Month: April 2010

Linky

Change Management Strategies – Stakeholder Analysis and Mapping

3 Key Questions to Ask

During a Change Management initiative, an important aspect of Programme Management is Stakeholder Analysis and Mapping. This is all about: “Who is this change going to affect and how are they going to react, and what do we have to do to support them?”.

How well you listen to and respond to ALL of your stakeholders’ issues is a significant measure of the effectiveness of your management of these relationships. As a project/programme manager of change, it is important to be seen doing stakeholder relationship management.

Leadership skills make a big difference to successfully managing stakeholder relationships. This is where the management of expectations matters. Here are 3 key questions to address in managing expectations in a change management initiative, and specifically in relation to your employees.

1. Do your people really know what is expected of them?

Do your people know how to translate the high level vision and strategy into actionable steps? People are very different in the ways they process information, interpret life, and in the ways they are motivated. Many (probably most) of them are not able to make the leap from hearing and understanding your vision and strategy to translating that into purposeful productive action. This does not mean that they don’t understand it, or agree with it, but it does simply mean that the leap is too great for most people to make – without your practical assistance.

2. Do they know what they can expect from you?

It is extremely important to that they know that you will work with them in “grinding out” in practical, manageable detail what the high level strategy, vision, values things actually mean for them as the “troops” in action.

3. Do they know what is expected of each other?

They also need to know what these actionable steps mean for them in terms of what they can and should expect from each other.

In the end it boils down to effective communications management, as well as following stakeholder management best practices.

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Source: Strategies for managing change by Stephen WarrilowChange Management Expert

If you want to work with Stephen Warrilow, take advantage of his 7 FREE “How to Do It” downloads that will take you through all of the key stages of “How to manage change” – and show you how to manage change successfully.

Linky

5 Principles Of A Good Change Management Communication Strategy

Communication Strategy- Say what you mean and mean what you say

When change is initiated through projects, a good Communication Strategy is at the heart of any successful change management process. It is important that an effective communication strategy is defined about the reasons, the benefits, the plans and proposed effects of that change. This Communication Strategy should be maintained throughout the duration of the change management programme.

Your communication strategy needs to address the key questions:

  • What are the objectives?
  • What are the key messages?
  • Who are you trying to reach?
  • What information will be communicated?
  • When will information be disseminated, and what are the relevant timings?
  • How much information will be provided, and to what level of detail?
  • What mechanisms will be used to disseminate information?
  • How will feedback be encouraged?
  • What will be done as a result of feedback?

Your communication strategy needs to address the key EMOTIONAL questions

William Bridges focuses on the emotional and psychological impact and aspect of the change through these 3 simple questions:

(1)  What is changing? Bridges offers the following guidance – the change leader’s communication statement must:

  • Clearly express the change leader’s understanding and intention
  • Link the change to the drivers that make it necessary
  • Sell the problem before you try to sell the solution
  • Not use jargon

(2)  What will actually be different because of the change? Bridges says: “I go into organizations where a change initiative is well underway, and I ask what will be different when the change is done-and no one can answer the question… a change may seem very important and very real to the leader, but to the people who have to make it work it seems quite abstract and vague until actual differences that it will make begin to become clear. It should be priority to get those differences clear”

(3)  Who’s going to lose what? Bridges maintains that the situational changes are not as difficult for companies to make as the psychological transitions of the people impacted by the change. Transition management is all about seeing the situation through the eyes of the other guy. It is a perspective based on empathy. It is a management and communication process that recognizes and affirms people’s realities and works with them to bring them through the transition. Failure to do this, on the part of change leaders, and a denial of the losses and “lettings go” that people are faced with, sows the seeds of mistrust.

5 guiding principles of a good change management communication strategy

So, in summary the 5 guiding principles of a good change management communication strategy are as follows:

  • Clarity of message – to ensure relevance and recognition
  • Resonance of message – the emotional tone and delivery of the message
  • Accurate targeting – to reach the right people with the right message
  • Timing schedule – to achieve timely targeting of messages
  • Feedback process – to ensure genuine two way communication

Not to miss any of these Change Management and how it relates to Project Management articles, please subscribe to Virtual Project Consulting’s RSS feed.

Source: Strategies for managing change by Stephen WarrilowChange Management Expert

If you want to work with Stephen Warrilow, please visit www.strategies-for-managing-change to learn how to manage change successfully.

Linky

10 Key Elements To Writing a Project Proposal

How to write a project proposal

Writing a project proposal is certainly one of the key competent areas for a service professional. The project proposal is your sales piece that will ultimately “sell” your services to the prospective client.

How to write a killer project proposal
Gibbon

To be successful, your project proposal should perform the following:

  • show that you understand what the client is looking for
  • prove that you are the best person for the tasks at hand
  • convince the prospect that either they can afford you or they cannot afford not to hire you

To accomplish all this, your project proposal should have the following key elements:

1. Client’s Requirements and Goals

The summary of the client’s requirements and goals is a critical part of your project proposal. Take the time to really understand what your prospect is looking for to ensure a better outcome. Furthermore, by showing how well you’ve paid attention to your prospect’s needs, you’ll set yourself apart from your competitors.

2. Tasks Involved and Your Fee for Each

List down the main tasks you’re going to do, along with the fee you will charge for each. Provide enough detail that anybody will be able to say when you have delivered or completed the task.

For example, if I’m going to write a sales page for a client, I’ll say that it will be at least 1,000 words long, will include graphics, and will be submitted in a HTML file.

3. Breakdown of Each Task with Costs

How to write a killer project proposal
Lemur

It’s not enough to simply say what big tasks you will do. Break them down so your prospect appreciates how much work and skill it takes to complete each one.

In my sales page example above, I could specify that writing the sales page includes:

  • doing market research to better understand my client’s target market and what his competitors are doing
  • choosing appropriate photographs
  • design and layout of the sales page into a HTML file

4. Delivery Schedule

Make it clear how long it will take you to complete each task and how milestones should be approved by the client.

5. Work Process

Describe how you usually work with clients. Will you have a meeting after the client approves your proposal? Describe how you will to track all client communication.  Be specific now so you and your client won’t be in for surprises later on.

6. Mode of Payment

In this part, specify how you want to get paid. Do you require a deposit or full payment before starting on a project? Describe means of payment for example, electronic bank transfer.

7. Samples or Proof That You Can Do the Job

How to write a killer project proposal
Gibbon

Make it easy for prospects to decide that you’re suitable for this project. Attach samples of work, or links to samples that show how you’ve completed similar projects in the past.

8. Clear Indication of the Next Steps

Tell your prospect clearly what he should do if he either wants to proceed with the project, or if he has further questions before he can make a decision.

Say something like, “If you need clarification on my proposal, please email your questions to me.”

9. Invoice for First Payment

Obviously, you should include this only if you require a deposit before you start a project.

10. Contact Information

How to write a killer project proposal
Ring Tail Lemur

Make sure your project proposals include your name and contact details–including your email address even if you are emailing your proposal. Don’t assume your prospect will simply hit the “reply” button, or take the time to find your contact information if he doesn’t see it right away.

Always ensure that your project will deliver as per client requirements and outline that clearly in your project proposal.

 

These beautiful photos were taken at Monkey Land in Plettenberg Bay, about 450km from Cape Town, South Africa.

By Linky Van Der Merwe

Click below to download a basic project template and tips for Writing a Winning Project Proposal

Project proposal template & tips