Organizational Change Management Checklist, Tasks & Activities | Everything You Need to Know

Based on multiple requests we have received from change managers and project leads, we have put together the list below of change management tasks that change practitioners should complete depending on their project.

As pioneers of best change management practices and frameworks, we believe in supporting the change management community where possible, including developing and offering best change practices and processes like the change management checklist and review below.

A business change can range from implementing new processes or technology integration to changing the entire culture of an organization. Irrespective of the type of change, change managers need to be familiar with the list of change management tasks that may need to be completed.


Do I Need to Complete All These Change Management Tasks? No, You Don’t!

Not every business change will require you to perform all the organizational change management tasks outlined below. Projects that impact a larger group of end-users or projects that are large in scope are often the ones that need most or all of the tasks outlined below.

This change management tasks guide provides you with a holistic end-to-end view of change management tasks. However, the tasks you will need to complete will be based on the scope, scale, and severity of the change you are supporting.

Email us if you have any comments. We are change managers, and we love hearing from change practitioners and project managers.


Change Management Tasks (Holistic View)

The image below outlines the various change management tasks, and we will discuss each of these tasks in the sections below. Note that these tasks are broken into three segments to match the three change management phases that most change managers and resources are familiar with.

Phase 1 includes those activities that you should complete when you first join a project. It is not based on when the project began. A lot of times, change practitioners are brought in when the project is already in progress. Phase 1 is focused on tasks that you need to complete when you initially hit the ground running on a project.

Phase 2 involves the tasks needed for developing your change management plans and deliverables.

Phase 3 involves the execution and tracking of your change management tasks.

Tip: Click the image below to get a better, larger view.

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Organizational Change Management Tasks, Processes and Phases


Depending on the scale, scope, severity, and magnitude of the change that is being implemented, you can determine which of these change management tasks to complete on your checklist.


List of Change Management Tasks


Tip: You can download the list below in a quick reference PDF checklist by clicking on the Change Management Tasks (Checklist & Overview) at the bottom of this page.

(1) Assess the Project/Program
(2) Conduct Stakeholder Analysis
(3) Perform Change Impacts’ Assessments
(4) Complete a Target Audience Analysis
(5) Conduct a Preliminary Organization Readiness
(6) Complete a Change Risk Analysis
(7) Develop a Change Management Strategy
(8) Establish a Change Management Group
(9) Create or Relaunch a Change Champion Network
(10) Develop Detailed Change Plans
(11) Execute Change Plans
(12) Track and Measure Adoption
(13) Resolve Adoption Roadblocks
(14) Follow-Up / Support Calls
(15) Celebrate Successes
(16) Project Close


Change Management Checklist, Processes and Tasks (Brief Overview)


Tip: You can download all of the information below in a quick reference PDF change mgt checklist by clicking on the Change Management Tasks (Checklist & Overview) at the bottom of this page.

(1) Assess the Project/Program

When you initially join a project as a Change Manager or a Project Manager, your first priority should be to conduct a thorough review of the project. The goal of conducting a project assessment is for you to understand the scope, scale, objectives, timeline, and the driving factors behind the project. This knowledge enables you to rapidly ramp up and to start developing and implementing your change activities.

Read more: Best Practices for Conducting a Project Assessment

(2) Conduct Stakeholder Analysis

Understanding the stakeholders of a project is another important task that you need to complete early on. This is a very important part of effective change management as it increases the success of your stakeholder engagement and management. Stakeholder analysis involves identifying managers and business leaders that belong to impacted groups. These individuals are referred to as key stakeholders because they have a stake in the success of the business change.

Read more: Stakeholder Analysis | Stakeholder Engagement & Management

(3) Perform Change Impacts’ Assessments

Conducting a change impact analysis is one of the key tasks that you need to complete as a change practitioner. An impact assessment allows you to identify the groups, departments, functions, 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.

Read more: How to Conduct an Effective Impact Assessment + Tools & Samples

(4) Complete a Target Audience Analysis

Audience analysis is the process of assessing a target audience for the purpose of engaging with that audience and fulfilling key objectives, goals, and mandates.

This process involves understanding the details of the project’s targeted audience. Whereby a change impact assessment analyzes the departments and job roles that will be impacted, the target audience assessment takes that assessment one step further by identifying the people (the “John Does” and “Jane Does”) that perform the job roles that will be impacted. As part of your assessment, you want to identify the names, emails, departments, contact information, geographic location (important for when it comes time to training), and other individual details.

Read more: Conducting a Target Audience Analysis

(5) Conduct a Preliminary Organization Readiness

An organizational change readiness assessment is the set of tasks that you complete to identify how prepared an organization is for a particular change. The level of change readiness that is assessed will be based on the scale of the change itself, as well as the severity of the impacts.

When a business goes through change, the impacted audience groups need to be prepared and ready for the change.

Read more: Organizational Readiness Assessment and Why You Need to Do It

(6) Complete a Change Risk Analysis

At the early stages of a project, it is essential for you to do a quick assessment of the risks that the organization will face during this change. Part of this risk assessment will involve identifying any known trouble spots or potential areas for resistance.

Read more: Conducting a Quick Change Risk Assessment

(7) Develop a Change Management Strategy

A change management strategy needs to be developed that will provide stakeholders and leadership with an overview of the various strategies that you will be using for your change management deliverables, including your communications, engagement, organizational readiness, leadership engagement, training, and post-go-live deliverables.

Read more: Change Management Strategy Guide & Free Playbook

(8) Establish a Change Management Group

Although not mandatory, it is important for you to establish an Organizational Change Management (OCM) Working Group. Invite members of the program team (Project Managers, Program Managers, Architects, and other resources), as well as change champions and selected stakeholders to participate in your group. This group will be your mastermind group.

In general, the roles and responsibilities of the group will include:

  • Participating in change management planning and execution. Reviewing and providing feedback on:
      • Awareness email communications
      • Communication plans and messages
      • Training program and curriculum
      • Go-live preparations
      • Post go-live change reinforcement activities
  • Provide input on your change management tools, templates, plans and deliverables
  • Help you in conducting change impact assessments
  • Help in remediating resistance
  • Help in connecting Change Lead/resources with key resources, leaders, and managers

(9) Create or Relaunch a Change Champion Network

A change champion network is a collection of selected individuals from groups that will be impacted by a change. A change champion network is a powerful part of any change strategy; it moves ownership of the change to the business units impacted by the change, which decreases end-user resistance and increases stakeholder buy-in.

Read more: Launching and Managing a Change Network

(10) Develop Detailed Change Plans

(11) Execute Change Plans

Deliver the change management plans that you develop in the sections above.

(12) Track and Measure Adoption

When it comes to tracking and measuring organizational change management, including how employees, managers, or customers are adopting and transiting through a change, there are two key areas that you need to focus on:

  1. Change Management Adoption & Enablement KPIs
  2. Change Metrics

Read more: Change Adoption Metrics & Measurement

(13) Resolve Adoption Roadblocks

After you go-live, you need to continue assessing and identifying resistance, and then applying proactive and reactive mitigation plans to overcoming resistance to change. 

Read more: Mitigating & Resolving Roadblocks to Change Adoption

See also: Reinforcing a Change

(14) Follow-Up / Support Calls

  • Follow up with trainees and managers to identify additional training needs
  • Follow up with managers to identify post-deployment issues
  • Work with necessary parties to resolve issues and roadblocks
  • Conduct support calls, office hours, and post go-live follow-up training

(15) Celebrate Successes

Celebrate quick wins and early successes:

  • Constantly seek out evidence of progress in the project
  • Watch for the achievement of major milestones and identify early successes even if small
  • Organize ways to recognize groups and individuals that have achieved success. Make it public
  • Use normal staff meetings or regularly scheduled department meetings as an avenue for recognition of achievement
  • Ensure that key stakeholders are aware of these achievements and involve managers in the chain of command to award these recognitions.

(16) Project Close

When a project comes to a close, the change management team will need to transition out of the project.

Part of this transition needs to involve a transfer of responsibilities from the change management team to a designated group that will be determined by the program leads. A designated group might be a group within HR, Program Management Office, or some other group.

Read more: Change Management Team Transition


Would you like a PDF or Microsoft Word copy of the above change management tasks and processes?

Then click on the change management checklist link below to download our PDF and MS Word versions of the above tasks.

Click below:

Download

Change Management Checklist and Tasks

Transformational Business Change Checklist and Tasks


Authors: Ogbe Airiodion (Senior Change Management Lead) and Francesca Crolley (AGS Cloud Content Producer)
Content on Airiodion Global Services (AGS)'s Airiodion.com website is copyrighted. Questions? Contact Airiodion Global Services (AGS) .

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