Tips on managing change in records management projects - DIRKS Manual
See the Commencing a DIRKS project section of the manual for more guidance on managing change.
Do your homework
Research and plan your project extensively before you start.
Document your research and decisions. This will provide you with necessary information, and will also help to meet any quality or accountability requirements that you may be subject to.
Take your time
Make sure you take adequate amounts of time to develop both your project and your change management strategies. The importance of adequate planning should not be underestimated.
Look at the value-add
If you are implementing a records management system, don't just see it as a records management solution. Put it in its bigger context and articulate the value it will contribute to organisational and other business objectives.
Take time too to look at the extra value you can add to the project you are developing. Don't just implement the basics, but identify the extra things that can be done to better meet organisational needs.
Trust your own views
Often consultant's reports can be taken as gospel. If you have significant concerns about a consultant's recommendations that relate to the project your are undertaking, be prepared to express these views and justify why you think some of their recommendations should not be implemented.
Motivate
People have to be motivated to make change happen. Discuss current problems and what you hope to achieve. Use organisational drivers and other factors to motivate people to support the changes you propose.
Meet the people
Where possible, it is important to meet as wide a range of users as possible. Face to face meetings, and travelling to meet staff in other offices, is a key means of obtaining meaningful information about how people actually do their job, and the functionality they will require from the recordkeeping system you are developing.
Meeting people, and discussing the changes to systems and processes that you wish to make, is also a key means of initiating effective change in your organisation.
Run training programs
Training programs provide an excellent opportunity for you to get close to the people who will be using the system you implement and to learn exactly what these people require.
Having the opportunity to communicate directly with users can make your life much easier and can save much time in the future. It also makes users more comfortable with the solution you are proposing. This will provide tremendous value to your change management objectives.
Liaise as much as possible with executive management
Keep management fully briefed about your project and its progress. Obtain some quick wins, if possible for your project and get some early runs on the board. This can make a big difference to how your project is perceived.
Be open and upfront with management, and don't be afraid to advertise your goals and achievements. A profile for your recordkeeping objectives at the management level is crucial if you are to have the organisational support that will enable effective implementation of your objectives.
Have a can-do attitude
Try to work with all reasonable staff suggestions about the work you are undertaking, and try not to work around them.
Listening to staff recommendations and taking these in a positive manner will yield positive results. It will make staff feel part of the process, and will mean the system you are developing will meet specific needs.
Be open to constructive criticism
No one knows it all and with a large scale organisational project, external feedback is crucial to the effectiveness and appropriateness of the work you do.
Be very open and encouraging of feedback, even negative feedback, as this will help your project to provide exactly the type of solution that is required by your organisation.
Have a hands on approach
Implementing an appropriate solution for your organisation will require a real knowledge of the organisation, its staff and its requirements. It requires extensive liaison and discussion. Be actively involved in your organisation and the evolution of your solution, as this will be crucial to the viability of your project.
Problems will happen
You will encounter issues with whatever project you are implementing, but try not to let problems bog down your progress. Be determined, have patience and keep focussed on your objectives.
Get a mentor
Build on knowledge that exists within or beyond your organisation. Don't be afraid to ask others to share their expertise.
Having one person as a mentor or sounding board for your project can be incredibly valuable. You will both amass a range of knowledge through your work together that will greatly contribute to the project's effectiveness.
Sell good news stories
When you make progress, tell people. When you remedy a problem, let people know.
Evaluate
If possible, use an external service provider to evaluate the recordkeeping system you have developed and implemented. Having this external validation and comment can be extremely beneficial for selling the system internally and for also identifying any areas for improvement that you may have overlooked.
