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THE GRANT MAKING BLOG

4 Steps to a Successful System Change

By Kate Caldecott

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.

Kate Caldecott & Associates

 

Step One: Accept that Change is Coming


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.

Step Two: Establish a Working Team

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.


Step Three: Make a Plan

In creating a plan, your work team should consider the following:


Step Four: Review

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.

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    Thanks to you all – you are fabulous!

    - Debra Slater-Lee, Programs Manager State NRM Office (WA)
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    - Marilyn A Gippsland VIC
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