Good systems are continually updated to add new features, address problems and improve efficiency and effectiveness. SmartyGrants is preparing to release new features designed to make it easier to monitor progress and successfully navigate through the tasks required to manage your grants. As with any major system upgrade, you’ll want to have a plan for managing the change.
When a system you feel familiar and confident with is suddenly changed, it can feel like having the rug pulled out from under you. Accept that change is coming. Most software upgrades are for the better (even if they sometimes doesn’t feel that way at first). Accept that it may take time to reorientate yourself and your team. Focus your energy on creating a plan to seamlessly adopt the new features and think about how you make the new changes work for you.
Who is going to be responsible for overseeing the transition? Identify a working group and a leader who will ensure that the system change is handled as an integral item in your workplan, not as an afterthought.
The working group should:
Tip: Download a Task Snapshot report so you can see what loose ends can be tied up before the change takes place.
In creating a plan, your work team should consider the following:
Once you’ve successfully completed the upgrade, take a step back and review how the process went. Note any things that you would like to do differently in the future, or strategies that went well and should be repeated. Change is constant, so having an ever-improving way to deal with it will be greatly to your advantage.
If you would like assistance putting together an upgrade plan or reviewing your use of SmartyGrants workflow features, please contact me at Kate@katecaldecott.com.au or 0447 227 598.
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Kate Caldecott worked with me on Australia Post’s Our Neighbourhood Community Grants program. She assisted with the grant process design and SmartyGrants grant management implementation.
In working with Kate, I would describe her as being: passionate, knowledgeable, dedicated to community with a willingness to going the extra mile, above and beyond. It is always a pleasure to work with Kate.- Erin McKenzie, Community Events and Partnerships Advisor, Community Relations Australia Post
This is the perfect opportunity for me to thank you, in particular, ….. for the outstanding customer service you have all provided. You have not only helped us use SG effectively, but kept the panic at bay. There is lots more to learn about what SG can do and I’m sure we will be in regular contact …….
Thanks to you all – you are fabulous!- Debra Slater-Lee, Programs Manager State NRM Office (WA)
Being a complete newbie on all aspects of Smartygrants I was daunted by the task of being completely responsible for the outcome of a major grant funding round at the Shire. I did the training and it still did not make much sense to me until I had my first session with Kate. The way in which Kate was able to clarify, explain and help me understand the rationale and functions of the system was brilliant, her manner always patient and professional, and her willingness to transfer knowledge and information commendable. Thanks to Kate I am now a confident user of Smartygrants- Marilyn A Gippsland VIC
Kate’s involvement in the final stages of the major review of two of Sunshine Coast Council’s funding programs added significant value to our work. As well as identifying additional sources of information for analysis, and suggesting enhancements to data presentation, Kate provided a professional critique of the review, validating our analysis of the review findings and the options identified in our report to Council.- Margaret Cattanach Team Leader Community Connections Community Services Sunshine Coast Council
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