AIIM Open Forum

1.  How do you incorporate change management in your organization when implementing a new IM program?

Posted 10 days ago


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Linda Brooks
Sr Document Management Specialist
Veresen Inc
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2.  RE: How do you incorporate change management in your organization when implementing a new IM program?

Posted 10 days ago
​Organize a group of super users from each department who can help test the new program and engage their co-workers.
Training, training, training is very important - it not only exposes the new program, but gets everyone involved in learning and questions or even working through issues that can come up.

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Anita Monastero
ECRM Manager
EDF Renewable Energy, Inc.
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3.  RE: How do you incorporate change management in your organization when implementing a new IM program?

Posted 10 days ago
​You also need to consider the change or culture this will bring about - it is not just the system, it will affect business processes and people's work practices, so a change management programme to support that is critical.  It is about getting into the business, talking to them, helping them develop new ways of working - a big communications campaign to be upfront and clear about the changes that will occur, guidance notes, toolkits, and most importantly, a senior management message that tells the organisation what, why, when and what is expected.

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Madi McAllister
Information Governance & Records Management Office
London Borough of Merton
UK
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4.  RE: How do you incorporate change management in your organization when implementing a new IM program?

Posted 8 days ago
There is an international standard on this exact topic that was prepared a few years ago,  ISO14105.   AIIM was engaged in the standards program at that time and develped and updated that document.  I would highly encourage you to look at it as it was recently updated.

Bob

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Robert Blatt, MIT, LIT, CHS-III
Principal Consultant, EID, Inc.
Chair, Advanced Data Storage
Chair, Trustworthy Content/Document Management
Chair, ECM Implementation Guidelines
US Delegate to ISO TC/171
TC/171 Liaison Officer to TC46 SC11
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5.  RE: How do you incorporate change management in your organization when implementing a new IM program?

Posted 9 days ago

The previous responders had great advice.  I would add that when implementing any major change it is important to do periodic follow-up after implementation.  Stay engaged with the users, get their feedback on how the new system works or otherwise impacts their business, review how the system is being used and complied/not complied with, and provide additional training as needed.  Users need to know there is a commitment to success and resources to provide ongoing support of the system.

 

Regards,

 

Kathleen A. Boyle

Deputy Director – Project Control, Configuration & Document Control

Design, Engineering & Construction Management

Sound Transit

401 S. Jackson Street

Seattle, WA 98104-2826

 

W (206) 398-5324

C (206) 852-8668

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6.  RE: How do you incorporate change management in your organization when implementing a new IM program?

Posted 9 days ago
Develop a multi-tiered marketing campaign well in advance of your program launch cycle (email, web portals, training sessions, support). Get senior level buy-in. Be honest about the impact any changes will have on your user community. Have a strong support team in place, ready to assist users with the transition and be prepared to deal with folks who have difficulty adapting to change. Make it fun, but focused and remember, change takes time and preparation.

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Marcel Rodriguez
Senior Records Manager
Akerman LLP
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7.  RE: How do you incorporate change management in your organization when implementing a new IM program?

Posted 6 days ago
​Training training and explaining.  There are no dumb questions - just ones not asked.  Hand holding through out the process is a ok too.  I agree with it is not just one avenue of changes it is many: train of thought process; the processes that are impacted; the folks in those processes; and you may be amazed to learn that the team wondered why it was not done that way. Then they even have ideas of how to take that and make it better in their area.

Life is a change every day if things are not changing it is getting stale and not growing - or growing what you do not want!


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MARY ARNOLD
RECORDS MANAGEMENT ADMINISTRATOR
Cook County Government
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8.  RE: How do you incorporate change management in your organization when implementing a new IM program?

Posted 4 days ago
Two principles:

1. Process.  If the business process does not require people to use the system they won't.  You can train, inform, and educate them all you like, without a need likely all you'll get is passive acceptance.  "Yes, OK, I understand, I'll do that" lasts as long as the classroom door.
2. Moths to a fire.  Where I come from a warm fire brings moths.  Keep the fire warm, they'll stay.  Let it go cold and they fly away.  You have to create a stove pipe of success so the moths come and tell their friends how warm it is.

A.

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Alister Grigg
Fastman
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