1. MANAGING CHANGE PROJECTS:
How to upgrade your organization processes &
infrastructure

3. DRIVER FOR CHANGE IDENTIFIED BY UFI
1. Technology
2. Process
3. Organization

4. WHY CHANGE IS IMPORTANT
VELOCITY: You cannot afford stillness.
COMPETITION: Others move fast, what about you?
EXPECTATIONS: New gen of leaders & professionals.
INNOVATION: Fear immobilizes innovation.

5. “
„
You‘ve got to start with the
CUSTOMER EXPERIENCE and
work backwards to the technology.
- Steve Jobs

6. “ „
Our ultimate goal is not
digitalization, it is value realisation.
- Andrew Roswell-Jones, Gartner

8. HOW TO CHANGE A COMPLEX ENVIRONMENT?

9. THE BEGINNING
❌ No time
❌ No resources
❌ No plan
❌ No structure

10. STEP BY STEP
1) Analysis of your Business Requirements
 Identify the areas of change
 Detailed / Hands-on workshops with decision
maker and key user
2) Initial Scope of Work
 What needs to change and how / to what?
 Process
 Integrations with 3rd Party Systems
3) Project Organization
 Identify Owner, Sponsors, Stakeholder, Key User,
Steering Commitee
 Communication Matrix
 Project Plan

11. FOCUS AREAS
Technology
Process
Organization

12. FOCUS AREAS
Technology
• Sustainability and future
orientation
• Company & IT Strategy
• Investment & ROI
• Connectivity & APIs
• Technology Backbone
for your business
Process
• Plan time & allocate
resources
• Collaboration will
change
• Identify breaking points in
current workflows
• Smooth Automation
Organization
• Team Culture
• Collaboration
• Required skills / job
requirements will change
• Embracing change rather
fighting it
• Live change from top down
and enable bottom up
Experienced Change & Technology Partner

13. STRUCTURE & PLANNING

14. 2019 2020Jan Mar May Jul Sep Nov 2020
Project Kick-Off
1/1/2019
Inital SaaS System Setup completed
2/1/2019
Implementation Concept finalized
4/30/2019
Integration Concept finalized
5/31/2019
System Configuration Exhibition Mgmt
finalized
8/16/2019
System Configuration Venue Mgmt finalized
11/1/2019
Integration Development finalized
11/30/2019
Training & Education program finalized
12/1/2019
Data Migration finalized
12/31/2019
Go Live
1/1/2020
1/2/2019 - 1/10/2019Select Project Team, Steering Committee, Communication Plan
1/15/2019 - 1/22/2019Configuration of SaaS Environment
2/12/2019 - 4/28/2019Workshops & Concept Classes (System and Processes)
3/1/2019 - 5/30/2019Workshops & Concept Classes (Integration)
5/1/2019 - 8/15/2019Implementation & Configuration Exhibition Mgmt
8/16/2019 - 10/30/2019Implementation & Configuration Venue Mgmt
7/1/2019 - 11/9/20193rd Party Integration Development
10/1/2019 - 12/15/2019Staff Training (Key & End User)
11/1/2019 - 12/30/2019Data Migration
1/1/2020 - 1/15/2020Go Live Support
PROJECT TIMELINE

15. THE POWER OF EMOTIONS

16. THE POWER OF EMOTIONS
 Emotions are signals of
communication.
 They are decision factors.
 We are mostly ok with emotions
that we initiate ourselves.

17. THE POWER OF EMOTIONS
BUT:
When changes come into our lives, they
provoke emotions that we have not
initiated ourselves.
They shake us!

18. LET’S TALK ABOUT….

19. THE FEAR OF THE UNKNOWN
“No way!
Without me.”
“Never change a
running system!”

20. CHANGE AS A STRESS FACTOR
⚠ have the impression the changes are
being imposed on them (= victims of
circumstance)
⚠ feel the change may have negative
consequences (= fear of the unknown)
⚠ think, too many changes are executed
at the same time or if they feel
overwhelmed
⚠ are not in the best physical condition
Change is perceived as stress, if employees...

21. CHANGE PROVOKES EMOTIONS
FEAR: Requires clarity, transparency and meaning.
ANGER: Requires clarity and appreciation.
HAPPINESS: Requires appreciation.
CURIOSITY: Requires coaching and encouraging.

22. “
„
Most people decide based on their
gut feeling and search for ‘real’
facts to justify it.

23. BEST PRACTICES
✅ Involve all stakeholders at an early stage
✅ Explain purpose & requirement for change and
provide regular updates on the progress
✅ Manage criticism and insecurity & "covered"
resistance
✅ Provide help: provide appropriate trainings &
qualifications
✅ Set an example and embrace the changes
yourself
✅ Be patient, allow mistakes and celebrate success

24. “
„
If your enterprise, your agency, was
looking to fill your job today, would
they hire you?
- Andrew Roswell-Jones, Gartner

25. OPPORTUNITY VS. RETENTION
t
Opportunity to increase
revenue & benefit from
market advantages
Same or higher
Investment needed to not
lose existing business
When is the right time to invest?

26.  Embrace the Change – Don‘t fight it
 Be customer & employee centric
 Generate additional value
 Technology – Process –
Organization
 Partner with experienced Change
Leaders
CHANGE MANAGEMENT

27. THANK YOUTHANK YOU