CHANGE IS OUR CONSTANT
PRESENTER: Cindy Otts, Indiana State University
The Art of Collaboration - IACRAO Conference October 2016
PERCEPTIONS OF CHANGE
What comes to mind when you think about change?
The Art of Collaboration - IACRAO Conference October 2016
IF THE “STEREOTYPE” FITS…
R E G I S T R A R S
Bean Counters
Institutional Leaders
Rules-oriented
Problem Solvers
Structured
Flexible
Conventional
Think Outside the Box
Unwilling to Change
Change Agents
The Art of Collaboration - IACRAO Conference October 2016
CHANGE IS OUR CONSTANT
What are some changes you are facing?
1. System for processing for transfer work
2. Fair Labor Standards Act
3. Online graduation application workflow
4. Transfer Single Articulation Pathways
5. Scheduling software moving to cloud
6. Athletic audits/certification
7. Coding degree requirements for students in older catalogs
8. Managing academic catalog
9. Change of major workflow
10. Change schedule types and fee assessment
process
The Art of Collaboration - IACRAO Conference October 2016
CHANGE IS OUR CONSTANT
What are some drivers of change?
• Increase efficiency, reliability, and accuracy
• Enhance services/provide services online
• Technological advancements
• Dwindling resources
• Demands of governing bodies (admin, faculty, students, federal/state laws),
retention initiatives, institutional policy changes
The Art of Collaboration - IACRAO Conference October 2016
CHANGE MANAGEMENT
Every office is structured differently and has different responsibilities, but…
• The work we do is an integral part of the institution’s operations,
• Our constituents demand access to data and technology,
• Technology changes rapidly, and
• We are accountable to multiple stakeholders so…
The Art of Collaboration - IACRAO Conference October 2016
CHANGE MANAGEMENT
Process by which we prepare for change and educate, train, and support
people to adopt change to achieve success.
The Art of Collaboration - IACRAO Conference October 2016
The Art of Collaboration - IACRAO Conference October 2016
Disorganized,
unknown,
unpredictable.
Generates
fear, anxiety.
Productivity
declines.
Future
Roles,
technologies,
procedures for
how work is
done. It is
comfortable.
We know what
to expect.
Transition
Current
CHANGE MANAGEMENT
Desired state is
“better” than
the current
state. May not
match our
goals. Worry
about failure.
WHAT IS CHANGE MANAGEMENT?
Current State
(Preparing for
Change)
Transition State
(Managing Change)
Future State
(Reinforcing Change)
Aware of current and
desired state
A necessary evil to get
to the desired
outcomes
Desired outcome!!
Project Team
How the current state
needs to be changed
to achieve goals
The focus of their daily
work and what they
are charged with
solving
Where they want to
be
Front Line Employees/
Managers
The day-to-day work
they do to deliver
value to the
organization
Position
Executives/Leaders
The Art of Collaboration - IACRAO Conference October 2016
An inconvenience to
me doing my job
An unknown that may
or may not be good
for me – why is the
change even
necessary?
KEYS TO MANAGING CHANGE
Awareness
Communication
Planning
Assessment
Reinforcement
• Recognize the need for change and desired outcome
• Communicate the desired outcome/goal
• Form team & develop plans for communication, training, implementation
• Evaluate progress & results and adjust as needed
• Provide training & support to sustain change
The Art of Collaboration - IACRAO Conference October 2016
KEYS TO MANAGING CHANGE
Awareness
• Identify desired outcomes.
The Art of Collaboration - IACRAO Conference October 2016
KEYS TO MANAGING CHANGE
Communication
• What impact will the change have?
• Who is affected?
• Consult with and involve affected individuals/departments.
• What is expected of the affected employees? How will their roles change? How
will their performance be measured?
• Be honest. There are pros and cons to change.
• Who will deliver the message? How? When?
• Reiterate, reiterate, reiterate…
The Art of Collaboration - IACRAO Conference October 2016
KEYS TO MANAGING CHANGE
Planning
• Involve the right people (at all levels) in design and implementation
• Have a champion
• Establish timeline and milestones
• Manage expectations
• Get buy-in, and be prepared for resistance
• Identify risk factors
• Focus on the goal!
If you want to make enemies, try to change something. Woodrow Wilson
The Art of Collaboration - IACRAO Conference October 2016
KEYS TO MANAGING CHANGE
Assessment
• Measure progress
• What are the results?
• Did you achieve the milestones?
• Did new leaders emerge?
• Adjust
• Celebrate successes!
The Art of Collaboration - IACRAO Conference October 2016
KEYS TO MANAGING CHANGE
Reinforcement
• Provide training and support
• Roles, duties, and processes change
• Ensure everyone involved is informed and has proper training and support
• Change is about people, so ensure they have appropriate resources
• Embrace change – others are looking to you
The Art of Collaboration - IACRAO Conference October 2016
The Art of Collaboration - IACRAO Conference October 2016
Thank you!
Please turn in your session evaluation.
Dr. Cindy Otts, Associate Registrar
Indiana State University
[email protected]
The Art of Collaboration - IACRAO Conference October 2016
REFERENCES
• John Kotter – 8 Step Process for Leading Change (kotterinternational.com)
• Strategy-business.com
• https://www.prosci.com
The Art of Collaboration - IACRAO Conference October 2016