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Using Change Analysis to Refine Portfolio Roadmaps

Instructor: Sudha Aravindan

Sudha has a Doctor of Education Degree and is currently working as a Information Technology Specialist.

When an organization is not performing as expected, change analysis helps move it to a more desired state. In this lesson, we learn about the life cycle of change as an organization implements changes to organizational resources.

Life Cycle of Change Analysis

Nick, the portfolio manager of a retail store, is tasked with reviewing the performance of his organization. Nick's position requires that he continuously monitor portfolio and organization performance by assessing the current utilization of organizational resources.

Change analysis is the process of analyzing the need for change and implementing those changes to improve the performance of an organization. Through change analysis, Nick's goal is to re-allocate organizational resources to improve performance of the portfolio. Organizational change analysis would include changes in systems (changes in the way something is done), beliefs (the employees perception of their job) and behaviors (changes in employee attitudes).

Change analysis can be considered a life cycle with the following phases:

  1. Assess the need for change
  2. Define the change
  3. Analyze the impact of change
  4. Create a roadmap for change
  5. Monitor the change

Phases of Change Analysis
Phases of Change Analysis

Phases of Change Analysis

1. Assess the Need for Change

Nick met with the management team to assess the need for change to the way resources are currently allocated. They discussed the reasons for an organizational change, how current utilization of resources would be impacted by the change, and how resources can be re-allocated to promote growth.

The organization is facing a challenge as there is uneven distribution of income, and some projects do not have enough technical staff while other projects have a surplus of funding and resources. The goal for change, as Nick envisioned, was to help the organization become more competitive and be more responsive to customer needs through effective allocation of resources and strategies.

2. Define the Change

The next step was to define the change. Nick and his management team must understand what changes need to be implemented in order to fulfill the goals of the organization towards tangible and intangible outcomes. Nick organized meetings and workshops with the leaders and stakeholders in order to gather information and review the strategic priorities of the organization. In particular he wanted to know what the long-term and short-term vision was for the organization.

Through the meetings and workshop, Nick received clarification about the strategic objectives and future vision for the organization. He confirmed that the vision is shared by all key stakeholders and articulated what the future state of the organization would be once the changes are implemented.

3. Analyzing Impact of Change

Analyzing the impact of change was an important phase for Nick. He understood that the change initiative should not be on a larger scale than what the organization can handle. They would need to be realistic about how the specific changes are initiated and coordinated. Also, the changes need to be paced optimally so that the organization will not be impacted negatively if they are all implemented at the same time.

One of the changes recommended was to increase sharing of resources across the organizations' portfolio. The management also wanted to standardize the governance structure so that any new projects are aligned with the organizational strategies. Nick listed the gaps between the current state and the future desired state, the number of changes that need to be implemented, and the organizational areas that will be impacted in the process.

4. Create a Roadmap for Change

Nick then needed to create a roadmap, or a document that specifies all activities that would need to be completed in order to execute the changes. The changes were listed and prioritized in order of least impact to maximum benefit. Nick defined specific goals for each step of the change implementation process.

Nick and his management team discussed how the current resources were allocated and how changes to their allocation would impact the organization's behavior. To support a smooth transition, they defined multiple target points of change along the way to give the organization time to stabilize and sustain them.

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