WHAT DOES A CHANGE MANAGEMENT SPECIALIST DO?

Updated: Nov 11, 2024 - The Change Management Specialist administers periodic reviews and records retention aligned with the Quality Management System and leads change control review meetings to ensure objectives related to the document control process are met. This role involves supporting the entire document system lifecycle across the organization, assisting in the creation and updates of Standard Operating Procedures, and promoting continuous improvement in Change Control and Document Control processes. Additionally, the specialist implements and enhances Product Lifecycle Management software, ensuring compliance with all legal, regulatory, and internal standards.

A Review of Professional Skills and Functions for Change Management Specialist

1. Change Management Specialist Duties

  • Documentation Creation: Creates new documentation, engineering changes, and change management documentation with the PLM system.
  • Change Coordination: Coordinates the Engineering Change Notification process.
  • Compliance Assurance: Ensures that procedures and processes are followed according to established standards and regulations.
  • Data Accuracy Maintenance: Maintains the accuracy of data in the Part Life Management (PLM)/Change Management databases.
  • Documentation Review: Reviews documentation in compliance with Good Documentation Practices.
  • Documentation Control: Creates, maintains, and controls the master documentation files.
  • Bills of Materials Maintenance: Maintains accurate Bills of Materials per controlled documentation within the PLM System.
  • Part Number Administration: Administers new part number setup for individual parts and components.
  • Document Management: Scans, images, organizes, and retrieves documents, both physical and electronic.
  • Document Distribution: Distributes notifications of document releases, changes, and obsolescence

2. Change Management Specialist Details

  • Change and Communication Strategy Development: Develop, implement, and monitor comprehensive master change and communication plans to guide organizational transformations and ensure stakeholder alignment.
  • Business Engagement Leadership: Lead and contribute expert insights to business engagement strategies, focusing on assessing readiness and soliciting feedback to enhance adoption rates.
  • Best Practices and Insights: Provide valuable insights on best practices and common challenges in change management, drawing from extensive experience to improve current strategies.
  • Strategic Alignment: Ensure that change management strategies are cohesively aligned with the broader departmental and organizational goals.
  • Stakeholder Communication: Regularly update key stakeholders on the progress, status, and challenges of business transformation initiatives, ensuring transparency and alignment.
  • Build and maintain robust relationships with both internal and external stakeholders to foster open communication and trust.
  • Influential Leadership: Influence critical decisions across diverse stakeholder groups to facilitate smooth change processes and favorable outcomes.
  • Integration and Oversight: Oversee all communication and change management activities, identifying and leveraging potential integration opportunities to enhance efficiency and effectiveness.
  • Issue Resolution and Communication: Proactively communicate solutions for key issues or projects to management and stakeholders, ensuring clarity and understanding of proposed strategies.

3. Change Management Specialist Responsibilities

  • Enterprise Transformation Coordination: Plan and execute engagement, communications, and training efforts for enterprise transformation initiatives.
  • Stakeholder Coordination: Coordinate with multiple stakeholder teams to drive the adoption of new IT systems and processes.
  • Communication Template Development: Develop templates for relevant communications and change management plans, status briefings, and deliverables.
  • Transformation Advocacy: Create excitement and enthusiasm for organizational and digital transformation outcomes.
  • Data Analysis: Collect and evaluate quantitative and qualitative data.
  • Stakeholder Analysis: Assess the stakeholder perspectives on transformation initiatives and provide compelling briefings on findings.
  • Agile Change Support: Supports the Agile Accelerator team and the Agile organization with change management, engagement, and stakeholder management activities.
  • Agile Communication Campaigns: Executes communication and engagement campaigns to support the new ways of working and the Agile journey.
  • Change Event Implementation: Implements change activities, internal events, and training programs (including planning and logistics).
  • Content Development Support: Supports content development for change management and governance activities and coordination of approval processes.
  • Survey Management: Runs internal surveys and supports the AA team to capture results.
  • Digital Compliance Management: Ensures that all digital projects comply with Deutsche Bank's brand identity, communication policy, and regulatory requirements.

4. Change Management Specialist Job Summary

  • Change Requirement Identification: Engage with school and system teams to identify change requirements.
  • Stakeholder Empowerment: Enable a diverse range of stakeholders to become confident and effective quickly in the new system.
  • Change Management Execution: Conduct change analysis, propose change approaches, and deliver change in line with the organization’s Enterprise Change framework, methodology, and enabling tools.
  • Stakeholder Relationship Building: Develop strong, trust-based relationships with key stakeholders across the organization.
  • Change Impact Measurement: Maximize change outcomes through measurement systems to track adoption, usage, and performance to achieve the desired return on change.
  • Change Project Support: Support the change management project deliverables and progress with minimal supervision.
  • Project Communication: Determine and communicate deliverables or results that will be delivered to stakeholders during the project lifecycle.
  • Market Target Definition: Support and define market targets for service within the framework of performance targets defined by the ERP Change Plan.
  • Procedure Compliance Assurance: Ensure stakeholder processes and procedures are followed by the relevant team.
  • Product Knowledge Maintenance: Ensure product knowledge is kept up to date on SharePoint and MS Teams repositories.
  • Policy Compliance Assurance: Ensure that the department is in full compliance with the company’s policies and procedures.

5. Change Management Specialist Accountabilities

  • Change Management Execution: Lead change management activities to positively affect the speed and extent of LMS adoption.
  • Strategic Change Planning: Develop and incorporate change management plans, including actionable deliverables, into project plans to enable a project’s ability to increase benefit realization, value creation, return on investment, and achievement of a project’s business, time, and budget objectives.
  • Change Implementation: Execute on defined change management plans to drive quick adoption of changes to business processes, systems, technology, job roles, and other work factors.
  • Training Support: Support project training efforts by providing input to training plans and requirements and supporting the design and delivery of training programs.
  • Training Coordination: Coordinate communication and training plans across different teams, manage communication and training content localization.
  • Training Facilitation: Assist in the organization and execution of training sessions.
  • Change Network Management: Own and manage a change agent network to drive communications, own and develop project communications strategy and plan.
  • Stakeholder Engagement: Engage stakeholders and build relationships, conduct stakeholder analysis relevant to the functions impacted by the projects.
  • Action Plan Leadership: Develop, prioritize, and lead the execution of action plans required to mitigate impacts and readiness gaps.
  • Methodological Application: Apply knowledge of change management methodologies, understand when and how to use the methodology tools, and apply appropriate tools.
  • Progress Tracking and Reporting: Track and report project progress and change management risks, issues, and mitigating actions to project sponsors and project management teams.

6. Change Management Specialist Overview

  • Change Management Execution: Maintain and execute change management plans on assigned workstreams, in alignment with the Change Toolkit.
  • Stakeholder Adoption Driving: Drive adoption and behavior change across the appropriate stakeholder groups.
  • RAID Management: Identify and manage change RAID considerations, monitor the success of change plans, and adapt accordingly.
  • Leadership Commitment Guidance: Guide leaders and sponsors to establish and maintain the commitment for the change.
  • Senior Leadership Interaction: Interact with a diverse group of senior leaders, managers, and SMEs.
  • Change Strategy Development: Develop the change strategies, assess readiness for change, and anticipate and remove blockers.
  • Change Communications Collaboration: Work with Internal Communications to ensure relevant change communications and materials are designed and produced on time, aligned to broader comms messages.
  • Change Management Upskilling: Work with the Change CoE to upskill the business leaders and the project community in change management.
  • Change Management Support: Support the use of Change Management best practices, procedures, and methodology across the project.
  • Solution Development Support: Provide support to develop priority solutions and remove roadblocks as part of the overall project effort.
  • Change Implementation Design: Develop a change management strategy, design interventions, and implement change within an operational environment with front-line staff.
  • Resistance Management Execution: Set up and execute an overarching resistance management plan.

7. Change Management Specialist Tasks

  • Communication Planning: Create an internal communication plan for the program to ensure key updates are cascaded appropriately.
  • Change Management: Drive the sub-tasks in the formulation and delivery of the Change Plan.
  • Research and Analysis: Conduct research, surveys, workshops, and interviews to gain an understanding of the current business and desired future state.
  • Statistical Analysis: Analyze statistics and information, and current business practices.
  • Problem Detection: Detect issues and investigate ways to resolve them.
  • KPI Development: Define KPIs to assess benefit realization.
  • Risk Assessment: Assess the pros and cons of possible change interventions and associated risks.
  • Regulatory Assessment: Assess the regulatory, compliance, and policy framework required to support measures.
  • Improvement Recommendation: Make recommendations for improvements in business practices and workflows, and present findings to the client.
  • Presentation Skills: Compile and present information orally, visually, and in writing.
  • Stakeholder Management: Develop relationships with stakeholders to foster trust and understanding.
  • Change Cultivation: Foster a culture of change within the business.
  • Data Analysis: Identify information sources, gather, and interpret data, execute analysis, and present findings to stakeholders.

8. Change Management Specialist Roles

  • Change Management Methodology Application: Apply a structured change management approach and methodology for the adoption of new processes and technologies focusing on the interaction between people and technology.
  • Measurement Systems Management: Create and manage measurement systems to track the adoption, utilization, and proficiency of individual changes.
  • Change Management Planning: Develop a change management plan based on a situational awareness of the details of the change and the groups being impacted by the change.
  • Risk Identification and Mitigation Planning: Identify potential adoption risks, and develop specific plans to mitigate or address the concerns.
  • Readiness Assessment Execution: Conduct readiness assessments, evaluate results and present findings in a logical and easy-to-understand manner.
  • Change Management Tactics Development: Develop a set of actionable and targeted change management tactics and recommendations for increasing or accelerating adoption.
  • Change Plan Execution: Execute the plans and support the execution of coaching, training, and process adoption plans by employee-facing managers.
  • Technology Adoption Issue Management: Identify any issues or concerns relating to the adoption of new technologies and work with stakeholders to develop and implement corrective actions.
  • Success Reinforcement Creation: Create and enable reinforcement mechanisms and celebrations of success.
  • Change Management Integration: Work with project teams to integrate change management activities into the overall project plan.
  • Change Management Guideline Development: Work with leads and other IRP team members on establishing guidelines and templates for change management activities.
  • Knowledge Sharing and Collaboration: Liaise with other projects to share learnings and knowledge on change management and the adoption of processes and technologies.

9. Change Management Specialist Role Purpose

  • Technology Change Management: Collaborate and lead the creation, implementation, and refinement of foundational standards for all Technology Change Management processes.
  • Change Coordination and Execution: Ensure appropriate coordination, preparation, and execution of technology system environment changes and production migrations.
  • Insightful Reporting: Develop and deliver reports, forecasts, and corresponding analyses that provide meaningful insights to inform decisions around change management.
  • Leadership Communication: Present data and metrics to members of leadership and Technology.
  • Skill Development and Industry Knowledge: Continually grow technical skills, teamwork, and agile practices, while remaining knowledgeable about industry guidelines and best practices.
  • Client Management in Change Projects: Manage client engagements and teams to deliver high-quality change management deliverables to clients.
  • Innovative Change Implementation: Define and execute innovative activities to deliver change, such as immersive engagement events and implementing cutting-edge technology.
  • Business Development Support: Support business growth through managing and delivering business development activities.
  • Team and Thought Leadership Development: Support team development by managing propositions, identifying new tools and technology, and contributing to thought leadership.
  • Professional Networking and Experience Building: Build networks internally and externally and develop experience in the area of change management.
  • Coaching and Development: Manage and coach more junior members of staff to support their learning and development through the firm.

10. Change Management Specialist Roles and Details

  • Quality Management System Review: Administers periodic review and record retention per Quality Management System.
  • Change Control Leadership: Establishes and leads change control review meetings to meet objectives related to the document control process.
  • Document System Lifecycle: Supports employees across the organization in all phases of the document control/document system lifecycle.
  • Supporting Documents: Participates in managing information and supporting documents.
  • SOP Creation and Updating: Assists in the creation and updating of Standard Operating Procedures and forms specific to the document control processes.
  • Continuous Improvement: Participates and supports the continuous improvement of Change Control and Document Control processes for development and production items.
  • Communication and Consultation: Communicates and consults with other staff for the implementation, maintenance, and improvements of Product Lifecycle Management software to ensure a smooth transition and minimal disruption.
  • Compliance Support: Actively supports compliance of Company operations to all applicable laws, regulations, and standards, good business practices, and company-documented procedures.
  • Continuous Improvement Promotion: Promotes and participates in continuous improvement.
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