Change Management vs Change Control

APMG International

24 Sept 202010:03

Summary

TLDRIn this video, Rajiv Khanna, with over 25 years of experience in managing programs and projects, explains the difference between change management and change control. Change management focuses on the human side of transitioning from old to new ways of working, assessing readiness and preparing staff for change. Change control, on the other hand, deals with scope changes, such as evaluating and approving or rejecting requests for change. Khanna uses the example of a cake order to illustrate how change control assesses time, cost, benefits, and risks associated with change requests, while change management ensures a smooth transition and engagement with stakeholders.

Takeaways

😀 Change control and change management are two distinct concepts, with change control focusing on managing changes to project scope, and change management addressing the human side of transitioning to new ways of working.
💼 Change management involves four key areas: change and the individual, change in the organization, stakeholder engagement, and change management practices.
📊 Outputs in a traditional change initiative refer to tangible deliverables, such as new procedures, systems, or working environments.
🔄 Change control deals with handling requests for change (RFC), where new changes are proposed, assessed, and either approved or rejected based on time, cost, benefits, and risks.
🤝 Change management focuses on helping individuals and organizations transition from the old way of working to the new, addressing psychological and behavioral adjustments.
📈 Benefits are measurable improvements delivered when transitioning from old processes to new solutions, such as increased efficiency from remote work or video consultations.
📋 A formal issue and change control procedure should be in place to review and assess changes to scope before implementing them.
🧠 The human side of change management, sometimes referred to as transition management, involves assessing readiness for change and preparing teams through communication and engagement.
🔧 The change management procedure focuses on preparing for and implementing the transition, ensuring that the organization is ready to adapt to the new way of working.
❌ Change control procedures involve evaluating scope changes like additional project requirements, while change management assesses organizational readiness for new operational methods.

Q & A

What is the main difference between change management and change control?
-Change management deals with the people side of change, focusing on transitioning from the old way of working to the new. It involves preparing staff, assessing readiness for change, and managing the psychological aspects of change. Change control, on the other hand, is about managing changes in scope, assessing requests for change (RFCs) for time, cost, benefits, and risks, and deciding whether to approve or reject them.
What are the four key areas of the change management syllabus mentioned in the script?
-The four key areas of the change management syllabus are: change and the individual, change in the organization, stakeholder engagement, and other change management practices.
What is the purpose of the video recording created by Rajiv Khanna?
-The purpose of the video recording is to demonstrate the difference between change management and change control, and to assist colleagues in understanding these concepts for future change management training and the Praxis Framework training.
What is the significance of outputs in a traditional change initiative life cycle?
-Outputs in a traditional change initiative life cycle refer to the physical, tangible things that are delivered, such as new procedures, computer systems, or new places to work. They represent the solutions that are implemented as a result of the change initiative.
Why is it important to have a formal change control procedure?
-A formal change control procedure is important to manage requests for change in a controlled manner, ensuring that changes do not disrupt the project's normal cycle. It helps in reviewing, assessing, and deciding on the introduction of changes to the project scope.
What is the role of stakeholder engagement in change management?
-Stakeholder engagement in change management is crucial for understanding the response to change, gauging whether stakeholders will accept the change, and preparing them for the transition from the old to the new way of working.
How does the script differentiate between change requests and change management?
-The script differentiates by stating that change requests, which are part of change control, are assessed for time, cost, benefits, and risks. Change management, however, focuses on the people side, preparing staff for the transition and managing the psychological aspects of change.
What is the role of the issue and change control procedure in managing changes?
-The issue and change control procedure is responsible for reviewing and assessing requests for change, determining the impact on time, cost, and benefits, and managing the risks associated with the change. It is a formal process that decides whether to approve or reject a change request.
What is an example given in the script to illustrate a request for change?
-An example given in the script is changing the design of a cake from a two-tier, pink and orange cake to a three-tier, white cake due to additional guests and a preference for a more neutral color.
Why is it necessary to assess the current state before implementing a change?
-Assessing the current state is necessary to determine if the organization is ready for change, considering factors like the number of ongoing changes and the capacity to handle additional changes without disrupting operations.
What is the main takeaway from the video regarding the difference between change control and change management?
-The main takeaway is that change control deals with scope changes and managing requests for change, while change management focuses on the human side of change, preparing people for the transition to new ways of working, and ensuring the organization is ready for the change.

Outlines

00:00

📚 Introduction to Change Management vs. Change Control

Rajiv Khanna, with over 25 years of experience in managing programs and projects, introduces the topic of change management and change control. He explains that the video aims to clarify the difference between these two concepts, which are often confused. Khanna outlines the four key areas of change management: the change and the individual, change in the organization, stakeholder engagement, and other change management practices. He also mentions the Praxis Framework training, which covers change control and change management. The video uses the analogy of a traditional change initiative life cycle, where outputs (tangible results) are delivered, and then transitioned into operation to realize benefits. Khanna discusses how changes in requirements, or 'requests for change,' can disrupt projects and the importance of a formal change control procedure to manage these effectively.

05:00

🔄 The Distinction Between Change Control and Change Management

This section delves deeper into the distinction between change control and change management. Change control is described as a procedure that deals with changes in scope, such as approving or rejecting requests for change after assessing their impact on time, cost, benefits, and risks. Khanna uses the example of a three-tier cake to illustrate the concept of change control, where the decision to add an extra tier involves considering the practicality and benefits against the risk of the cake becoming unstable. On the other hand, change management is concerned with the people side of change, focusing on how to transition individuals and organizations from the old way of working to the new. It involves assessing the readiness for change, preparing staff, and managing stakeholder engagement. The video concludes by emphasizing that change control is about managing the scope of change, while change management is about managing the human aspects of change and ensuring readiness for transition.

Mindmap

Keywords

💡Change Management

Change Management refers to the structured approach to transitioning individuals, teams, and organizations from a current state to a desired future state. In the context of the video, it is about managing the human side of change, preparing staff for the transition from old to new ways of working, and assessing the readiness of a department to embrace change. The video emphasizes that change management is not about controlling the scope of change but rather about the people's side and ensuring a smooth transition.

💡Change Control

Change Control is the process of managing changes to the project scope, schedule, or resources. It involves a formal review process to evaluate, approve, or reject changes. The video script uses the example of a request for a change in a cake's design to illustrate how change control assesses the impact of a change request, including time, cost, benefits, and risks, to ensure that changes are introduced in a controlled manner.

💡Stakeholder Engagement

Stakeholder Engagement is the process of involving and communicating with all parties that have an interest or stake in the project or change. The video mentions that a high level of stakeholder engagement is necessary to understand their response to change and to ensure their support during the transition. This is crucial for the success of change initiatives as it helps in managing expectations and gaining buy-in from all involved parties.

💡Outputs

Outputs in the video script refer to the tangible results or deliverables of a project or change initiative. They are the physical or intangible items that are produced as a result of the project work. For instance, a new computer system or a new procedure implemented due to COVID-19 would be considered outputs. Outputs are the basis for realizing the intended benefits of a change.

💡Benefits

Benefits in the context of the video are the measurable improvements or outcomes that result from implementing a change. They are the positive impacts that are expected to be realized after the change has been implemented. The video script mentions that when transitioning from the old to the new way of working, such as moving from face-to-face consultations to video consultations, the benefits are the improvements that are anticipated from this change.

💡Transition Management

Transition Management is a subset of change management that focuses on the process of moving from the current state to the future state. The video script uses the analogy of transitioning from a bucket bath to a shower to illustrate this concept. It involves preparing and managing the shift in operations, processes, or systems to ensure that the change is implemented effectively.

💡Issue

An Issue in project management, as mentioned in the video, is a problem or concern that arises during the project's execution. It often leads to a request for change (RFC), which is a formal proposal to alter some aspect of the project. The video explains that issues can disrupt the project's normal cycle if not managed properly through a change control process.

💡Request for Change (RFC)

A Request for Change (RFC) is a formal proposal to make a change to the project's scope, schedule, or resources. The video script uses the example of changing the design of a cake to illustrate an RFC. It is a mechanism to manage changes in a controlled manner by assessing the impact of the proposed change and deciding whether to approve or reject it.

💡Current State

The Current State in change management refers to the existing conditions, processes, or systems before any changes are implemented. The video script discusses assessing the current state to determine if it is the right time to introduce a new change, such as a new shower unit, considering other ongoing changes like kitchen fitting or bedroom decoration.

💡Agile

Agile is a project management approach that emphasizes flexibility, collaboration, and iterative progress. In the video, Agile is mentioned in relation to how outputs or solutions are delivered. The Agile methodology is often used in change management to allow for rapid and flexible response to changes, as opposed to more rigid, traditional project management methods.

💡Praxis Framework

The Praxis Framework is a training program that is credited by APMG and covers change management and control. The video script mentions that attendees of Praxis Framework training will encounter the terms change control and change management, indicating that the framework provides comprehensive training on managing change in organizations.

Highlights

Difference between change management and change control explained by APMG International.

Rajiv Khanna, with over 25 years of experience, discusses change management.

Four key areas of change management syllabus: change and the individual, change in the organization, stakeholder engagement, and other practices.

Introduction of Praxis Framework training and its relation to change management and control.

Traditional change initiative life cycle includes outputs, transition, and benefits.

Outputs are tangible things delivered as part of a change initiative.

Transition is moving from the old way of working to the new way.

Benefits are measurable improvements delivered by a change.

Change requests, such as an RFC (Request for Change), can disrupt project timelines.

Change control deals with managing requests for change through a formal procedure.

Change management focuses on the human side of change, preparing people for transition.

Assessing the current state and readiness for change is part of change management.

Change control is about scope change, while change management is about people readiness.

Example given to differentiate change control and change management in a practical scenario.

Change management plan does not include assessing all change requests for time, cost, benefit, and risk.

Understanding existing behaviors and current state is part of change management.

Proposed changes should be beneficial, practical, and affordable, which is part of change control.

High-level stakeholder engagement is necessary for change management to gauge response to change.

Contact information provided for further queries on change management syllabus.

Encouragement for further suggestions or queries regarding the video content.