How to Conduct Change Impact Assessments | Templates, Tools & Everything You Need to Know
OCM Phase 1 | By Ogbe Airiodion

First, What is a Business Change Impact Assessment?

A change impact assessment is the set of tasks that you perform to analyze the impacts of a business change. When a business transforms its processes or technology, or when it expands to new locations, produces new products or changes its culture, there are individuals and groups that are impacted by this change.

Conducting a business change impact analysis allows you to identify the groups, departments, functions, teams, and job roles that will be impacted by the change. Conducting a change impact assessment will also allow you to identify the specific business processes and legacy technology tools that will be impacted (or replaced) by the change. 

How Important is the Output from Your Business Change Analysis? 

The findings from your change assessment are extremely important as they will drive the development of your change management and project management strategies.

For example, your project plans for communicating, engaging, training, coaching and supporting impacted stakeholders and employees will be based on the severity of the impacts.

A higher level of change impacts to a specific group (for example, Sales) will mean a more comprehensive level of communication and engagement with Sales staff to increase their buy-in and acceptance of the change. It will also mean more training relative to less impacted groups 

Change Impact Assessments - Template, Sample

Process for Conducting Your Change Impact Assessment:

(1) Identify the “Resource(s)” that are tasked with documenting the business and technical process flows.

  • Business Analysts are often the Resources tasked with conducting business process flow mapping. However, your firm might be using the services of a consulting firm to map out the process flows, or this task might have been assigned to the project management team, design team, architect team or some other group within the organization. Irrespective, you should identify the Resources that are documenting the process flows

(2) Contact, and work with the Resource(s) performing the process flow documentation, using one of the below approaches:

(2A) Ask the Resource(s) to conduct the change impact assessment:

  • Explain the importance of conducting a change impact analysis
  • Teach the Resource(s) how to complete a Change Impact Assessment Template, and have them populate the template with As-Is vs To-Be process information. 
  • You can create a Change Impact Assessment Template by yourself from scratch. Make sure to include a column for capturing current state processes, another column for the future state processes, as well as columns for other information such as what is changing variables, and who is impacted. In addition, you can learn more about AGS’s Change Impact Assessment Matrix Tool which includes 360-degree holistic view dashboards, structured change impact templates, and samples.
  • Using information from the As-Is and To-Be process flows that have been created or that are in the process of being created, the Resource(s) will then populate the template

(2B) Conduct the change impact assessment yourself.

  • Gather As-Is and To-Be business process flows, technical flows and other current and future state documentation and use this information to populate the Change Impact Assessment template yourself.
  • Conduct interviews and data collection with the project team, Work Stream Lead, business/org SMEs, architects, designers, stakeholders, and other SMEs
  • In addition, you can review the below collateral and resources to gather additional information:
    • Project Charter and Scope Document
    • Design Planning Workshops
    • Map Day Workshops
    • Functional Decomposition & Architecture Diagrams
    • Business Process Flows
    • System User Lists

Change Impact Assessment Read-Out and Reporting PowerPoint

(3) Make sure to validate the change impacts document with the Project Team, Business Analysts and Subject Matter Experts, and key stakeholders to get feedback on the completed change impacts and to further build out the assessment based on feedback received

(4) Integrate feedback, and summarize the impacts in a presentation deck (see AGS’ 360-Degree Impact Analysis Tool to learn more)

(5) Present the impacts to senior leaders, the steering committee, and to other program leaders

(6) Leverage the impact assessment for developing your training program, as well as your communications and engagement activities

Change Impact Assessment Tool, Matrix & Templates

You can obtain AGS’s Change Impact Assessment (CIA) Tool, which includes change impact assessment database templates, samples, a 360-degree view of impacted groups, and many more. As an alternative, you can create these templates from scratch by yourself if needed.

Best Change Impact Assessment Tool for OCM

Airiodion Global Services (AGS)

Content on Airiodion Global Services (AGS)'s website is copyrighted. Please review Airiodion Global Services' Terms & Privacy Policies for additional details.

Contact Airiodion Global Services today if you have any questions, feedback or input.

Author: Ogbe Airiodion | Senior Change Management Lead (Consultant). 

Can Ogbe increase the success of changes or projects within your firm, using effective change management practices? Click here to find out today: How Ogbe Helps Companies Increase Their Organizational Change Successes.

For questions or comments, click here to contact Ogbe Airiodion