Let's Reboot Your Organization's "Operating System"

Are you about to implement software and hoping for transformation? That means rebooting your organization while you're at it. We love making change simple and sustainable.

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What is an Organizational "Operating System"?

Just like a computer's operating system manages hardware and software to run programs efficiently, your organization's "operating system" is the underlying framework that determines how your people, processes, and technology work together to serve your community.

Computer Operating System

Memory Management

Allocates RAM efficiently to run multiple programs simultaneously

Process Control

Manages CPU resources and task scheduling for optimal performance

Hardware Interface

Provides drivers and APIs for hardware components to communicate

File System

Organizes and manages data storage and retrieval

Security Layer

Protects against viruses, malware, and unauthorized access

Organizational Operating System

People Management

Allocates human resources efficiently across departments and projects

Workflow Control

Manages processes and procedures for optimal service delivery

Technology Interface

Integrates software systems and tools for seamless operations

Knowledge System

Organizes and manages information, policies, and procedures

Culture Layer

Protects against burnout, turnover, and disengagement

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Building Your Change Network

Stakeholder Engagement and Communication

Before selecting any system, it's crucial to identify and engage the people who will be most affected by the change. This foundation work ensures your selection process includes diverse perspectives and builds early buy-in.

Suggested Activities

Stakeholder Mapping Workshop

Conduct a facilitated session to identify all stakeholders across departments and levels. Document their interests, influence levels, and potential concerns to create a comprehensive engagement matrix.
Change Champion Recruitment

Identify enthusiastic advocates from different departments who can help communicate benefits, gather feedback, and support their peers through the transition.
Communication Strategy Development

Create a comprehensive plan outlining communication channels, frequency, key messages, and target audiences for each phase of the selection process.
Initial Stakeholder Meetings

Host informational sessions to explain why the system change is happening, the selection process, and how people can provide input to build trust and reduce uncertainty.
Feedback Mechanism Setup

Implement surveys, focus groups, or suggestion boxes so employees can voice concerns, ask questions, and contribute to requirements gathering.

Understanding Your Organization's Readiness

Impact Assessment and Readiness

Every organization has unique capacity for change. Understanding your current state, readiness levels, and potential impacts helps you select a system that fits your organization's capabilities and timeline.

Suggested Activities

Organizational Readiness Assessment

Evaluate your organization's capacity for change by reviewing past initiatives, current change fatigue levels, and cultural factors that might affect adoption.
Impact Analysis Workshop

Map out how different roles, processes, and departments will be affected by potential system changes to identify high-impact areas requiring special attention.
Current State Process Documentation

Document existing workflows, pain points, and workarounds to create a baseline for comparison and identify improvement opportunities.
Change Capacity Evaluation

Review other ongoing initiatives and organizational bandwidth to determine if timing is appropriate or if adjustments are needed.

Creating Alignment and Vision

Organizational Alignment

Successful system selection requires clear vision, strong governance, and aligned leadership. This foundational work ensures everyone understands the "why" behind the change and their role in making it successful.

Suggested Activities

Change Vision and Business Case Development

Create compelling narratives that clearly articulate why the change is necessary, what benefits it will bring, and how it aligns with organizational strategy.
Governance Structure Establishment

Form a steering committee, project board, or change advisory board to oversee both technical and people aspects of the initiative.
Leadership Alignment Sessions

Ensure executives and senior leaders understand their sponsorship role through assessments and coaching sessions.
Success Metrics Definition

Establish clear metrics for both technical implementation and adoption, including user adoption rates, proficiency levels, and business outcomes.

Strategic Planning for Change Success

Planning and Strategy Development

A comprehensive change management plan during system selection sets the stage for smooth implementation. This strategic planning addresses potential challenges and creates a roadmap for success.

Suggested Activities

Change Management Plan Creation

Develop a comprehensive plan outlining your approach, activities, timelines, resources, and responsibilities for managing the people side of change.
Resistance Management Strategy

Anticipate potential sources of resistance and create proactive and reactive approaches to address concerns before they become barriers.
Training Approach Planning

Design high-level training strategy including needs analysis methodology, delivery options, timing considerations, and resource requirements.
Change Management Structure Design

Determine team roles, responsibilities, and integration points with the project team to ensure seamless collaboration.

Human-Centered System Selection

Requirements and Design Input

The best system selection processes include human factors alongside technical requirements. Ensuring user experience and adoption considerations influence system choice leads to better long-term success.

Suggested Activities

Requirements Workshops with Change Focus

Facilitate sessions that include change management perspectives on user experience, adoption barriers, and process design to influence selection criteria.
Change Criteria Integration

Include usability, learning curve, change management support, and implementation flexibility in vendor evaluation criteria.
User-Centered Design Advocacy

Ensure end-user perspectives are represented in system demonstrations, evaluations, and decision-making processes.
Change Impact Documentation

Document people and process impacts of different system options to help decision-makers understand implications of each choice.

Building Momentum Early

Early Engagement Activities

Starting engagement activities during system selection builds anticipation, reduces resistance, and creates a foundation of support that carries through implementation. Early engagement is key to sustained momentum.

Suggested Activities

Awareness Building Campaign

Launch town halls, newsletters, intranet updates, or team meetings about the upcoming change and selection process to build early awareness.
Cultural Preparation Initiatives

Address cultural barriers to change, promote growth mindset, and celebrate examples of successful adaptation within your organization.
Early Adopter Identification

Identify enthusiastic individuals who can be engaged more deeply in the selection process and groomed to support broader rollout later.
Baseline Data Collection

Gather current satisfaction levels, pain points, system usage patterns, and attitudes toward change for future comparison and measurement.

Proactive Risk Management

Risk Management

Identifying and planning for potential risks during system selection helps prevent problems during implementation. Proactive risk management ensures smoother transitions and better outcomes.

Suggested Activities

Change Risk Register Development

Identify people-related risks such as key person dependencies, potential resistance hotspots, competing priorities, or cultural barriers.
Mitigation Plan Creation

Develop specific actions, owners, and triggers for implementing mitigation strategies for identified risks.
Business Continuity Planning

Plan how work will continue during transition periods, including strategies for slower-than-expected adoption scenarios.

Securing Resources for Success

Resource Planning

Adequate resources are essential for successful change management. Planning and securing the right people, budget, and tools during system selection ensures you're prepared for implementation.

Suggested Activities

Resource Needs Assessment

Determine change management resource requirements including team members, budget, tools, and external support needed throughout the initiative.
Change Team Building

Recruit or assign change managers, communication specialists, training developers, and other necessary roles for the change team.
Budget Allocation

Secure funding for change management activities including communications, training, change champion programs, and celebration events.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

Let's Reboot Your Organization's "Operating System"

What is an Organizational "Operating System"?

Computer Operating System

Memory Management

Process Control

Hardware Interface

File System

Security Layer

Organizational Operating System

People Management

Workflow Control

Technology Interface

Knowledge System

Culture Layer

Building Your Change Network

Suggested Activities

Understanding Your Organization's Readiness

Suggested Activities

Creating Alignment and Vision

Suggested Activities

Strategic Planning for Change Success

Suggested Activities

Human-Centered System Selection

Suggested Activities

Building Momentum Early

Suggested Activities

Proactive Risk Management

Suggested Activities

Securing Resources for Success

Suggested Activities

Amplifying Your Change Network

Suggested Activities

Deep Dive Impact Analysis

Suggested Activities

Strengthening Leadership Sponsorship

Suggested Activities

Comprehensive Implementation Planning

Suggested Activities

Building Your Training Foundation

Suggested Activities

Crafting Your Change Story

Suggested Activities

Preparing Your Organization

Suggested Activities

Building Your Change Champion Network

Suggested Activities

Managing Implementation Risks

Suggested Activities

Building Implementation Readiness

Suggested Activities

Coordinating Change and Technology

Suggested Activities

Building Your Support Infrastructure

Suggested Activities

Measuring Success and Impact

Suggested Activities

Mobilizing Resources for Success

Suggested Activities

Let's discuss how digital adoption support can help your organization.

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