We Are Preparing To, Or Have Begun, Implementation
Now that you've selected your system, it's time to shift into implementation mode. This phase focuses on detailed planning, execution, and preparing your organization for a successful transition. Each category below contains targeted activities designed to ensure comprehensive preparation and smooth adoption.
Amplifying Your Change Network
Stakeholder Engagement and Communication
Now that you've selected your system, it's time to amplify your communication efforts and expand your change network. This phase focuses on building momentum and maintaining engagement as implementation approaches.
Suggested Activities
- System Selection Announcement Launch a comprehensive announcement campaign through multiple channels to inform all stakeholders which system was chosen, why, and what benefits to expect.
- Stakeholder Analysis Refinement Update your stakeholder map to reflect who will be most impacted by the specific system selected and adjust engagement strategies accordingly.
- Change Champion Network Expansion Recruit additional advocates who are enthusiastic about the selected system and provide them with detailed information to speak knowledgeably with peers.
- Regular Communication Cadence Launch newsletters, intranet updates, team briefings, and town halls to maintain momentum and keep people informed as planning progresses.
- Communication Materials Creation Develop FAQs, fact sheets, and presentation templates that explain the new system, its capabilities, and what it means for different user groups.
- Two-Way Dialogue Channels Establish office hours, Q&A sessions, online forums, or feedback surveys where employees can ask questions and express concerns in real time.
💡 Strong communication during this phase builds anticipation and reduces resistance, creating a foundation for successful implementation.
Deep Dive Impact Analysis
Impact Assessment and Readiness
With the specific system now known, you can conduct detailed impact analysis to understand exactly how workflows, roles, and processes will change. This precision helps you prepare targeted support for different user groups.
Suggested Activities
- Detailed Impact Analysis Map exactly how workflows, responsibilities, interfaces, integrations, and daily activities will change for each role and department.
- Gap Analysis Workshop Compare current state capabilities and processes with the future state enabled by the new system to identify specific changes required.
- Organizational Readiness Assessment Measure current attitudes, concerns, and readiness levels across different groups now that people know what system is coming.
- High-Impact Group Identification Identify groups who will experience the most significant changes and require additional support, training, or change interventions.
- Process Change Documentation Work with process owners to redesign workflows affected by the new system and create future state process maps.
- Cultural Fit Evaluation Assess the alignment between the selected system and organizational culture, identifying where adaptations will be necessary.
💡 Detailed impact analysis ensures you can provide targeted support and address specific concerns before they become barriers to adoption.
Strengthening Leadership Sponsorship
Leadership Alignment and Sponsorship
Strong leadership sponsorship is critical during implementation. This phase focuses on preparing leaders to be visible champions of the change and ensuring they have the tools and confidence to lead effectively.
Suggested Activities
- Executive Sponsor Coaching Prepare leaders for their visible role in championing the change with talking points, presentation materials, and communication guidance.
- Sponsor Roadmap Development Create a detailed roadmap outlining specific activities leaders need to perform at each project phase from kickoff through stabilization.
- Middle Management Alignment Brief managers on their critical role in supporting teams through the transition and how to address team concerns effectively.
- Leadership Communication Plan Develop detailed plans for when and how leaders should communicate about the change, including kickoff messages and milestone updates.
- Private Leadership Concerns Address any hesitations or misalignments through one-on-one meetings before they become visible to the broader organization.
💡 Strong leadership sponsorship creates confidence throughout the organization and significantly increases the likelihood of successful adoption.
Comprehensive Implementation Planning
Detailed Planning and Strategy
This is where strategy becomes action. Comprehensive planning ensures all change management activities are coordinated, resourced, and aligned with your implementation timeline for maximum effectiveness.
Suggested Activities
- Change Management Plan Finalization Complete the comprehensive plan with specific activities, timelines, resource assignments, and dependencies aligned to implementation schedule.
- Training Strategy Development Create detailed training plans including needs analysis, curriculum design, delivery methods, and trainer requirements for the specific system.
- Communications Plan Creation Develop detailed message calendars, content themes, delivery channels, and responsibility assignments for each implementation phase.
- Reinforcement Strategy Design Plan how to support adoption after go-live through coaching, performance support, ongoing communications, and continuous improvement.
- Resistance Management Approach Build specific strategies for different sources and levels of resistance, including escalation paths and intervention techniques.
- Adoption Measurement Framework Define key performance indicators, data collection methods, reporting cadence, and targets for user adoption and proficiency.
💡 Comprehensive planning ensures change management activities are coordinated and effective, maximizing the likelihood of successful implementation.
Building Your Training Foundation
Training Preparation
Effective training is the bridge between system implementation and user adoption. This phase focuses on creating comprehensive training programs that meet the diverse needs of your user base.
Suggested Activities
- Training Needs Analysis Identify what skills and knowledge different user groups need to develop, considering varying proficiency levels and learning preferences.
- Training Curriculum Design Create course outlines, learning objectives, delivery formats, duration, and sequencing for different audiences from basic users to administrators.
- Training Resource Identification Determine trainers, training environments, materials development tools, learning management systems, and scheduling resources needed.
- Train-the-Trainer Program Develop materials and schedule sessions to prepare internal trainers to deliver effective instruction if using an internal model.
- Training Logistics Planning Plan scheduling approach, classroom requirements, equipment needs, participant selection process, and attendance tracking methods.
- Training Materials Development Begin creating instructor guides, participant workbooks, quick reference guides, and e-learning modules based on system functionality.
- Training Communication Plan Inform people when training will be available, how to register, what to expect, and why participation is important.
💡 Comprehensive training preparation ensures users are equipped with the knowledge and skills needed for successful system adoption.
Crafting Your Change Story
Communication Development
Compelling communication creates emotional connection and builds excitement around your change initiative. This phase focuses on developing messages and materials that resonate with different audiences and drive engagement.
Suggested Activities
- Key Messages Development Create talking points for different audiences explaining what the system does, why it was chosen, and how it will benefit them.
- Change Story Creation Develop a compelling narrative that connects the new system to organizational vision and strategy in a memorable way.
- Visual Identity Design Create project name, logo, tagline, or theme that makes the initiative recognizable and builds positive association.
- Awareness Campaign Materials Produce posters, screensavers, video teasers, or countdown communications to build anticipation and maintain visibility.
- Stakeholder-Specific Content Develop tailored content for executives, managers, end users, customers, and external partners explaining relevant impacts.
- Launch Event Planning Plan town halls, departmental meetings, or celebration events to formally introduce the implementation and generate enthusiasm.
💡 Compelling communication builds excitement and creates emotional investment in the change, driving higher engagement and adoption rates.
Preparing Your Organization
Organizational Preparation
Successful system implementation requires organizational changes beyond just technology. This phase focuses on preparing policies, processes, roles, and structures to support the new system effectively.
Suggested Activities
- Business Process Redesign Optimize workflows for the new system rather than replicating old processes, documenting changes and securing approvals.
- Policy and Procedure Updates Update policies and procedures affected by the new system to reflect future state operations.
- Role and Responsibility Revision Revise job duties that will change significantly, updating position descriptions and performance expectations.
- Organizational Structure Planning Plan team configurations, reporting relationships, or resource allocations if the new system enables different structures.
- Workspace Modifications Prepare physical workspace changes if the new system requires different equipment, layouts, or collaboration spaces.
💡 Organizational preparation ensures your structure and processes support the new system, creating a foundation for sustained success.
Building Your Change Champion Network
Change Network Development
Change champions are your organization's internal advocates who help drive adoption and support their colleagues. This phase focuses on recruiting, training, and empowering these critical change agents.
Suggested Activities
- Change Champion Recruitment Select respected, enthusiastic individuals from all affected areas who have strong networks within their departments.
- Champion Training Program Train change champions on their role, the new system, change management principles, and how to support colleagues effectively.
- Network Structure Establishment Create regular meetings, communication channels, reporting mechanisms, and recognition programs to keep champions engaged.
- Champion Toolkit Creation Provide talking points, FAQs, demonstration access, feedback collection tools, and other resources champions need to be effective.
- Escalation Process Definition Establish clear processes for champions to route questions they cannot answer or concerns requiring leadership attention.
💡 A strong change champion network provides peer-to-peer support and advocacy, significantly increasing adoption rates and user confidence.
Managing Implementation Risks
Risk Management and Issue Resolution
Implementation brings new risks and challenges. Proactive risk management and issue resolution processes ensure you can address problems quickly and maintain momentum toward successful adoption.
Suggested Activities
- Risk Register Updates Add implementation-specific risks related to technical complexity, resource constraints, or adoption challenges to your risk register.
- Detailed Mitigation Plans Develop specific actions, owners, timelines, and success measures for each significant risk identified.
- Issue Management Process Establish processes for tracking and resolving change-related concerns, resistance, or barriers that arise during implementation.
- Contingency Planning Create plans for potential scenarios such as delayed timelines, resource shortages, or unexpected resistance.
- Quick Wins Identification Identify early opportunities to demonstrate value and build confidence in the new system.
💡 Proactive risk management prevents small issues from becoming major barriers and ensures smooth progress toward successful implementation.
Building Implementation Readiness
Readiness Activities
Readiness activities help teams and individuals prepare for the upcoming changes. This phase focuses on building confidence, addressing concerns, and ensuring everyone feels prepared for the transition.
Suggested Activities
- Readiness Workshops Conduct sessions with impacted teams to help them understand what is changing and prepare for the transition.
- Readiness Assessments Create checklists that teams and individuals can use to evaluate their preparedness for upcoming changes.
- Readiness Reporting Track preparedness across the organization and identify areas needing additional support before go-live.
- Excitement Building Provide sneak peeks, demo sessions, or prototype walkthroughs that give people positive exposure to the new system.
- Proactive Concern Addressing Create forums where people can discuss worries, ask difficult questions, and receive honest, thoughtful responses.
💡 Building readiness ensures teams feel prepared and confident, reducing anxiety and increasing engagement during implementation.
Coordinating Change and Technology
Integration and Coordination
Successful implementation requires seamless coordination between change management and technical teams. This phase focuses on ensuring people considerations influence technical decisions and activities are synchronized.
Suggested Activities
- Project Governance Integration Secure representation on steering committees and project boards to ensure people considerations influence technical decisions.
- Activity Alignment Synchronize communication, training, and engagement activities with technical implementation phases.
- Technical Team Coordination Collaborate on testing strategies, data migration communication, cutover planning, and support model design.
- Initiative Integration Points Establish connections with other concurrent initiatives to minimize change fatigue and identify synergies or conflicts.
- Success Criteria Definition Define success criteria jointly with project and business leaders that include both technical delivery and adoption metrics.
💡 Strong integration ensures change management and technical implementation work together seamlessly for optimal user experience and adoption.
Building Your Support Infrastructure
Support Infrastructure Development
Robust support infrastructure ensures users have help when they need it. This phase focuses on creating comprehensive support systems that will sustain adoption long after go-live.
Suggested Activities
- Post-Go-Live Support Model Design helpdesk preparation, super user programs, floor walking support, office hours, and escalation procedures.
- Performance Support Tools Develop job aids, quick reference guides, video tutorials, searchable knowledge bases, or in-application guidance.
- Super User Program Planning Identify candidates, define their role, plan their training, and establish how they will support colleagues.
- Support Communication Strategy Ensure users know how to get help, where to find resources, and what to do when they encounter problems.
- Feedback Collection Mechanisms Establish systems to capture user experiences, identify issues quickly, and demonstrate responsiveness to concerns.
💡 Strong support infrastructure ensures users feel supported and confident, leading to higher adoption rates and sustained success.
Measuring Success and Impact
Measurement and Evaluation Preparation
Measuring success requires clear metrics and evaluation processes. This phase focuses on establishing baseline measurements and creating systems to track progress and demonstrate value.
Suggested Activities
- Baseline Metrics Definition Establish current performance, satisfaction, efficiency, and other measures that will be compared post-implementation.
- Adoption Dashboards Create reporting systems to track user login rates, feature utilization, transaction volumes, and system usage indicators.
- Evaluation Tools Creation Develop surveys and tools to assess user satisfaction, confidence levels, perceived benefits, and remaining barriers.
- Evaluation Schedule Planning Define when assessments will occur, who will conduct them, how results will be analyzed, and how findings will drive improvements.
- Continuous Improvement Process Establish ongoing refinement based on user feedback, adoption data, and emerging needs.
💡 Comprehensive measurement and evaluation processes demonstrate value, identify improvement opportunities, and ensure sustained success.
Mobilizing Resources for Success
Resource Mobilization
Successful implementation requires adequate resources and clear commitments. This final phase focuses on ensuring all necessary resources are secured and team members are prepared for their roles.
Suggested Activities
- Change Team Finalization Confirm all roles are filled, clarify responsibilities, and ensure team members have necessary skills and bandwidth.
- Budget Approval Securing Obtain approvals for all planned change activities including training development, communication production, and events.
- Tools and Resources Procurement Acquire survey platforms, learning management systems, collaboration tools, or design services needed for execution.
- Vendor Relationship Establishment Establish relationships with external support providers for training development, communication design, or change management advisory services.
- Resource Commitment Confirmation Confirm commitments from business units for subject matter experts, testers, trainers, and change champions.
💡 Beginning these activities after system selection but before implementation starts ensures the organization is truly prepared for the change, people feel informed and engaged, and the foundation is laid for successful adoption when the system goes live.