MANAGING CHANGE

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MANAGING CHANGE
Ruth Davies Head of HR OULS
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Managing Change Workshop Objectives

• Discuss the practice of good change management
• Process
• Psychological contract
• Communications
• OULS managing change
• .

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Managing Change Exercise 1

• You are working in your own library
• Rumour tells you that your library is combining
  with a specialist horticultural library 30 miles
  away
• You know it has a completely different catalogue
  system, rules of operation and user needs
• How do you feel?
• How would you like to be managed through this
  process?

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Change Management Process

• Proposal for change
• Pre-empt resistance
• Consultation
• Consider input resulting from consultation
• Present final structure
• Sign off on key documents
• Job descriptions
• Structures
• Redeployment exercise
• Staff notified of personal results
• Appeal process
• Interviews resulting from ring fencing
• Implementation

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Managing Change Exercise 2

• What factors could affect the change process
  succeeding?

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Factors Affecting Change

• Ill-defined objectives requirements
• Ill-defined roles responsibilities
• In-effective leadership
• Lack of teamwork
• Poor planning control
• Unreliable progress reporting
• Poor communications

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(No Transcript)
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Three Phases of Transition
William Bridges (2003)
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Encourage people to look after themselves

• Label your feelings, rather than labelling people
  or situations
• Where are you on the Transition Curve?
• Show respect for others feelings
• Keep a sense of perspective
• Remember there is a life outside of work
• Take your breaks
• Get enough sleep

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Handling Conflict

• Do
• Work to cool down the debate in a hot conflict
• Ensure that the issues are fully outlined
• Acknowledge emotions different styles
• Make sure you have a comfortable environment for
  any meeting
• Set a time frame for the discussion
• Ensure good rapport
• Use names

• Dont
• Conduct your conversation in a public place
• Leave the discussion open create an action plan
• Finish their sentence for them
• Use jargon
• Constantly interrupt
• Do something else whilst trying to listen
• Distort the truth
• Use inappropriate humour

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Communication

• Show people where they are going
• Map out the process of change
• Identify recognise key milestones celebrate
  successes
• Show people how they will get there
• Break it down into clear, simple steps
• Give practical examples
• Be directional
• Explain why change is happening
• Ensure people understand the rationale for change
• Talk about the benefits / consequences
• Emphasise whats not changing

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Managing Change Audience segmentation
Close interest
General interest
Directly impacted
Academics Administrative staff
Students Staff in related departments Heads of
department Departmental administrators Developmen
t team Support areas (e.g. Finance, IT)
Press Office Wider University community Alumni Co
lleagues in other universities
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Managing ChangeMessages
Directly impacted
Close interest
General interest
Rationale Benefits Process and timescale What
does this mean for me? Reassurance what is not
changing Where can I get help/advice?
Rationale Benefits Process and timescale How will
this affect my colleagues/friends? Reassurance -
will something similar happen to me too?
Rationale Benefits Timescale Impact
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Directly Affected Likely Questions

• Will my job change significantly?
• Will my job disappear?
• Will I have to move?
• How will my research/funding be affected?
• Why me/why us?
• When will these changes happen?
• Why is this happening now?
• What are the benefits?
• Whats next?
• Are there likely to be more changes?
• Whats being hidden from me?

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OULS Change Management

• Simultaneous changes
• Planning, funding linking
• Line managers
• Consultation
• Briefings updates Outline, Wiki, SCF, JCC
• Extra courses e.g.
• Navigating change
• Leadership change

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My recommendations

• Take people management issues seriously
• Manage expectations early warnings
• Involve employees ownership
• Communicate share listen
• Consult
• Line managers role is crucial

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And finally

• Action Plan handout
• Any questions