Prosci Enables Robust Change Capabilities at Government Department

The Department faced substantial challenges building change management capabilities. With a notable need to manage multiple projects effectively and build internal change management proficiency, they turned to Prosci for a structured and efficient solution. Leveraging Prosci's approaches and tools, the Department set its sights on embedding a robust change management framework across its organizational operations.

Challenge

The initial challenge for the Department was the absence of a formal change management structure, which was evident given the department's vast size and function. With approximately 1,400 employees overseeing extensive public and internal projects, there was a critical need to streamline processes, especially from a change management perspective. A sole organizational change management practitioner drove these efforts within the extensive organizational structure.

The Department required a strategy to enhance its internal capabilities quickly and efficiently without overwhelming their limited resources. Additionally, the change practitioner needed approaches to address the common barriers to change that emerge when existing processes and traditional practices are deeply entrenched.

Solution

Prosci Change Management Maturity Model to assess and improve their change management practices
eLearning modules to quickly build knowledge without requiring extensive in-person sessions
Proxima tool to enhance client’s change management activities and streamline efforts in communication and planning
Prosci Portal for ongoing coaching and accessing essential resources, tools and research

Tailored Coaching and Structured Training

Prosci provided a comprehensive approach to address these challenges, beginning with tailored coaching, structured training, and integrating eLearning modules with the Department’s Learning Management System (LMS). This allowed the department to build knowledge rapidly without necessitating extensive in-person training sessions.

Engaging Leadership and Teams

A notable aspect of the solution was the change management practitioner’s participation in Prosci's Change Management Maturity Model workshops. These workshops engaged the organization's leadership and individual team members, generating significant interest and commitment to structured change management practices. Prosci’s collaborative approach, involving co-creating plans and active guidance, supported the Department in laying the groundwork for an effective change management office.

Showcasing Benefits of Change Management

One of the critical implementations was working on a "Change Management for Change Management" project within the Department. This project aimed to showcase the benefits of a dedicated change management function by applying change management principles to its creation. This initiative led to the successful establishment of the Change Management Office, setting the stage for sustained capability building across the organization.

Leveraging Proxima and Continuous Learning

Additionally, the change practitioner received specific coaching on leveraging Proxima, a cloud-based application that helps users manage projects and initiatives. They also participated in webinars and training provided through the Prosci Portal. This access to continuing education and knowledge resources significantly enhanced her competency and helped streamline her efforts in communication and planning.

Results

Engaging with Prosci marked improvements in the Department’s change management maturity and project outcomes. One year after the initial Change Management Maturity Model Audit, the Department saw a substantial increase in its maturity level from 1.7 to 3.0 out of 5. This improvement reflected enhanced organizational understanding and application of change management principles.

Integrating e-learning modules with their LMS was a critical efficiency driver. It fueled faster knowledge distribution and reduced the need for extensive in-person training. The change management practitioner’s ability to coach and guide sponsors and people managers also led to better alignment and more targeted communication strategies, saving time and enhancing project implementation.

As a direct result of these efforts, the Department established a dedicated Change Management Office and plans to integrate more change practitioners within different functional areas, further embedding change management capabilities into the fabric of the organization.