The project might be over but the change isn’t!
Simon Robinson has over 15 years experience in the Change management field experience across B2C and B2B corporations across the fields of; eCommerce, SaaS/cloud software development, group buying/daily deals/flash sales, online auctions and online classifieds at managerial, including CEO, positions.
These experiences have afforded keen insights into how people respond to change.
For Simon it’s all about the robustness and comprehensiveness of the change implementation framework.
The pain points
When Simon Robinson embarked on an organisational transformation at a company he was consulting to, he needed to hit the ground running. With limited human resources to communicate and implement the necessary change strategies he felt the pressure to deliver well-turned-out documents across a variety of formats and contexts in the time required to pull them together.
Simon Robinson’s decision to use Runthru to solve his documentation challenges led to:
• 50% time savings on document creation
• Consistent branding across multiple documents
• Combining Runthru with Microsoft’s Visio
• Speed and ease of creation for a non design expert to quickly generate professional instructions and guides.
Simon's story ...
Simon Robinson is a change manager who guides, communicates, documents and implements strategies that support adoption and buy-in of corporate change programs. Simon applies Prosci Change Management methodologies, which are centred around the people-side of change to achieve organisational outcomes. Prosci draws on the ADKAR principle of real change happening
only when the people who have to do their jobs differently can confidently say, ‘I have the awareness, desire, knowledge, ability and reinforcement to make this change happen.’
Simon explains, “In the change management space communication is king; and it needs to happen between development, project and change teams as well as team leaders and their respective teams.” His work regularly involves the creation of change and stakeholder engagement plans, communication plans and materials along with training material. A firm advocate of communicating early and often when it comes to change and ensuring there is training and support during periods of transition Simon’s focus is always on people and how change affects or impacts them.
One of the challenges Simon faced was managing his desire to craft well laid out documents, that were clear and concise, versus the time it took him, and others, to make regular word processing applications do what they were never intended to do or not having the level of expertise required to utilise professional software to shape the kind of materials he wanted to in order to get the job done.
“If you’re like me, laying out information, formatting it, going online to find the shapes and graphics I need ‘just does my head in.’ he says. Then in 2016 Simon was given a demo of Runthru. He recalls knowing ‘immediately’ it was going to solve his document challenges;
Then in 2016 Simon was given a demo of Runthru. He recalls knowing ‘immediately’ it was going to solve his document challenges;
“I remember thinking ‘I need this,’ because I was the only change management resource at the time and I could see it was going to be very easy to use and was going to give me, a guy with very moderate layout/design expertise, the ability to turn out a document in only half-an-hour instead of the hours upon hours it would otherwise take me.”
He elaborates, “Everything you need is already in Runthru so there’s no need to leave its work space to locate and import extra symbols or graphics. All the symbols I need are pre-loaded in there, which
is great especially for change management.” Simon admits, “I now actually enjoy making these types of documents.” He also points out that change managers are not necessarily ‘comms specialists’, in the strict sense of the word.
“While comms are a very important tool in our bag of tricks they’re not the only thing we do, there’s also coaching, sponsorship, compliance, support and feedback activities.”
One of the things Simon likes most about Runthru is that he only has to input content once which can then be outputted for multiple uses and contexts. “There are two reasons this is so good” he explains, “Firstly, I often have to disseminate information in different formats for different uses and audiences, i.e. the way it’s going to be consumed. Each format is for a different occasion. Powerpoint could be for a public event, e-learning for training, Word for an IT bible, for example,” he says, “The channel dictates the format and Runthru makes it so easy because there is no extra work to you need to do in order to generate the different outputs.” Another significant benefit Runthru delivers, Simon says, is uniformity;
“Staying on brand is important. Runthru means I don’t have to send documents to the marketing team to be approved, which can take a while. The branded template inside Runthru means the documents are pretty much ‘pre-approved’ by default and good to go straight away.”
While Simon personally uses Runthru to craft User Guides and capture current processes he says he has enjoyed seeing other people in the organisations he consult with utilise it for their own work tasks and needs. “I introduced it to the wider team and the response was immediate 15 people wanted it straight away. HR reached out to get access to Runthru, analysts use it, and the Learning Management Office heard about it and wanted it too.” Simon has also utilised Runthru to map new process flows in combination with Visio, the Microsoft diagramming and flowchart application.
“I can go into each step, in detail with Runthru’s detail tool. The beauty of it, is it’s so clean. I can drill right down into each step and then just output to Powerpoint and nothing moves around. You put it in and it’s fixed, no need to manually redo or adjust anything.”
He points out that Runthru does a lot more than just take screenshots and cites a recent example; “I had to do a relocation, so I took an image of the floorplan dropped it into Runthru carved out the different areas and then made a deck of slides that could be circulated. When you are in the change space it’s important to give people the information they need. When it’s clear, people can absorb it and then just get on with what they need to do.” Change management is repetitive and iterative and entails delivering on several parallel fronts.
The time savings made in relation to putting documents together is the real value-add of having Runthru in your toolkit says Simon, “It takes at least half the time to set up and share a document with Runthru.
If you are saving just two hours a day that is significant over time. It’s very cost effective. If you divide the number of weeks it is used and the time savings it delivers it’s more than worth the subscription price. If you look at just one process with a time saving of 50% instead of what would normally be half-a-day or sometimes even a whole day and apply that over a year, just do the math, it’s a no brainer.”