Change Specialists Practice Director Julian Brown shares his insights on basic drills for governing change in 4 steps.

Strong and effective governance in IT, Digital and business change programmes supports successful outcomes. With technology playing a pivotal role in driving business success, I must stress how crucial it is to put in place robust governance practices that ensure the successful execution and delivery of IT initiatives. This blog post shares some of my best practice techniques for governing change programmes.

Define a Clear Governance Framework

Establishing a well-defined governance framework is the foundation 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:

• Definitions of the roles and responsibilities of stakeholders, such as executive sponsors. It’s important to call out the decision making authority to avoid ambiguity.
• 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.
• Develop comprehensive policies and procedures that govern the stage gates which the projects will go through, such as initiation and

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:

• Secure strong executive sponsorship to provide strategic direction, allocate necessary resources, and remove any roadblocks that may get in the way.
• Foster collaboration between IT, the business, and other relevant stakeholders to ensure alignment of the programme or project objectives with organisational goals. Involve stakeholders in decision-making processes.
• Assign clear ownership for deliverables, milestones, issues and risks. This accountability ensures that individuals are responsible for their respective roles and fosters a sense of ownership and commitment.

Establish Robust Programme and Project Management Practices

Implementing effective practices is vital for successful governance of IT and business change programmes and projects. Like Change Specialists, you may want to consider the following:

• Develop detailed project plans, outlining objectives, timelines, resource requirements, and deliverables and implement a robust project management methodology.
• Identify, assess, and manage risks throughout the lifecycle. Enforce a risk management framework that enables proactive risk identification, mitigation, and contingency planning.
• Establish KPIs and metrics to track progress, measure success, and identify areas for improvement, as well as regularly monitoring and reporting on these metrics to stakeholders.
• Identify and register dependencies within the programme or project and those that are external i.e. in the rest of the organisation or outside.

Continuous Improvement and Learning

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

• Conduct in-depth reviews at the end of each programme or project phase to capture lessons learned. It’s a good idea to document and share successes, challenges, and recommendations for future initiatives.
• Establish knowledge-sharing mechanisms, such as communities of practice, to encourage sharing of best practices, experiences, and lessons learned across the organisation. Recognise colleagues who are collaborating and sharing ideas.
• Embrace ‘Agile’ principles in governance practices, allowing for iterative adjustments and flexibility where governance processes are continuously reviewed and adapted to address evolving needs and changes in the IT landscape.

If you found this post helpful, would like to share your own basic drills for governing change, or to find out how Change Specialists could support your IT, Digital or Business Change plans, please contact Julian, or connect with him on LinkedIn.

In our increasingly interconnected world reliable cyber security is rightly a high priority for organisations. This blog post from our CEO John Dean explores why cyber security is vital in today’s digital landscape.

The Growing Need for Cyber Security

The rapid adoption of digital technologies has transformed the way businesses operate, bringing numerous benefits in efficiency, communication, and data management. However, this digital transformation has also made organisations more vulnerable to cyber threats. In the UK, cyber security is now a top priority for businesses, governments, and individuals alike.

Cyber attacks can result in issues like severe financial losses, as well as reputational damage and legal consequences. With the increasing sophistication of cybercriminals, the need for robust cyber security measures grows year by year. In fact, according to the Cyber Security Breaches Survey 2023, 39% of businesses in the UK reported having a cyber security breach or attack in the last 12 months.

Key Cyber Attacks in the UK

The UK has witnessed several significant cyber-attacks that underscore the urgent need for amplified cyber security measures. These incidents highlight the diverse nature of cyber threats, ranging from ransomware and phishing to data breaches. The impact they can have is widespread. Some notable examples include:

Redcar & Cleveland Borough Council (February 2023): A ransomware attack disrupted council services, costing the council over £10 million in recovery efforts.

EasyJet (May 2023): The airline disclosed a cyber-attack that compromised the personal information of approximately nine million customers.

NHS (July 2023): A phishing attack targeted NHS staff and exposed sensitive patient data.

British Airways (September 2023): A data breach affected over 400,000 customers, resulting in a substantial fine from the Information Commissioner’s Office (ICO).

Key Areas of Risk

• Ransomware – Attackers encrypt an organisation’s data and demand a ransom for its release, causing operational disruptions and financial losses.

• Phishing – Cybercriminals use deceptive emails to trick employees into revealing sensitive information or downloading malicious software.

• Supply Chain Attacks – Targeting third-party vendors to gain access to an organisation’s systems which exploits the interconnected nature of modern business operations.

• Insider Threats – Employees or contractors with malicious intent or negligence can compromise security from within the organisation.

The Changing Cyber Security Landscape

In recent years we have seen significant changes in the cyber security landscape. For example, the COVID-19 pandemic accelerated the adoption of remote work, increasing the attack surface for cybercriminals. Also,, the rise of the Internet of Things (IoT) and 5G technology has introduced new vulnerabilities. Regulatory changes, such as the General Data Protection Regulation (GDPR), heighten the importance of data protection and compliance.

The Role of Change Management in Cyber Security

Effective change management is crucial in implementing and maintaining robust cyber security measures. If your business uses a change management scheme, security protocols would be integrated into an organisation’s operations, minimising disruptions and maximising team adoption.

At Change Specialists, we recognise the importance of a structured approach to cyber security. Our expert capabilities can help organisations navigate the complexities of implementing new security measures, and they can align your business goals to make sure that changes are effectively communicated and adopted.

Conclusion

With the rise in cyber attacks and the evolving threat landscape, organisations must adopt robust security measures to protect their assets and reputation. I believe that change management plays a pivotal role in this process where security protocols are seamlessly integrated into business operations.

Get in touch with the team at Change Specilaists to discuss your current or upcoming change programme.

As a sponsor of projects or programmes, your decisions will significantly influence the project’s outcome. One crucial decision is selecting the right project methodology.

This guide from our CEO John Dean aims to simplify this process by breaking down the phases of three popular methodologies – Waterfall, Agile, and Wagile, while also considering the impact of company culture on your choice.

Waterfall Methodology Phases

• Requirements Gathering: Clearly define all project requirements.
• System Design: Create a detailed system architecture.
• Implementation: Actual building or coding.
• Testing: Rigorous testing of the entire system.
• Deployment: Going live for end-users.
• Maintenance: Ongoing support and maintenance.

Agile Methodology Phases

• Planning: Initial planning and prioritisation.
• Sprint Planning: Short work cycles (sprints) are planned.
• Execution: Work on tasks for the current sprint.
• Review: Evaluate what was accomplished.
• Retrospective: Discuss what went well and what didn’t.
• Release: Deploy the incrementally built product.

Wagile Methodology Phases

• Initial Planning: Similar to Waterfall but less exhaustive.
• Design & Development: A blend of Waterfall’s design and Agile’s execution.
• Sprint Execution: Agile sprints for specific tasks.
• Testing: Iterative testing.
• Deployment: The system goes live.
• Review & Adapt: Ongoing analysis and adjustments.

The choice of methodology is pivotal and should align with both the project’s needs and organisational culture. If your project seems to be going off track a reassessment may be required.

Understanding of these variables equips you to make informed decisions that can significantly impact the project’s outcome.

Comparative Analysis

Planning: Extensive in Waterfall, minimal in Agile, moderate in Wagile.

Design and Development: Separated in Waterfall, incorporated in Agile sprints, blended in Wagile.

Execution: Single and linear in Waterfall, iterative in Agile, can be both in Wagile.

Testing: Post-development in Waterfall, within sprints in Agile, both in Wagile.

Deployment: One-time in Waterfall, multiple in Agile, flexible in Wagile.

Review & Adaptation: Lacking in Waterfall, constant in Agile, essential in Wagile.

Change Specialists work with clients across multiple sectors to support them to achieve successful outcomes for business change and digital transformation programmes.

Contact us to discuss your pending or current programmes of work.

You may be aware that Change Specialists produce a monthly UK Labour Market update highlighting headline statistics relating to the UK market. Here’s our update for June 2024 in 45 secs 👇

UK Labour Market Update Summary

The number of active job adverts reflects continuing steady demand for workers despite slow progress in the wider economy.

Employers remain intent on hiring and investing in their business, but are acting more cautiously because of economic and political uncertainty. This is expected to change as inflation stays low and interest rates drop over the summer.

Interested in receiving monthly UK labour market updates direct to your inbox? If you have found our Labour Market overview insightful drop us a message – info@changespecialists.co.uk or follow our company page on LinkedIn to receive regular updates.

Change Specialists work with clients across multiple sectors to support them to achieve successful outcomes for business change and digital transformation programmes.

Contact us to discuss your pending or current programmes of work.

Project planning is a critical phase in the project management lifecycle, as it lays the groundwork for the successful execution and delivery of projects. These 5 tips for developing a project plan from our CEO John Dean lift the lid on essential components required for success.

John provides an overview on how to implement these strategies in Microsoft Project, a popular project management software used by professionals worldwide, including those at Change Specialists.

1. Define Project Scope and Objectives Clearly

Tip: Begin by establishing a clear understanding of the project’s scope and objectives. This involves detailing the project’s goals, deliverables, constraints, and the criteria for success.

Implementation in Microsoft Project:

• Start by creating a new project. Set up the project information by going to the “Project” tab and clicking on “Project Information.”

• The “Task” section is utilised to break down the project into smaller, manageable tasks.

• Deliverables need to be defined for each task or phase. Use the “Notes” section of each task to ensure clarity on the expected outcomes.

2. Develop a Detailed Work Breakdown Structure (WBS)

Tip: A Work Breakdown Structure (WBS) is essential for decomposing the project into smaller, more manageable components. It helps in organising and defining the total scope of the project.

Implementation in Microsoft Project:

• Utilise the “Task Name” field to create a hierarchy of tasks and subtasks, effectively outlining your WBS.

• Indent and outdent tasks to create a structured, hierarchical view of the project tasks, facilitating easier management and tracking.

3. Assign Resources and Estimate Durations

Tip: Assign the right resources to each task, including team members, equipment, and materials, and estimate the duration of each task accurately to ensure realistic planning.

Implementation in Microsoft Project:

• “Resource Sheet” view can be used to add and define all the resources available for the project, including human resources, equipment, and materials.

• Add these resources to specific tasks using the “Resource Name” field in the task list, adjusting for any resource constraints or availability issues.

• Estimate task durations by entering values in the “Duration” field for each task, considering the resources assigned and their availability.

4. Establish Milestones and Critical Path

Tip: Identify major milestones in your project, such as key deliverables or project phases. Determine the project’s critical path, which is the longest sequence of tasks that dictates the minimum project duration.

Implementation in Microsoft Project:

• Define milestones by setting the duration of key tasks to “0” days, which will automatically designate them as milestones.

• Enter tasks, dependencies, and durations. Select “Gantt Chart” in the “View” tab to select the click on “Critical Path”. This will highlight the tasks that directly impact the project timeline.

5. Regularly Review and Update the Project Plan

Tip: View project plans as living documents. Regular reviews support the capture of changes and progression alongside any issues arising.

Implementation in Microsoft Project:

• Regularly update task statuses, completion percentages, and actual start and finish dates to reflect real-time progress.

• Use the “Tracking Gantt” view to compare planned versus actual progress. This allows you to make informed decisions and adjustments to the project plan as needed.

Change Specialists work with clients from SME’s through to global leaders. We support them to achieve successful outcomes for business change and digital transformation programmes.

Contact us to discuss your pending or current programmes of work.

In the world of project and change management, the composition of your team can make or break a programme. The Importance of skill alignment over availability in Project Teams shouldn’t be underestimated.

Traditionally, there’s been a tendency to default to resource availability when selecting team members.

While this is a pragmatic approach, it is often not the most effective one for achieving project success. Our CEO John Dean delves into why it’s crucial to align the right skills and experience with your project needs, even if it means acquiring new talent or contracting specialists.

The Pitfalls of Availability-Centric Team Formation

Resource Misalignment

When we pick team members based on availability, there’s a high likelihood of skill and experience misalignment. You might have a highly capable team, but if their expertise doesn’t match the project’s unique requirements, then the entire project may falter.

Reduced Efficiency

An improperly skilled team can lead to increased time and resource wastage. Tasks that should be straightforward become overly complicated, requiring more time and effort to complete, thus compromising efficiency.

Diminished Quality

Quality is often the first casualty when a team is not adequately skilled to meet the project’s needs. The end product or solution might fall short of client expectations or may not meet the intended objectives.

Why Skill and Experience Alignment is Vital

Expertise Equals Efficiency

With the right skills in place, team members can execute their tasks more efficiently. They know the best practices, tools, and methodologies to apply, reducing the learning curve and expediting project completion.

Fosters Innovation

A team of experts who align with the project’s needs is more likely to offer innovative solutions. They can identify opportunities for improvements and propose creative solutions, thanks to their specialised knowledge.

Mitigates Risk

Having a team with the necessary skills and experience helps mitigate project risks. They can foresee potential issues and provide solutions before problems escalate, thus ensuring smoother project progression.

Achieving the Right Skill and Experience Alignment

Skill Gap Analysis

Before project kick-off, conduct a thorough skill gap analysis to identify the specific skills and experiences needed for your project. This can serve as your guide in acquiring the right talent.

Leverage Contractors and Specialists

If you don’t have in-house talents who fit the project requirements, don’t hesitate to contract specialists or hire new staff even if it’s just for the project duration. The cost of acquiring skilled personnel is often justified by the high quality and timely delivery of the project.

Gain Stakeholder Buy-In

Securing the necessary budget and resources often requires stakeholder buy-in. Make a compelling business case for why investing in the right talent is crucial for the project’s success.

Conclusion

While resource availability will always be a factor to consider, it shouldn’t be the driving force behind your team selection process.

Prioritising skills and experience over availability can be the differentiator that sets your project up for success. Investing in the right talent might be costly in the short term, but the long-term benefits, including project success, stakeholder satisfaction, and a strengthened brand reputation, are well worth it.

Contact us to discuss the composition of your project team.

In our fast-paced tech world, it’s easy to get swept up in the whirlwind of constant change. It’s important to keep in mind that learning is key to staying ahead of the curve.

Our Practice Director Julian Brown explores the fundamental building blocks for digital transformation, from inclusivity to strategic planning.

Technology is at the forefront of our ever-changing modern world; however, it can be hard to keep track of the changes. We go from one upgrade to another within the blink of an eye, this is daunting, particularly in the midst of the use and growth of AI.

It is essential to remember that everyone has to learn from somewhere or somebody, the success of any transformation is down to the willingness to learn.

Here are some basic factors to consider in order for digital transformation on any platform to succeed

As we move from one new technological advance to another, it’s crucial to be inclusive. People of all ages, countries and wealth status need to be able to understand what those changes are, what they mean to them and how it will benefit their lives.

Some people can feel like an outsiders, left behind while the rest of the world moves on. Those with the knowledge to teach others who feel this way are essential to meet the increasing demands of technological change.

For businesses, understanding the value of certain changes on their part needs to be established; what are the strengths and weaknesses? Who will be benefiting from the change? Why is it so crucial to the core values of the organisation?

People are just as vital as technology.

Long Term Strategy

An agreed long-term strategy is essential, one that embraces upgrades and maintains an up-to-date idea of trends in technology. This is typical of any business or organisation looking to implement change of any kind, whether that’s moving on from one project to another, or accepting that some software and hardware systems may need an update. Collaboration is key to successful change.

By engaging with those with the skills to carry out updates we share our vision. Combining initiative with the capabilities and skills within a team supports progress.

Once these building blocks are in place a strong and prosperous plan for digital transformation is in place. Businesses evolve with the rest of the world. Globalisation shrinks the distance between accessibility and collaboration with others, speeding up year by year, upgrade by upgrade.

Broadening horizons and learning from shared experience means there is no reason to be threatened by inevitable change.

Interested in exchanging a few ideas? Our team of change and technology professionals would love the hear from you. Contact Us – Change Specialists Ltd

John Dean, CEO shares his view of the 5 pillars you need to create lasting change.

In today’s fast-paced business environment, sustainable organisational change is not just a necessity but a key differentiator for success. As the CEO of a change management consultancy, understanding and implementing the five pillars of sustainable organisational change can significantly impact your client’s transformation journeys. These pillars serve as a framework for creating lasting change in an organisation.

Leadership Commitment

The first pillar is leadership commitment. Sustainable change begins at the top. Leaders must not only endorse change initiatives but also actively participate in them. This includes setting a vision, communicating it effectively, and leading by example. When leaders are visibly committed, it encourages a culture of trust and openness, essential for successful change.

Employee Engagement

Employee engagement is the second pillar. Change is often met with resistance, making it crucial to involve employees at all stages. This means not just informing them about what is changing, but also why and how it affects them. Encouraging feedback, addressing concerns, and involving employees in decision-making can foster a sense of ownership and acceptance of the change.

Effective Communication

The third pillar, effective communication, is the lifeblood of any change initiative. Clear, consistent, and transparent communication helps in aligning the organisation’s goals with the change objectives. It’s not just about disseminating information, but also about creating a two-way dialogue where feedback is sought and acted upon.

Integrated Change Management Strategy

An integrated change management strategy is the fourth pillar. This involves aligning the change management process with the organisation’s overall strategy and objectives. It requires a holistic approach, considering all aspects of the organisation – from processes and technology to culture and people. Tailoring strategies to fit the unique needs of each department or team can also lead to more effective implementation.

Continuous Improvement and Adaptability

Finally, the fifth pillar is continuous improvement and adaptability. Sustainable change is not a one-time event but an ongoing process. Organisations need to be agile, constantly learning from experiences and adapting their strategies accordingly. This includes regular reviews of the change process, learning from successes and failures, and making necessary adjustments.

In conclusion, the five pillars of sustainable organisational change provide a robust framework for managing and implementing change in a manner that is lasting and effective. For change management consultancies, these pillars offer a strategic approach to guiding their clients through transformational changes, ensuring that the changes are not only implemented successfully but also sustained in the long run. By adhering to these principles, organisations can navigate the complexities of change and emerge stronger and more adaptable.

Fancy a chat about change? Interested in exchanging a few ideas? Please Contact Us – Change Specialists Ltd

Change Specialists Practice Director, Julian Brown, shares his 5 best practice steps to manage backlog in an Agile environment.

I’ve witnessed a number of Agile transformations within organisations of all shapes and sizes. It’s fair to say that Agile has revolutionised the way that software development is approached, fostering both adaptability and collaboration.

However, in my experience, one of the core challenges often encounter is managing the backlog effectively.  It could become that enormous pile of dirty clothes that need washing and a daunting task in front of us. 

I’d therefore like to share some of the lessons I’ve learned from being on the front line of Agile project management.

The Backlog Is a Living Entity

One of the fundamental principles of Agile is to be adaptable, and this applies to the backlog as well. It’s not a static list of tasks but rather a dynamic entity that evolves over time. It’s crucial to remember that priorities can change, new user stories may emerge, and some items may become less relevant. 

Encourage your teams to regularly review and refine the backlog to ensure it reflects the current state of the project and aligns with strategic objectives.

Collaboration Is Key

Effective backlog management isn’t the sole responsibility of a Product Owner.  Encourage cross-functional collaboration by involving the entire team, including developers, testers, and designers, in backlog refinement sessions. 

Incorporating different perspectives can uncover hidden complexities, identify dependencies, and lead to more accurate estimations. 

Promoting transparency and open communication within your Agile teams will help maintain a well-organised and manageable backlog.

Use Business Value To Prioritise the Workload

In Agile development, delivering value to the business is so important. It’s essential to prioritise backlog items based on their impact on the overall project goals and the value they bring to your company. 

Encouraging your teams to consider factors like customer and colleague feedback, market trends, and business objectives when determining the order they tackle backlog items.

This ensures that the team is consistently focused on delivering the most valuable features and improvements.

Embrace INVEST

To maintain a backlog that’s both actionable and well-defined, consider the INVEST criteria for user stories: Independent, Negotiable, Valuable, Estimable, Small, and Testable. These criteria provide a clear framework for creating user stories that are easy to understand, estimate, and prioritise. 

 By looking at items through an INVEST lens, your teams will be able to streamline their backlog items and the delivery should become more efficient.

Take A Regular Look Back Through the Rear View Mirror

Regularly review your backlog management processes. Conduct retrospectives to identify areas which can be improved or enhanced.  Encourage your teams to reflect on what’s working well and what isn’t, then adjust their practices accordingly. 

I personally like to use a Win, Learn & Change approach so you can identify successes as well.

Agile is not just a methodology; it’s a mindset. Continuously learn, adapt, and improve your backlog management practices to ensure your organisation remains agile and responsive to change.

Fancy a chat about change? Interested in exchanging a few ideas? Please contact me julian.brown@changespecialists.co.uk / Contact Us – Change Specialists Ltd

Every individual has the potential to be an agent of change. Turning resistance into advocacy supports success. But what steps can you follow when facing resistance, and what are the benefits?

Today Julian Brown, our Practice Director, shares his approach to transforming resistance to change into a group of advocates who can champion transformation within organisations! 

It often starts with empathy and active listening.  Taking the time to truly understand the concerns and fears of individuals who are resistant to change.  By walking in their shoes, we can gain valuable insights that pave the way for an effective approach. 

Identify potential change champions, colleagues who have successfully navigated through similar transformations.  These champions become the catalysts who connect on a personal level with those who are resisting the change, sharing their own stories of success.  Their experiences and stories promote and inspire positive change. 

Open and transparent communication is the cornerstone of my approach.  Creating safe spaces where individuals can freely express their concerns without judgement.  Through these conversations understanding and trust are built, which are essential elements of the transformation process.

Tailor change initiatives to accommodate the unique needs and values of a business and its people.  This adaptability ensures that the transformation resonates with everyone, making the journey smoother and more gratifying. 

Empower change advocates, offering workshops and coaching sessions.  These sessions equip the champions with the tools they need to navigate obstacles, gather support, and sustain the momentum of change throughout the organisation. 

Create and communicate a compelling vision for the future, one that sparks excitement and creates enthusiasm among all stakeholders.  Paint a vivid picture of the positive impact that awaits, motivating even the most resistant individuals to embrace the transformation journey.

A network of Change Advocates

Like magic, the resistance begins to wane, and the transformation takes place.  Former sceptics become advocates who start championing the benefits of change.  Their enthusiasm and energy inspires others to join the movement, creating a ripple effect of positive transformation amongst colleagues, turning resistance into advocacy .

Have you encountered any magical transformation stories during your career?  Let’s celebrate those that keep the magic that is change alive!

Get in touch to find out how Change Specialists can support your current or pending change programme.