. Your stakeholders will appreciate the attention to detail as they struggle to integrate the change within their new workplace.