Phase 4, Implementation Planning, is the stage where the team defines and clarifies the actions required to make the work a reality. Questions focus on what the team needs to do to execute the project and get the desired results. The team facilitator helps capture and organize ideas and guide the group.
What’s Happening at Phase 4?
For the Project—Implementation Planning
During Phase 4, the team deepens and refines their project plan and communicates progress to leaders. Updates include information about who is doing what, measures of progress, and any changes or adjustments that will be required to complete the project. Questions that the team explores include:
• What supporting information is needed on the frontline level? How will it be accessed? How will it be kept up-to-date?
• What changes will managers or others need to make?
• Do we need to modify our software to support the changes?
• How will the managers manage this change?
• Does this change affect the performance management system (changes to responsibility or performance standards)? Is this change significant enough to affect compensation?
• What do we need to communicate to stakeholders?
• What will the implementation training look like? Who will develop the materials and present?
• When will the new software be ready? Do we need to pilot this change before rolling it out to the organization?
• Do we have any policy issues that should be discussed with the project sponsor or executives?
The team facilitator helps the group stay focused and moving forward. The team’s plan should be in the format that best serves the project and could include charts, diagrams, training materials, PowerPoint presentations, screen shots, performance management documents, organization charts, or other materials. The team produces the type and level of detail needed to implement the project through to affected stakeholders. The individuals and groups who need to execute the change should have all the information and training required to do it.
For the Team—Performing
At this stage the group is highly productive. Group process issues have been resolved. Team members understand their role and the gifts others are providing to the project. Information and help is readily exchanged between team members. Individuals volunteer to work on tasks outside their to-do lists. Solutions are quickly developed to problems as they arise.
While some residual doubt may remain, new behaviors are practiced and learned. Team members test methods offline or as part of a pilot program.
Pitfalls to Avoid
It is important to allow the team adequate time to think through implementation details and considerations. It is tempting to rush into launching once we have agreed upon a solution. The implementation plan must take all parts of the system into consideration.
Considerations for Project Owners
For leaders, this is where the rubber meets the road in terms of support. Make sure that you clearly understand how users and stakeholders will be impacted, any training they will need, and their roles in the implementation of the change. Is the implementation plan realistic? Take time to understand the details and ensure that the plan will produce the desired changes.
Conclusion
The team is ready to move on to Phase 5 when they have created a detailed implementation plan, required materials, and documents needed to launch the change to the individual user level.
Output Example:
During Phase 4, the team completed the following:
• Created a detailed document connecting the steps in the workflow with the use of the software.
• Partnered with the training and development team to plan and conduct the training.
• Created a training model that specifically outlined, by user group, the training they would need to get up to speed. The training was sequenced for optimal effectiveness.
• Installed and tested the software in preparation for the training and the “go live” date.