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Adding and Utilizing Custom Groups

Adding and Utilizing Custom Groups

Custom groups in ChangePlan allow you to group stakeholders who do not fit neatly into your organizational chart. These groups are ideal for cross-functional teams, external stakeholders, or unique subsets of individuals required for specific initiatives.

Published on January 27, 2025

How to Add a Custom Group in ChangePlan

  1. From All Initiatives View:
      • Navigate to All Initiatives View > Audience > Custom Group > New.
      • Enter a name for the custom group.
      • Add individuals by either:
        • Selecting them manually.
        • Uploading an XLS file (ensure individuals are already in the system, as the upload matches records by email address).
  1. From Single Initiative View:
      • Go to Single Initiative View > Audience > New > Custom Group Tab.
      • You can either:
        • Select an existing custom group.
        • Create a new custom group:
          • Enter the group name.
          • Specify the number of individuals in the group.
          • Optionally, add details like location, reporting manager, or level of support and influence.

Key Features of Custom Groups

  • Cross-Functional Stakeholder Analysis:
    • Custom groups are not tied to the organizational chart and can include individuals across departments or external parties.
  • Time Away from Work Calculations:
    • When a custom group is attached to an activity, ChangePlan calculates the total time away from work based on the number of individuals in the group.
  • Availability Across ChangePlan:
    • Custom groups are available for all users, but notes added within an initiative are initiative-specific and not visible globally.
  • Flexible Updates:
    • Groups can be edited to include or remove individuals as needed.

Using Custom Groups for External Stakeholders

If your change initiatives involve external stakeholders (e.g., regulators, suppliers, or partner organizations), ChangePlan offers two ways to manage them:

Option 1: Use Custom Groups (Recommended)

  • Create Custom Groups for external organizations.
  • Add specific individuals within those organizations if needed.
  • Link individuals to the relevant custom group for accurate reporting.
  • Reporting Benefits: Custom groups appear beneath the org chart in heatmaps, making it easy to visualize their impacts.

Option 2: Add External Groups to the Org Chart

  • Create Level 1 groups: INTERNAL and EXTERNAL.
  • Place your standard org chart under INTERNAL.
  • Add external stakeholder groups under EXTERNAL.
  • Downside: This requires extra clicks when selecting internal org chart groups in reports.
📌 Best Practice: For most organizations, Custom Groups are the best way to track external stakeholders without disrupting the existing internal structure.

Use Case: Custom Groups vs. Org Charts

Scenario
Use Custom Group
Use Org Chart
Tracking external stakeholders (e.g., regulators, vendors)
✅ Best suited
❌ Not recommended
Cross-functional teams
✅ Great for projects
❌ Org charts are hierarchical
Permanent team structure
❌ Not ideal
✅ Use the org chart
Stakeholder analysis
✅ Flexible for temporary groups
✅ Useful for structured roles

Pro Tips for Using Custom Groups

  • Start with the Org Chart First:
      • If stakeholders fit within the organizational structure, use the org chart for accuracy and scalability.
  • Use Custom Groups for Unique Scenarios:
      • Leverage custom groups for unique project needs, such as temporary teams or vendor collaborations.
  • Ensure Individuals are in the System First:
      • When creating or uploading a custom group, ensure all individuals are already added to ChangePlan with matching email addresses to avoid upload errors.
  • Add Notes for Context:
      • Use the notes feature to document specific details about the custom group, such as their role or level of involvement in the initiative.

Example: Adding a Custom Group for External Stakeholders

Scenario: You need to track an external regulatory agency that oversees your change initiative.

Steps:

  1. Navigate to All Initiatives View > Audience > Custom Group > New.
  1. Name the group: "Regulatory Compliance Board."
  1. Specify the number of individuals: 15.
  1. Add details: Notes like "Primary oversight body for compliance-related activities."
  1. Click Create—The group is now available across ChangePlan for tracking and reporting.
 
Custom Groups offer a powerful and flexible way to manage stakeholders beyond the org chart. Whether for external stakeholders or project-specific groups, they ensure clear visibility, accurate tracking, and better decision-making.
 
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