Written by When a banker jumps out of a window, jump after him: that’s where the money is.
Robespierre
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There are some people that know better how to get things.
Try to get their trail if you cannot stay in front.
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Universe
What makes the universe so hard to comprehend is that there’s nothing to compare it with.
Anonymous
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Assumptions
Assumption is the mother of all screw-ups.
Wethern
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Making an assumption is a guess.
Making two assumptions is acceptable.
Having all based on assumptions is simply cheating.
Especially in business cases.
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Peace
They make a desert and call it peace.
Tacitus (55?-120?)
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Is always a matter of a point of view.
Your point is your reference, but always try to find out what is valuable in other opinions.
And there’s always another point to see things that is valuable.
It will help you grow and have a broader view.
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Setting up a communication plan in IT – part 2
In first article we focused on “principles” and characteristics a communication plan has to stick to in order to succeed in order to manage change in an IT department and more in general in a working environment.
Now we will focus on how to setup the plan.
Generally speaking plan should include:
- to whom you’re going to address messages (i.e. the target/s)
- what are you going to say (i.e. the messages/s)
- through what media/event you are going to address them (i.e. the channel)
The target is the person (or more often the group) who is receiving the communication. As I said before, one of the biggest efforts is always to identify the target audience for the communication by defining homogeneous groups of people that will be affected by the content or implications of what we are going to communicate and same or different groups that need to be informed about what is changing.
Messages are what you’re going to say, and though they can have a common basis, they must be tailored for the different target groups.
But messages have also a customization throughout the life of change management:
- first of all you should start by creating awareness, which has the objective of introduce the changes to come to specific audiences. In this kind of message is critical to prepare target groups for future and so to clearly explain the purpose of the the change (i.e., prepare for what is going to change). Specifically in IT, awareness should focus on the benefits to come and the sponsorship of leadership. The more you’re clear, the better you start.
- then comes a “disclosure”, that means explaining in detail but in the simplest way the change that is coming. Message should be linked to previous “teaser” and must identify clearly the milestone/event to be the first step. In IT departments be sure to maintain a different level of detail consistent with the target you are addressing but always remember to have the big picture presented.
- then, after having the target groups comfortable with what they are facing and what it represents for them, you should start focusing on selling the benefits deriving from change and detailed impacts
- at the end of each successful milestone, you should address messages of achievement, in order to reinforce the change step by step.
The channel is the way you can address the message. The effectiveness changes a lot on the type of audience. Take your time to understand the best mix of events and remote messages. Take also in consideration the use of gadgets and old paper to reinforce the belonging to the change.
Marriage
There’s only one way to have a happy marriage and as soon as I learn what it is I’ll get married again.
Clint Eastwood
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When you understand things there are cases is too late to apply the solution.
Learn it and leave it for next time you’re going to need it.
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Setting up a communication plan in IT – part 1
Dealing with change implies an important role of communication.
This sentence is true in any case, but, if possible, is more true if we are talking of the IT context. This because, mainly of two points:
- IT is something “under the line” and so in some cases is not well perceived
- IT impacts with one change a big population each time
- Generally speaking, communication resides somewhere else than in IT departments
Why communicating is so crucial?
As we covered in the previous set of articles (starting here) Initially, when any change takes place, in people arise a concern deriving from loosing what is current and familiar and the threat of what is still not known.
And here comes the point of communicating the right things in an effective way and treating this not in a naive way, but with a planning behind aiming at pursuing specific targets in terms of helping impacted groups accepting change and understand the purpose and benefits of new initiatives.
This is not a one shot approach in many cases, but goes through a tutoring and information starting well before change taking place and accompanying the path with the a relavant amount of information and feedback.
In general terms, purposes of a communication plan aimed at IT are not different from those of a communication plan aiming at a different organization:
- Bring on board and commit people
- Minimize the risk of non acceptance
- Defy concerns through better knowledge of changes and of their impacts
- Ensure that communication is in place and occurs on both parties (i.e. from management to employees and vice versa)
- Have consistent and tailored messages addressed through the IT organization and outside.
One of the most important things is to have a clear understanding on who is leading, because on this person/role/function fall many important duties that at the end are one of the critical factors to succeed in change.
Again those responsibilities that follow are something reusable also outside the bits and bites world.
Program owner will be the one in charge of:
- Identify stakeholders and target groups
- Updating and documenting the the plan
- Setting up a communication strategy that address the right messages in the most effective way through the correct channel
- Give the wire frame for setting up each channel in terms of frequency and targets
- Get, interpret and manage feedback coming from events and channels
- Maintain alignment of messages through every needed update
Next time we will focus on how to setup the plan.
Government
There’s no trick to being a humorist when you have the whole government working for you.
Will Rodgers
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Problems
There are two ways of constructing a software design: One way is to make is so simple that there are obviously no deficiencies, and the other way is to make it so complicated that there are no obvious deficiencies.
C. A. R. Hoare
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Sometimes complexity is only a way to cover up problems.
The simplest the things you make, the most easily you will identify and solve the possible problems.
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Doing things
There are three ways to get something done:
- Do it yourself.
- Hire someone to do it for you.
- Forbid your kids to do it.
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