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Things to Do for Change Management During AI Technology Transition - Evolvous

Things to Do for Change Management During AI Technology Transition  

Artificial Intelligence or AI has started to impact businesses and their processes like never before. Across different industries, businesses are rapidly adopting AI technology. In fact, the number of businesses using artificial intelligence grew by 300% in 5 years. So, if you want your business to stay competitive, transitioning from your existing systems and processes to more AI-driven operations is critical. This also necessitates the use of AI in Change Management. 

However, making that switch is not easy. It is not all about investing in new systems and hardware infrastructure. You are practically adopting a new method of operations, which can have some serious consequences, if you do not plan for it. This is where you need a robust strategy for change management. 

At Evolvous, we have been helping businesses undergo digital transformation. Apart from helping them identify and implement the right technological solutions, we also offer change management solutions which ensure your organization gets the desired benefits from the system. 

Contact us to know more about how we can help you with change management during the technology transition. 

What is Involved in Change Management During AI Technology Transition? 

Transitioning from legacy systems to AI systems involves a significant technological shift and requires careful change management that ensures a smooth and successful transition. 

Change management strategies in such scenarios involves assessing current systems, actively engaging stakeholders, migrating data from the existing systems and integrating it into the AI systems, conducting tests and evaluation, and providing training and support to your teams. Executing all this requires meticulous planning and execution, which is why it is always recommended to work with an experienced change management consultant. 

Here the stages of the transition, and the critical change management tasks required at each of them: 

Stages of AI technology Transition & their change management tasks - Evolvous

It should be noted that change management is an ongoing process, which should be integrated into the organization’s culture. The objective of change management is to ensure that your employees and your organization as a whole, are prepared for the adoption of AI systems and processes, minimizing resistance and optimizing the benefits of transition. 

The Things You Should Do for Change Management 

When making the transition from your ‘legacy’ systems to AI-driven systems, there are a set of actions and strategies that you need to adopt when executing change management. 

  • Create a Dedicated Change Management Team 

It is particularly important to put together a dedicated change management team, right at the start. When you are working with Evolvous, then our team of experts would steer the transition. However, it is recommended that you assemble a team of your own employees, with whom who would liaise very closely.  

Make sure that you include members from different departments so that all views are accurately represented in the group. 

  • Assessment and Planning

It is hard to overstate the criticality of assessment and planning in change management. You need to evaluate the status of your legacy system and identify its limitations. It is also important to define clear goals and objectives for the AI system.  

Are you using it to boost productivity? Or want to generate ideas to improve various aspects of your business?  

Once you have set clear objectives, you need to develop a comprehensive project plan with timelines and milestones. 

  • Training and Education 

This is another vital component of change management during any technology transition, not just when you are shifting to AI. You need to train your employees with diverse backgrounds and skills, so that they can adapt to the AI systems quickly and efficiently.  

You need to plan on how you will provide the required training. For example, if your teams are based across multiple locations, then you can use an online Learning Management System or LMS to make learning easier and accessible. You also need to delegate the task of creating course materials which would engage your employees. 

  • Pilot Testing

Conduct a ‘pilot’ test before you roll out the change. In a ‘pilot’ test, you assemble a small group of users, preferably with varied levels of technical expertise, to test the new AI system. Based on their feedback, you will be able to fine tune the system so that it meets your requirements more accurately.  

When we conduct a pilot test, we use specific processes that not only help us to identify areas for technological improvements, but also uncover all usability issues so that we can smoothen the transition to AI technology. 

  • Identify ‘Change Champions’ 

In our change management process, ‘change champions’ play a vital role. Who are ‘change champions? These are individual employees in every department who are most likely to adapt to the new technology. 

 For example, in case of AI technology, they are the ones who are enthusiastic about AI technology, can advocate for adoption and even help their colleagues in understanding the system and adopting quickly to it. 

  • Building a Communication Strategy

You need to develop a clear and consistent communication strategy. The primary focus of this strategy should be on keeping the team informed at every stage of the transition. You should have a system which lets you address their specific questions and concerns and provide regular updates. 

Did you know? If you are using a SharePoint intranet, then you can customize your SharePoint home page to provide the necessary updates and communication to your team. Visit our SharePoint page to know more. 

  • Creating a Feedback Mechanism

You can use regular surveys or open forums, which would act as a feedback mechanism. This would allow your employees to express their thoughts, concerns, and suggestions. 

Feedback mechanism would help you get useful insights which would help you to continually improve your AI system that would enhance the productivity at your workplace. 

  • Data Migration and Transition 

You would need to migrate your sensitive data from your legacy systems to the AI system. You need to invest time and effort in developing the right strategy that would help you migrate by reducing the downtime and maintaining the data integrity. 

  • Having a Crisis Management and Contingency Plan in Place 

When you are making the transition to a more technologically advanced system, it is imperative that you have a crisis management and contingency plan in place.  This would help you effectively deal with any unforeseen circumstances.  

You should start by building a crisis management team, who would be your first responders for any crisis. It is recommended that you plan scenarios for every identified risk and plan a detailed course of action to deal with specific issues.  

During our change management projects, we also devise a data backup & recovery plan as well as redundancy and failover systems. This ensures that your sensitive data is protected, and your operations continue to run even if the system fails. 

  • Developing a Sustainability Plan

For many modern businesses, environmental sustainability forms a core part of their corporate ethics. This is the reason you need to have a sustainability plan in place. 

Here, you need to begin by assessing the environmental impact of your existing systems, then define clear goals for AI implementation. It is recommended that you prioritize energy-efficient hardware, optimize the algorithms, and ensure responsible data management. You should also set sustainability metrics and measure your performance based on these metrics to drive continuous improvement and minimize ecological footprint during the transition. 

These are some important tasks you need to execute during change management while transitioning from legacy systems to AI-based systems. The process gets simpler and more effective when you have a professional consultant by your side. Contact us today and discover how change management solutions from Evolvous can help you smoothen the process of transitioning into the age of AI.  

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