Change management

OVERVIEW

What is it?

Tool 6 consists of two matrices focusing on readiness to manage a change process: capacities in place and planning of management functions.

What can it be used for?

The tool helps:

• adjust the objectives of capacity development/change processes to available capacity in order to manage change;
• promote actions to increase capacity to manage change;
• define functions and assign responsibilities in relation to key change management components.

When can it be used?

The tool is relevant at all phases of an intervention, but particularly at the formulation phase when key actors have been identified, and during implementation.

Who can use it?

• EU staff and all stakeholders

What are its strengths?

• Helps in 'unpacking' change management aspects and translating them into operational criteria and tasks.
• Allows key stakeholders to visualise the concrete steps and responsibilities the intervention will entail, facilitating ownership of the process and accountability.

What are its limitations?

• Information on some of the aspects/parameters requested by the tool may not be readily available.
• Tool may become quickly outdated if not regularly revised.

PRACTICAL APPLICATION

Key elements

The tool comprises two interlinked instruments:

• Tool 6a is a matrix which assesses the capacity of a team (or an individual) to manage change. Strengths and weaknesses are analysed along four dimensions, as shown in Figure 1:

Figure 1: 360º self-assessment of change capacity (adaptation)

• Tool 6b is a matrix connecting three key change management functions with steps in the process, as shown in Table 1.

Table 13: Capacity development change management design

Visualisation of this information in the matrix format enables quick modifications in objectives, scope or speed of the capacity development process as the situation evolves, and identification of more specific solutions related to punctual capacity needs.

Requirements

Data/information. Preliminary knowledge of the context, actors and key areas of support is very useful. It is assumed that some preparatory work has been carried out with other tools (e.g. capacity assessment), as this tool focuses on identified expected changes. Specifically, Tool 6 builds on information about significant actors gathered through Tools 3 and 4; the combined results of the assessment feed scoping and sequencing decisions (Tool 7); and the logical design of capacity development processes and support (Tool 8) which details the change management setup.

Time. The tool is conceived as a practical instrument, but it is focused on change management aspects, which are not always easy to identify in a systematic manner. The time required will largely depend on the involvement of relevant actors and support from higher levels.

Skills. Good analytical and facilitation skills. The literature review can be performed in house; specific competencies may be required to facilitate exchanges and widen the focus of these beyond technical aspects. A mixture of local and international consultants together with internal resources from relevant organisations may have added value, provided this support is properly coordinated by the EU Delegation.

Facilities and materials. If a participatory workshop/meeting takes place: appropriate venue, flipcharts, cards, markers, etc., will be needed.

Financial costs and sources. If external expertise is required, funds should be made available to cover the costs associated with fees, travel expenses and logistics. These funds may come from the project itself or through other EC instruments such as a framework contract or a technical cooperation facility.

Tips and tricks

RESOURCES

Where to find it

The European Commission (EC), 2010. EuropeAid. Tools and Methods Series. Reference Document N. 6 Toolkit for Capacity Development

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