A simple model on how to manage change

 

How has the COVID 19 virus changed the world that we know!

Have you ever been scared of a future life that might change in a way beyond your abilities to manage it?

Or, that you might not be equipped or trained to handle big changes?

Are you currently struggling with change issues in your life?

Do you want or need to be prepared to handle and manage change? 

Realize that change is a reality of life. 

We all know that the statement 'Nothing is constant but change', is a central theme to the universe. The Greek philosopher Heraclitus was quoted by Plato as noting that “everything changes, and nothing stands still.” 

The old English proverb also states that “A change is as good as a rest”, means that changing your job or profession is also as beneficial as taking a break. It also proves to be restorative and to “’charge your batteries again”. In fact, a quote such as “All the work and no play make Jack a dull boy” echoes in the background of “A change is as good as a rest”. When a person takes a break or a holiday, he/she feel refreshed and energized and returns to their work with a positive mind.” 

Be prepared. 

During my corporate career an engineer, I often had the role and function of project or program manager. I was also a member of the Project Management Institute (PMI). The PMI have a very handy document called the Project Management Body of Knowledge (PMBOK). I have use the PMBOK extensively within my own projects and programs, and also when training and/or mentoring new project managers.

 

The version 5 of the PMBOK contains 405 pages! It has a lot of smart stuff in it, but it is usually very daunting somebody to grasp the first time. So, I was always looking for a simple diagram that explains the whole project management process in one go. In 2005 I found such a diagram and I have been using it since then, with great success. 

The Simple model: Projects Create Change. 

Here is the summary of the model, presented in one picture. Some versions come as an animated MS PowerPoint slide, opening in sequence the different steps in a progressive way.

Project Create Change

 At this point you may ask: “What has this project management model have to do with my life?” Just bare with me for an explanation of how to create the change you want or need in different areas of your life. 

Think of it as a board game: 

Current State: That is where you are now. The starting point. Throw the dice and start the game. 

New State: You have to reach the New State to be the winner of this game. The New State  is your future, your dream or vision, the beginning of a new change, regardless of it being a personal, business or any other change. 

Following the model above, and visualing it as a board game, you will realize that you will have to through the dice a few times to move with steps and actions from Start until You are the Winner! 

You will visit the following squares: 

1.    View your Scope: What is my goal?

Time: How much time do I need or have to move between States?

3.    Cost: What is value of the change? Do I have the budget? What are the ways to fund it?

4.    Quality: Should the results be perfect, or is “good enough” OK. 

But, drawing a line between the “Starting State” and the defined “New State”, you may realize that you will no doubt experience a lot of “Turbulence and Conflict” and it might not be as easy to manage as throwing a dice. 

Any project always tries to change something, so turbulence and conflicts are normal activities or stumbling blocks that WILL happen. 

In the business environment, People are normally the root cause of turbulence and conflict. When you are working on a personal life change, you might experience the same Turbulence and Conflict from your family. 

The solution? 

Effective internal and external communications to ensure that all participants in the process understand the New State can dampen the amount of turbulence and conflict amongst the people.

However, where people are involved, there is always a risk that everything will not always go as planned. So, re-planning must take place to adjust the objectives of the “New State”. 

For a successful project, even a personal project, process or path, all the above elements need to be integrated. 

Alway understand and try to defeat The FUD factors 

No matter how you plan and re-plan, at some stage there might be limiting factors stalling your movement to change. It might even totally ruin it. 

Why?  Because of our natural emotions,  Fear, Uncertainty  and Doubt, aka The FUD factors.  This trio is always present in any project and more so if the project or plan is subject to many new or major changes from the previous way of doing.

Fear - Uncertainty - Doubt (FUD)

 More about FUD.

 The expression “Fear, uncertainty, and doubt” (FUD) describes the act of spreading dubious or false information about a business, start-up, or any project or plan for that matter. The term is also used to describe a set of negative sentiment that spreads around traders and investors when bad news comes out or when the market presents a strong bearish downtrend. 

Let’s get a closer look at these emotions: 

Fear: (The fear created by yourself and other people, regarding the success or failure of the project)

Uncertainty: (The uncertainty created by yourself and other people, whether the project will even work)

Doubt: (The doubt in yourself, your team, or competitors about the ability to successfully complete the project). 

How does FUD influence us in everyday life? 

We all experience FUD more often than we realize. It makes us vulnerable. And maybe that is why FUD is a disinformation strategy used in sales, marketing, public relations, politics, cults, and propaganda. FUD is generally a strategy to influence perception by disseminating negative and dubious or false information and a manifestation of the appeal to fear. 

Some famous FUD examples 

The expression “Fear, uncertainty, and doubt” dates back to the 1920s, but its short version “FUD” started to be used extensively around 1975. 

A well-known example of FUD happened when Gene Amdahl left IBM to find his own company, leading him to become a FUD target. Amdahl is considered the first person to describe FUD strategies in the computer industry. 

When the US wanted to invade Iraq, General Colin Powell famously held up a small jar of powder and uttered the words "Weapon of mass destruction". There was no comment about what was in this jar of white powder, nor a statement that it came from Iraq. But it might have come from Iraq, and it might have been dangerous.

FUD factor, a reality of life 

So, whether we like it or not, the FUD factor will always be present in our projects, lives and plans. In fact, it will be present in most things that we do.

The smart thing to do is to accept FUD factor and have adequate contingency plans in place to manage it. 

The lightbulb moment. 

When I started training for my second career as a professional business executive coach, I quickly realized that the simple model that I have been using for many years to teach people about project management, can also be successfully used in coaching, be it business, life or personal coaching.

A light bulb moment

 

As a trained and certified coach from the  Results Coaching Systems in South Africa, I learnt that one of the most important things that coaches do is to help their clients (coachees) setting their own goals. The coach must also assist his client to structure a milestone plan on how to achieve their defined goals. 

A very good framework that the Results Coaching Systems system suggest could be used looks as follows: 

1. Define the starting point for the goal.

2. Create a vison of where you want to be.

3. Explore options and choose the best way forward.

4. Create a plan to achieve the goal.

5. Implement the plan.

6. Monitor progress and adjust as you go.

7. Celebrate what has been achieved. 

With my background as an engineer and project manager for many years, I modified this standard suggested framework to incorporate the simple model that I have been using so successfully for almost two decades, to explain “How projects can create change” to my coaching clients. 

1. Define the starting point for the goal. (“Current State”)

2. Create a vison of where you want to be. (“New State”)

3. Explore options and choose the best way forward. (As defined in Scope, Time, Cost and Quality.)

4. Create a plan to achieve the goal. (A written down plan is always better.)

5. Implement the plan. (Managing the FUD factors, as well)

6. Monitor progress and adjust as you go.

7. Celebrate what has been achieved. (Including having overcome the FUD factors)

 Using this modified framework and the visual picture of how “Projects Create Change”, I found that it creates the lightbulb moment for many  of my coaching clients, especially those with a technical and/or project management background, to better understand the purpose, benefits and working of a milestone plan for their goals. 

Coaching can facilitate the change that you want or need. 

Once you have now used this modified milestone framework to define, visualize and document your milestones for a specific goal, the next step is to implement your plan and to regularly monitor the progress against your plan. 

Bearing in mind that different FUD and other factors could try to derail your plan, you could consider modifying certain milestones of your plan, but keeping the vision of the “New State” intact. 

Employing the services of a professional coach can help you with this journey to keep you accountable in achieving your set goals. 

If you liked or agreed with this article or if you have any comments or questions, please write them below. I am looking forward to hearing from you.

  Johan Swart 

Business Executive and Lifestyle Coach. I coach and mentor business executives. I help you to define and achieve your goals. Contact me and I will show you how.