Overview: This task helps the transition from an old set of procedures into a new set. Stakeholders perform the new procedures on a specified portion of their work. This is extra workload. Do not consider the new procedures live until a specified conversion date. The temporary additional workload can be frustrating and de-motivating.
Considerations: Sometimes, implementing concurrent procedures is recommended. Avoid using the “concurrent” approach when up-front training, job-aids, or other performance support techniques are available. Concurrent use of old and new procedures is a practical way to indoctrinate employees into a new way of doing things, but the double work can become tiring. Provide a lot of moral support during the transition. Continually advertise the transition date. Make every effort to make a live-switch on the date chosen.
- Verify procedures: clear, meaningful, usable, and accessible.
- Choose a reasonable target level for duplicate work.
- Communicate reasons for dual work, time frame, and conversion date.
- Staff must understand that while new procedures are not live during the transition, it is important to thoughtfully perform the new procedures.
- Show appreciation to staff for their extra effort during the transition.
- Celebrate the conversion date. Consider a formal destruction of the old procedures in some way (e.g., tear them up, etc.).