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January 15, 2024, vizologi

Change Management & Automation: A Smart Pair

Change management and automation are not the most exciting topics, but they are a great duo for boosting efficiency and productivity in any organization. Integrating change management principles with automation tools can streamline processes, minimize errors, and adjust to market demands.

In this article, we will look at the advantages of combining these strategies and how they work together to achieve success.

Understanding Change at Work

Change management involves managing changes in an organization, especially in IT infrastructure and services. Technology upgrades have increased the pace of change in today’s IT environment, making it important for organizations to diligently follow the change management process. Automation is vital for a stable and reliable change process rollout, minimizing disruption and ensuring smooth transition of services across business functions.

Computers contribute to managing changes by injecting automation, from simple Run Book Automation/Robotic Process Automation to complex AI and predictive intelligence, minimizing disruption during changes. Robots can assist in automating tasks such as filling out change request forms, evaluating, and monitoring, helping organizations maintain security, compliance, and reliability of their IT infrastructure.

What’s This ‘Change Management’ All About?

Change management is important for a smooth transition at work. It helps maintain security, compliance, and reliability of IT infrastructure in today’s dynamic environment. One way it does this is by using automation to minimize disruption during changes. Run Book Automation/Robotic Process Automation is a common tool. It can be simple or complex, like AI and predictive intelligence. The ITIL-defined change management process outlines best practices for organizations to follow.

This includes tailoring steps based on risk levels and organizational policies, and having multi-level approvers in both production and non-production stages. Automation is shown to be important in change management.

How Do Computers Help with Changing Stuff at Work?

Computers help gather and share change requests at work by automating different steps in the process.

This includes filling out forms, collecting and referring requests, and conducting assessments.

IT automation tools like RPA can help in evaluating and managing change requests before implementation.

Computers also assist in tracking and communicating changes effectively and provide multi-level approvers.

They enable monitoring and communication of changes, contributing to a stable and reliable change process across business functions.

The Clever Ways Robots Help with Work Changes

Asking for a Change to Be Made

To gather and share change requests within the organization, employees can use automation tools like RPA. These tools can automatically collect and refer change requests, ensuring prompt addressing and no requests falling through the cracks.

Employees should use RPA to conduct a preliminary assessment and evaluation of each change request in order to check out and prioritize them before implementation. This helps categorize requests based on risk levels and organizational policies, streamlining the prioritization process.

Once changes have been approved, employees can use RPA to automate the communication process and effectively inform others about the approved changes. This includes sending out notifications to relevant stakeholders, updating documentation, and ensuring everyone is aware of the approved changes while minimizing disruption to normal business operations.

Gathering and Sharing Change Requests

When submitting a change request, it’s important to gather important information. This includes the type of change, the proposed implementation date, potential risks, and the business justification.

This information helps evaluate the impact and risk of the change and ensures it aligns with the organization’s business objectives.

Change requests should be shared with relevant stakeholders through clear and transparent channels. This includes providing detailed information about the nature of the change, its potential impact on different business functions, and the expected outcomes.

Sharing change requests through a centralized platform or communication tool allows stakeholders to review, assess, and provide feedback on the proposed change in an organized manner.

Effectively communicating the impact of a change request to the team involves providing a comprehensive overview of the change, its potential benefits, associated risks, and planned mitigation strategies.

Engaging relevant stakeholders, including IT teams, business units, and customers, is essential to ensure everyone is aware of the change and its potential implications. This can be done through presentations, workshops, and regular updates.

Checking Out the Change Request First

To check out a change request before implementation, you should:

  • Evaluate risk levels and organization policies.
  • Obtain multi-level approvals in both production and non-production environments.
  • Identify standard changes that could be scheduled.

It’s important to ensure that all necessary information and considerations are taken into account. This involves injecting automation into the change management process, such as utilizing tools like automated runbooks or complex AI and predictive intelligence to minimize disruptions during change.

Not thoroughly examining a change request before moving forward could lead to:

  • Increased disruptions during the change process.
  • Lack of documented procedures.
  • Inability to follow the ITIL-defined best practices for change management.

Looking Over the Change

When making changes at work, it’s important to consider the risks and organization policies. This will help create a smooth change management process with minimal disruption.

One factor to consider is having multi-level approvers at every stage of the production and non-production environments. Also, thinking about standard changes that can be scheduled can help reduce the risk compared to emergency changes.

Employees can improve communication and collaboration by using automation tools in the change management process. Tools like Run Book Automation/Robotic Process Automation and AI can help minimize disruption and ensure stable communication among employees.

Leadership plays a significant role in overseeing and implementing changes. Embracing automation in change management can help maintain security, compliance, and reliability of the organization’s IT infrastructure. It also aligns with best practices defined by ITIL and allows for a proactive approach to change management.

Telling Everyone About the Change

It’s important to communicate change details effectively to everyone involved. This ensures a smooth transition and minimal disruption. One way to do this is by using automation tools like RPA (Robotic Process Automation). These tools can generate and distribute change request forms, collect information, assess it, and communicate details about the change in a timely and efficient manner.

Addressing resistance to change is also crucial. Automation tools can help by providing a structured and transparent process for change management. By automating routine and standard changes, organizations can minimize resistance and instill confidence in the change management process, leading to a successful and efficient change rollout.

Keeping an Eye on the Change

The paragraph must discuss the importance of actively monitoring and tracking changes within the organization, providing examples of how employees can do this. It should also highlight effective strategies for staying informed about upcoming changes in the workplace and how individuals can ensure that they are effectively keeping an eye on the changes happening within their work environment. Also, the paragraph must include practical and general examples to back up these points.

Active monitoring and tracking of changes within an organization can be achieved through the implementation of automation tools like RPA. These tools can help employees efficiently fill out change request forms, collect and refer change requests, and conduct preliminary assessments, evaluations, communications, and monitoring.

Additionally, staying informed about upcoming changes in the workplace can be achieved by utilizing predictive intelligence to minimize disruption during the change. It is important for individuals to effectively keep an eye on the changes happening within their work environment by starting with looking at the standard changes that could be initiated at pre-defined schedules. These changes are low-risk and have known documented procedures, making them easier to monitor and track.

A Real Example of Work Change Stuff

Automating the change management process can help employees understand the process better. By using automation tools like RPA, organizations can make the change request and implementation process more efficient. This includes collecting change requests, filling out forms, conducting assessments, evaluations, and communication.

In a real work example, successful change request and implementation involve using RPA to minimize disruption during the change. Multi-level approvers are involved during both production and non-production stages, ensuring a stable rollout across business functions. Employees can also effectively gather and share change requests through automation, ensuring a smooth transition of services with minimal disruption. This ultimately leads to a more efficient change management process.

Finding the Right Tool for Changing Stuff at Your Job

When you’re choosing a tool to make changes at work, it’s important to consider a few things:

  1. Think about the level of risk involved and the organization’s policies.
  2. Consider how well the tool can minimize disruption.
  3. Technology, like computers and robots, can help by adding automation to the process.

This ranges from simple Run Book Automation to complex AI and predictive intelligence.

When you’re looking for a tool to manage changes at work, start by looking at standard changes that can be scheduled in advance. Also, consider the documented procedures for these changes. It’s important to align the tool with the organization’s specific needs, including the ITIL-defined change management process and areas that can be automated.

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