Five tips for a stress-free rollout

Five tips for a stress-free rollout

Being tasked with the job to update office procedures or a large project that affects multiple stakeholders and departments within the organisation is by no means an easy job. Even a change in office seating plans, carparks or filing systems can send the most productive and close-knit teams into a flurry.

The good news is there are some tricks to make it easier when rolling new policies and procedures.

1 – Listen, engage and influence

Before planning and starting any project, it is important to listen to others and gather their feedback. After all, it is hard to make changes based on assumptions. By showing that you need them to help make a difference will make it much easier down the track when the changes are rolled out.

Start by telling them about the goals and ideas around the project and what you need from them. Then sit back and watch them engage in the process.

A great tip here is to create a project team and have a “Project Champion” from each team to help with feedback and training down the track.

2– Make it an interactive process

Before you even start the process of rolling out a new process or changes it is important to get everyone on the same page. Evolution takes time so it is important to be open to ideas and improvements.

Interacting with other stakeholders and departments will show leadership and will show that you are listening to their ideas.

Ask them to provide you with their ideal scenario or draft on how they would ideally see the project work. It doesn’t have to be a big job, so even a quick 15 -30-minute meeting (depending on how big the project is) with some butchers’ paper works here.

New ideas can be found anywhere. You may hear something in a casual conversation, read something in a book, or over hear a conversation by the water cooler.

Try going beyond simply using traditional feedback methods to discover ideas.

3 – Provide training and manual

Once all the feedback is given and the project is ready to roll out providing stakeholders with a manual is always helpful. After all, it provides them with a resource to refer to and helps managers train their team.

The guide must be executed with the same diligence that was used to create it. This requires interaction, engagement, consistency, and communication.

Rolling out new projects will continue to evolve, so remember to consider new ideas while creating a culture of consistency.

Create a One Hour Meeting/Seminar for Employees 

After the guide has been introduced, it is important that team members are trained in how to use it. To make the training and meeting more effective be sure to establish the outcomes that you expect and develop an agenda.

When the meeting begins, try to adhere to the agenda to ensure that the meeting stays on course and that people stay focussed.

4 – Delegate

“You can do anything, but not everything.” ~ David Allen

Unless you have all the time in the world to roll the project out, a very small team or enjoy a large amount of stress, tapping into the “Project Champions”, team leaders or managers who are responsible to those that need to follow the change will help ensure the process rolled out effectively.

Updating changes

Policies and procedures or changes to the project will inevitably change over time, which is why communication is so important.

Communicate the changes directly to them using formal and informal methods. Formal methods used to communicate change include email, meetings, and conference calls. Informal methods of communication include lunch, events, and casual conversations.

Be sure to use multiple methods of communication to reach as many employees as possible.

5 – Allow a changeover period

Evolution takes time and you can’t help human error so be sure to allow a changeover period and time frame. Allow a good two months for people to change their habits but stay consistent with procedures.

Once procedures have been implemented, it is important that they are consistently followed. There are different tools such as checklists to ensure that the procedures are followed.

The most important factor in managing change is leading by example.

It helps to address inconsistencies or mistakes as they occur. If the leaders and people who created the policies and procedures do not abide by them, then there is little motivation for the other employees to do so.

What is your greatest tip to rolling out a new project or procedure? Share with us in the comments section below.

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