Organizational Effectiveness

Scalable Change Worksheet

Phases and Tasks + available tools Customized actions to suit your change needs

Phase I: Define the Change 

Define the change (scope, business case, outline  

benefits, charter)

Identify authorizing owner and project governance  

(charter)

Assess readiness – establish starting points personally

and for group/change (change assessments)

Identify stakeholders and specify who is impacted or  

cares (political map, charter, project plan, project
overview)

Define high level strategy and why this change is  

needed, benefits of the change (7S, SWOT, SOAR, PEST,
high level Communication Plan, Project Plan, User
Involvement Strategy)

Interview key stakeholders (Stakeholder Analysis  

Worksheets)

Create case for change and urgency (Context Map, Force  

Field Analysis, Polarity Map)

Define roles and responsibilities of key stakeholders, i.e.  

owners, change agent, champions/BPO’s,
implementation/change teams (7S interview questions,
ADKAR readiness questionnaire)

Define communication plan and high level schedule  

(Communication Plan)

Evaluate and assess those involved so far (feedback

tools)

Define feedback process, ensure starter teams are set

up and ready to go

Be clear on what you are trying to learn to take people

to the next phase.

Phase II: Plan the Change 

Organizational Effectiveness

Enlist and form change management team, which should  

include users, functional, technical and Business Process
Owners, communicators, training experts, key
stakeholders, change management consultants, etc.
(Team Selection Worksheet, Member Specification)

Kickoff change management team (High level  

communication plan, Timeline, Visual Roadmap)

Clarify team roles and responsibilities (team building  

tools, SCARF video, high level overview of change
process/models, RASCI, Change Management
Competencies)

Conduct detailed stakeholder analysis (using phase I  

information) (Stakeholder Analysis Worksheets, Training
Plan from Project Plan, Communication Plan,
Assessment readiness tools)

Establish change management timelines and milestones  

(Project Plan)

Create change management project plan by  

determining: (use corresponding Project Plan sections)

Cross dependencies  

Key indicators of progress  

Communication needs/audiences  

Process mapping needs  

End user training needs (i.e. technical, policy, process,  

cultural)

Workforce planning and organizational design needs  

Job analysis/descriptions  

Leadership coaching needs  

Risk mitigation of the people side of change

Reinforcement/Sustainability Plan  

Plan for ongoing development of change team (Training

Plan)

Define and action feedback process (Communication

Plan)
Organizational Effectiveness

Phase III: Build Commitment/Engagement

Define and prepare for communication event? Execute  

specific, targeted communication and branding (Project
Plan, Timeline, Communication Plan)

Conduct communication/kickoff events and target  

change management training to those impacted by
change (Project Plan, Communication Plan, Training
Plan)

Educate managers and supervisors on coaching

employees through change (change models, training
experts)

Conduct listening sessions (focus groups, feedback  

surveys, brown bags, etc.)

Implement Just-in-Time technical/user training and  

mock exercises; conduct user acceptance training
(Project Plan, Communication Plan, training experts)

Prepare and form SWAT teams for anticipated in-the-  

moment support (support resources, Help Desk, OE, key
contact communicated, resources appropriate as
needed for issues)

Plan for ongoing assessment, team development and  

coaching (Project Plan, Training Plan, Communication
Plan, assessment tools and feedback)

Train for new skills required by change; address impact  

of job analysis completed in phase II and plan for
managing (Project Plan, Training Plan, partner with
Employee Relations)

Evaluate skills needed for success and increase/apply  

training resources (evaluation tools, data gathering,
Training Plan)

Evaluate and assess those involved so far (feedback and

evaluation tools)

Implement and action feedback process (feedback tools)

Phase IV: Implement the Change 

Coordinate SWAT effort and ‘Go Live’ issues (Project and  

Communication Plan)
Organizational Effectiveness

Continue JIT training (Project and Communication Plan)  

Ongoing general and targeted communication (Project  

and Communication Plan)

Listening/data gathering for mid-stream adjustments

(Project and Communication Plan) Update Training Plan

Ongoing assessment, team development and coaching  

(Project and Communication Plan)

Implement Reinforcements throughout execution

(Project Plan, Sustainability Plan)

Celebrate milestones and successes Milestones notes on

Project Plan

Evaluate and assess progress and those involved so far

(feedback and evaluation tools)

Implement feedback process (Communication Plan)

Phase V: Optimize 

Capture lessons learned and share with critical partners  

(surveys, focus groups, feedback, Lessons Learned,
Project Plan)

Review and improve process (share Lessons Learned  

with future access and learning in mind)

Continue implementation and necessary modifications

(Project Plan)

Continue to implement reinforcements (Project Plan,

Sustainability Plan)

Embed change into organizational systems (reporting

metrics, performance management, routine processes,
etc.) (Project Plan, Sustainability Plan)