Shifting the needles of change in the realm of Research & Development (R&D) Institutions
Revolutionising research and development institutions is crucial in driving progress and innovation. In this case study, we assisted a government-linked R&D institution in Asia, a leader in its field, to engage its researchers and introduce them to the new digital ecosystem through a well-planned change management program. Our objective was to achieve a high adoption rate for the new system and proactively address any issues or opportunities related to its adoption.
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“Lancia Consult’s change management approach has been consistent and practical from day one. We look forward to a smooth onboarding of our researchers with minimal pushbacks”.
The Challenge
Our goal was to implement a Grant Management System (GMS) that would provide a centralised, scalable, and sustainable solution for managing grants and projects across the Asian Maritime Industry. The success of this system depends on the Principal Investigators (PIs) being familiar with and proficient in using the GMS platform, as they make up the largest external user group of the system. However, as many external PIs are involved in the grant management ecosystem, it is vital to provide them with sufficient early exposure to prepare them for the journey and eventually onboard them into the new digital ecosystem.
The Solution
Our Change Management Team was brought on board to plan and execute the Change Management scope, utilising the comprehensive functional knowledge gained from the earlier project phase. We worked closely with Project Managers, Researchers, and Principal Investigators, and accomplished the following:
- Identified and highlighted key changes in business processes and demonstrated how the Principal Investigators can leverage the GMS system to make their daily work more efficient and have smoother interactions with the institution.
- Identified key stakeholders and tailored accurate communication campaigns to address critical issues where they matter the most.
- Planned and delivered training with a balanced curriculum, facilitated learning forums, and encouraged open discussions.
- Continuously drove high adoption rates by providing support channels and conducting pulse checks among the Principal Investigators.
The Impact
As part of our Change Management rollout, we helped our client to achieve the following:
- Mobilised and conducted six workshops in two months, including training sessions and drop-in clinic sessions for over 100 users.
- Successfully onboarded more than 100 users to the new Grant Management system, fully digitising applications and follow-up administrative SOPs.
- Effectively improved customer satisfaction by introducing pulse surveys to capture and address improvement points in a timely manner.
