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Initiative Features
✅ Change Checklist – User Guide

✅ Change Checklist – User Guide

Published on April 23, 2025

Overview

The Change Checklist is a structured planning and execution tool within ChangePlan. It supports comprehensive change delivery by ensuring critical tasks across communication, training, stakeholder engagement, and governance are captured, tracked, and completed. The checklist is both a planning framework and a real-time monitoring tool.

Key Features

  • Customizable Items: Tailor checklist tasks to your initiative’s needs.
  • Progress Tracking: Monitor each item’s status, from Not Started to Complete.
  • Ownership Assignment: Assign responsibility for each item to ensure accountability.
  • Time Estimates: Capture both estimated and actual time spent.
  • Change Phase Alignment: Link items to relevant change phases for milestone tracking.

How It Works

Configuration & Visibility

Checklist visibility and interaction are based on roles and permissions set within ChangePlan. Ensure roles are configured correctly for stakeholders who need to contribute to or view checklist items.

Creating and Managing Items

  1. Access the Checklist Tab from your initiative dashboard.
  1. Click "Add Checklist Item" and input:
      • Task title and description
      • Start and Due Dates
      • Owner and associated team
      • Estimated time required
      • Change phase (optional)
      • Progress percentage or status

Tracking Progress

  • Use filters to view by owner, category, change phase, or status.
  • Update items regularly to reflect progress and time spent.
  • Use checklist dashboards to identify overdue tasks or resource gaps.

Reporting and Exporting

  • View summary metrics in the initiative dashboard.
  • Export checklist data to Excel using the Initiative Checklist Progress by Portfolio report.

Use Case Example

Before a product launch, a change manager uses the checklist to verify that:
  • Stakeholder engagement sessions are delivered
  • Communication materials are finalized
  • Enablement and training sessions are scheduled
  • All tasks align with the final governance milestone

Best Practices

  • Use Roles Strategically: Assign checklist owners based on departmental accountability. Enable team leads to use filters to manage their deliverables.
  • Review Weekly: Use the checklist in governance or team meetings.
  • Define Clear Outcomes: Each item should have measurable or observable success criteria.
  • Engage Stakeholders: Co-create the checklist with input from cross-functional leads.
  • Use Templates: Create reusable checklist templates for consistent change types.

Templates & Reusability

Use pre-configured checklist templates for recurring change types to save time and maintain consistency across initiatives.

Pro Tip

Link checklist items to related activities, risks, or impacted stakeholder groups. This provides a holistic view of execution and readiness.

FAQs

Q: Who sees these checklists? A: Visibility can be managed based on roles and permissions within ChangePlan.
Q: Can we add or remove checklist items?
A: Yes — the checklist is fully customizable to fit your organization’s framework.
Q: Who is responsible for completing checklist items?
A: Typically the change lead manages the checklist, but tasks can be delegated to team members.
Q: Is progress tracked automatically?
A: Yes — completion rates, time tracking, and status indicators are visible in the dashboard.
Q: Can I export checklist data for leadership updates?
A: Yes — use the Excel Export: Checklist Progress by Portfolio tool for reporting.

Next Steps

  • Finalize your checklist during the planning phase of each initiative
  • Pair with:
    • Change Canvas
    • Change Activities
    • Change Risk and Impact Assessments
  • Track progress weekly and update items based on milestones or emerging risks
...to ensure readiness and alignment across change execution.
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