You know the drill …. having been around the blocks and worked on many projects you’ve seen these many times over. Change managers often go through similar experiences as we progress through each phase of the project.
What has been your experiences across the various project that you’ve worked on? What are some of these typical ‘defining moments’ for change managers?
These are 10 signs that you’ve been around long enough to see as a change manager 🙂
1. The project brings you in after the project approach has already been set and you are supposed to ‘fix’ bad stakeholder engagement
2. Your project team and/or stakeholders give you funny looks when you start talking about change activities other than comms and training
3. You constantly feel like you’re the go-between with the project and the difficult stakeholders
4. You dread having to manually fill in rows and rows of xls data about who’s who in your stakeholder matrix and detailed change impact assessment
5. Corporate comms persistently changes most of the messages you’ve written for project comms and you just want to tear your hair out because the content becomes incorrect
6. You sit in project update meetings where everyone goes through data points such as defects and performance updates, and you feel inadequate not using hard data all the time, or you get skipped entirely in the round-robin
7. You feel that you’re often the ‘dumming down’ translator who needs to constantly translate project messages for 5-year-olds otherwise you get confused responses
8. You find it a struggle to get time with your project sponsor, and he/she ends up delegating meeting attendance most of the time. You wonder why they’re the sponsor in the first place
9. You suddenly find out that there are other project changes that impact your stakeholders very late in the picture and it’s a scramble to ensure your project remains the key focus
10. You have nightmares about dealing with a difficult stakeholder who is showing all the signs of resistance and is blocking everything you’ve planned
Gamification is the application of game elements to non-game activities. Whilst gamification has been around for a long time, it is only recently that it has been formalised as a structured method to achieve specific outcomes.
We see the application of gamification all around us. Yes most of the apps we use on our phones have game design elements. However, more broadly, we can see this all around us. Through gamification design, we can make significant behaviour changes.
Two of my favourite examples are:
1.Improving aim and decreasing spillage in urinals.
Amsterdam airport wanted to keep the urinals clean and reduce spillage. They pinpointed the aimed spot within the urinal design where the least spillage happens. What happened was that men would aim for the fly as a fun activity (or even aiming subconsciously), and thereby reducing spillage.
The fly acts as a target
2. Encouraging physical activity by taking steps vs. the escalator
In Sweden, they did an experiment to see if they could encourage people to take steps over the escalator by making it fun to use steps. This was at Odenplan (where I used to frequent regularly on my way to bars in my younger days), a major subway stop in central Stockholm. They turned the steps into a piano where stepping on a step would the be same as hitting a piano keyboard. The result was that 66% of people chose the steps over the escalator. Here is a video that shows the behaviour of people as they use the stairs. https://www.youtube.com/watch?v=7frzYFcbqjc
You will notice that these elements are not necessarily about playing a ‘game’ per se. Instead, they’ve borrowed elements of game design to engage people and make it more fun. However, ultimately there is a very clear goal and clear behaviours to be achieved.
6-D model of gamification
The 6-D model of gamification is a very practical step-by-step framework to help you design an effective change intervention using gamification. The value of this framework is that it ensures that there are clear objectives and focus before jumping into utilising one of the many gamification tactics.
These are the 6 steps to follow:
Define Business Objectives – Define the goal you are aiming for. Is it increasing stakeholder engagement scores? Is it increasing the viewership of articles? Or is it getting users to follow the new process?
Delineate target behaviour – Define the target behaviours you are aiming to achieve. Note that behaviours need to be discrete and concrete. Then, decide how you are going to measure them. For example, let’s say you want to get users to follow the new additional process steps. What actions do you need users to perform? How do we know if these processes have been performed? Can the outcome of performing these steps be traced or observed? Are these documented? Are they easy to report on?
Describe your players – How well do you know your target audience/users? In this step, you need to clearly articulate and define exactly what they are like. For example, what are their demographics? How do they tend to behave? Do they have a history of behaving in certain ways in certain situations? If you need them to add more steps in a new process will they tend to ignore it?
Devise activity loops – In this step, we are identifying the key motivations involved to sustain the desired behaviour. Are there particular reinforcements required to sustain this behaviour? Do we need to design feedback loops? For example, if you need to ensure that the user performs 3 additional process steps, what triggers or reinforcements are required? What notifications need to be in place to remind the user and motivate him/her to perform these steps? And how do we reward those behaviours?
Don’t forget the fun – This step may seem quite generic but nevertheless an important part of the design process. People prefer to perform tasks that are more fun. However, it is not always easy to determine what is considered fun. It is about incorporating the element of interest and fun where possible to increase engagement. For example, can the messaging or graphic design incorporate an element of fun? Or can the notification or reward elements be designed to incorporate fun?
Deploy appropriate tools – This is the action step. It is about choosing the right gamification tactic to deploy your change. There is a very long list of various gamification tactics to be leveraged. Here, we will review 10 different tactics and demonstrate examples from The Change Compass.
Now that we understand the theory and steps required. Let’s put these into practice.
10 example of gamification elements and how The Change Compass has applied this
1.Onboarding tutorials
The classic approach for change practitioners in implementing changes has tended to rely on training. However, depending on the change being introduced there are more engaging ways to socialise the change.
For example, with a new system there are tools to create context-specific walk-throughs and detailed explanations that are more engaging. These are not necessarily part of the tool design itself. There are digital tools such as Stonly, Help Hero, as well as a myriad of others that may be leveraged to easily design context-specific onboarding.
Here are some examples how we use context-specific onboarding walk-throughs and information.
This is the context-specific guide to help users navigate the features
The Help button on the right is context-specific to provide detailed guides
The Help button expands providing detailed guidance to the user
2. Theme
At The Change Compass we love using the airport analogy because it explains the various components within the system that needs to hum for holistic portfolio change management. Each plane is an initiative and how the airport is run is portfolio management. The available runway is the business change capacity. Stakeholders understand this because it’s a tangible analogy that they have experienced first-hand.
We’ve embedded the airport theme in different parts of the application to create a sense of fun and visually more interesting. For example, here are some examples of how we have done this.
The user experiencing the airport analogy when creating an initiative
Another example of using graphics/language to be on theme
3. Random rewards
This tactic is about creating excitement and unexpected reward to surprise users in a positive way. Ideally, it would bring a smile to users since they were not expecting this pop-up or another form of reward.
For example, we have created various automation features to make it significantly faster for users to enter data. And when the task is completed we surprise users with a pop-up that celebrates this task completion.
Here a pop-up animation provides a pleasant surprise/reward
4. Status/points/leaderboard
The leaderboard concept is quite a common tactic to generate engagement and in this case competition. The idea is that those that have the highest points feel a sense of achievement and recognition. Please note that it depends on the motivation of users and may not work in all contexts.
We have created a user community to promote sharing of practices. In our platform there is a leaderboard that shows who has made the most comments.
5. Customisation
Customisation gives users the ability to tailor and customise their experience. The more users spend time and effort to ‘create their space’ the more wedded and engaged they become. Most people are familiar with the concept of using avatars as an expression of themselves. This is another way of expressing who they are digitally.
In our application we allow users to upload their own avatars. In keeping with the overall airport analogy, we have ready-made avatars of different airline characters for them to choose from. Again, injection a bit of fun into the experience.
6. Challenges/quests
Challenges or quests keep users engaged and interested. It could arouse their curiosity and through this increase their likelihood of undertaking a particular task. It could be a question or a notification to let them know of a new feature. It could also be quizzes or Q&A to challenge users and thereby increasing their knowledge.
7. Sharing knowledge
Building features to allow users to share knowledge and support one another can be a motivating feature for some users. Helping others and building credibility can be intrinsic motivation for some. After all, helping others makes one feel good.
Our Change Tribe community has been a great platform for users to exchange tips and experiences. Different channels are setup to address different types of sharing. For example, ‘Feedback and features’, ‘Sharing practices’, ‘What’s new’, ‘Community tips’.
There are various platforms available for you to build community for users. It can be using your corporate Yammer platform, or others such as Slack or Tribe.
8. Voting/voice
Giving users the ability to have a voice and share their feedback can be powerful and engaging. However, depending on the platform you are using you may need to manage the types of feedback that are openly shared. Giving users the ability to vote can also be quite powerful.
For example, at The Change Compass our features backlog is primarily determined by users and their feedback. This ensures that users feel that they determine how the application is designed and therefore feel more invested.
9. Meaning/purpose
Having a clear and strong of meaning and purpose may seem like a no-brainer for change practitioners. Yet this is a very important one for game design. The most engaging games that instill a strong sense of purpose for the user, where the user feels emersed into executing on the purpose.
In the same way, designing meaning and purpose into all facets of the change intervention is critical. Ideally, with every step of the change journey, the user can feel ingrained into carrying out steps towards the purpose of the change.
For example, in The Change Compass we have an Action Planning module where the application steps the user through the analysis of the data, key observations, patterns, and what actions to take to potentially package or re-sequence the change rollout. This helps to directly address the overall purpose for the user in using the platform.
An excerpt from the Action Planning module to help walk users through analyses and recommendations
10. Social discovery
Social discovery is about enabling the support of users to find one another so that they can connect. This helps to support those with shared interests or connections. People are social creatures and we like to find others with whom we have shared interests. Think about designing your change intervention in a way that supports social discovery and networking.
For example, The Change Compass is about sharing initiatives across the organisation and the impacts they have on different parts of the company. Initiative drivers can discover other initiatives and how they may potentially impact the same stakeholders. This leads to better alignment and shared understanding and therefore makes it easier to collaborate for a better business outcome.
Now it’s your turn! What are some of the gamification tactics that you will deploy to improve stakeholder engagement and ensure your change initiative is designed with a view to creating a deeply involving experience for users?
To read more articles about agile practices within change management please click here. Or, to read more about different change approaches click here.
What are the different approaches in deriving a single view of change? And what business impact do they have?
A single view of change is often mentioned as the ‘nirvana’ for change practitioners. Having a clear view of all changes impacting people helps to better plan and execute on the changes.
In our experience there are 3 key approaches:
1) ‘Estimate the pulse’ – A quick and easy way of coming up with a simple heatmap or chart where impacts are estimated overall.
2) ”Periodic pulse checking’ – Periodic work, usually monthly, in documenting change impacts. Some governance and reporting operating rhythms setup. Some element of charting tools used.
3) ‘Hand on the pulse’ – An operating system where the data capture and analysis is embedded within regular business process. Data is utilised by various parts of governance and business planning routines. Fully digital in sustaining data maturity and insight generation.
Organisations may start out in the first or second approach in building on their change maturity and ability to generate change-related insights.
However, to reap the required business impact and to support an agile organisation where change is fast and constant, the first approach is best.
Effective communication is the lifeblood of any successful change endeavour within an organization. It serves as the conduit through which ideas are conveyed, strategies are articulated, and employees are engaged. However, the delicate balance between providing sufficient information and avoiding overload is often difficult to strike. Moreover, how communication is crafted can significantly impact its effectiveness in driving change.
Exploring the Elements of Failure
Delving into the nuances of change communication reveals several common pitfalls that can impede its effectiveness:
Maintaining a Positive or Neutral Tone: In many corporate settings, there is a pervasive tendency to maintain a positive or neutral tone in communication. While this may seem prudent to foster optimism and prevent undue concern, it can inadvertently obscure the gravity of the situation necessitating change. Employees may fail to grasp the urgency or magnitude of the challenges at hand if they are shielded from the realities driving the need for change. Striking the right balance requires a nuanced approach that acknowledges both the imperative for change and the potential benefits it offers. By providing a candid assessment of the current state while articulating a compelling vision for the future, organizations can inspire action and commitment among their workforce.
Impersonal Corporate Speak: The language employed in corporate communications often reflects a detached, impersonal demeanor. This formality, while intended to convey professionalism, can alienate employees and hinder their ability to connect with the message. Particularly in the context of change initiatives, where emotions and uncertainties abound, a more humanized approach is essential.Leaders must endeavor to communicate in a manner that resonates with their audience, conveying authenticity and empathy. By infusing their messages with personal anecdotes, genuine concerns, and relatable language, they can establish rapport and engender trust among employees.
Focus on Reason Over Emotions: Traditional corporate communication tends to prioritize logic and reason over emotional appeal. While facts and figures are undoubtedly important, they often fail to evoke the deeper emotional responses necessary to galvanize action. Employees are more likely to embrace change when they are emotionally invested in its success.Leaders should not shy away from tapping into the emotional dimension of change, sharing personal stories, aspirations, and concerns. By fostering a sense of shared purpose and rallying around common values, organizations can cultivate a culture of resilience and adaptability.
I hear you nod. So what is wrong with these practices if they have been the norm for decades and is adopted as common practice by most organisations?
OK let’s go through these one by one.
Illustrating the Importance of Emotional Engagement:
Drawing from personal experiences underscores the profound impact that emotional engagement can have on driving change: Recalling my tenure at Intel, a pivotal moment arose when rival AMD posed a significant threat to our market dominance. Leaders initiated candid discussions, rallying employees around the emotional stakes of the challenge. This emotional appeal galvanized teams across functions, leading to a remarkable turnaround in our fortunes.
Reimagining Change Communications
In light of the evolving organizational landscape, characterized by rapid technological advancements and shifting cultural norms, there is a pressing need to reimagine change communications: John Kotter, in his book “Change: How Organizations Achieve Hard-to-Imagine Results in Uncertain and Volatile Times,” highlights the imperative for organizations to adapt their communication strategies to meet the demands of the modern era. This entails embracing a more dynamic, inclusive approach that values authenticity, transparency, and emotional resonance.
Change communication is not a static endeavor but rather an ongoing evolution that must adapt to the ever-changing needs and expectations of employees. By challenging conventional norms and embracing innovative approaches, organizations can foster a culture of open dialogue, trust, and collaboration that fuels meaningful change and sustainable growth.
