Lesson Outcomes

By the end of this lesson, you will be able to:

• Explain the stages involved in implementing a selected solution.
• Prepare an action plan for implementation.
• Allocate tasks, resources and responsibilities.
• Brief and train people involved in implementation.
• Implement and monitor the action.
• Review the implementation outcome.

Lesson Overview

Once you have selected the optimum solution and obtained stakeholder commitment, you can implement it. Implementation turns the decision into action.

The Learner Guide identifies three basic stages:

1. Plan and prepare to implement the solution.
2. Implement and monitor the action.
3. Review and analyse the success of the action.

Implementation must also take account of organisational constraints such as available budgets and resources.

Planning and Preparation

Before taking action, establish exactly what needs to happen, who will do it, what they need, and when they must complete it.

Good preparation reduces confusion and makes it easier to monitor progress.

Constructing an Action Plan

An action plan converts the selected solution into specific activities.

A useful action plan should identify:

The assessment evidence for this unit specifically requires an implementation action plan showing tasks, resources, expected completion dates and criteria for measuring effectiveness.

Example Action Plan

Suppose a company decides to introduce a new stock-control system.

This gives everyone a clear understanding of what needs to happen.

4.3.2 Allocate Resources

Every implementation requires resources.

These may include:

• People
• Money
• Equipment
• Materials
• Technology
• Time
• Training
• Information

Before implementation begins, confirm that the required resources are available.

If resources are insufficient, you may need to:

• Adjust the implementation schedule.
• Reallocate existing resources.
• Obtain additional resources.
• Modify the implementation plan.

Do not assume that resources will become available automatically.

4.3.3 Selecting, Briefing and Training Those Involved

The people implementing the solution need to understand what they must do and why they must do it.

The Learner Guide specifically includes selecting, briefing and training those involved as part of implementation.

Briefing

A briefing should clarify:

• The purpose of the solution.
• The tasks each person must perform.
• Their responsibilities.
• The implementation schedule.
• Available resources.
• Reporting arrangements.
• Expected standards.

Training

Provide training where people need new knowledge or skills.

Training may involve:

• Demonstrations.
• Practical exercises.
• Written instructions.
• Coaching.
• Supervised practice.

The amount of training should match the complexity of the solution.

4.3.4 Implementing and Monitoring the Action

Implementation does not end when the action starts.

You must monitor progress while implementation takes place.

Monitor questions such as:

• Are tasks happening according to schedule?
• Are people completing their responsibilities?
• Are resources available?
• Are unexpected problems appearing?
• Is the solution producing the expected early results?
• Does anything require immediate adjustment?

Example

A company introduces a new customer-service procedure.

During the first week, the supervisor notices that employees consistently skip one step because the procedure takes too long.

Instead of waiting until the end of the implementation period, the supervisor investigates the problem and adjusts the process where appropriate.

Monitoring allows problems to surface while you can still respond to them.

4.3.5 Managing Organisational Constraints

Implementation rarely happens under perfect conditions.

You may have to work within:

• Budget limitations.
• Limited staff.
• Existing organisational policies.
• Available equipment.
• Time restrictions.
• Existing workloads.
• Technical limitations.

The selected solution must therefore operate within the organisation’s actual circumstances.

If circumstances change, you may need to adapt the implementation plan rather than abandon the objective.

4.3.6 Reviewing and Analysing the Outcome

After implementation, review what happened.

Ask:

Did we implement the solution as planned?

Then ask:

Did the solution achieve what we expected?

The Learner Guide identifies reviewing and analysing the outcome as the third basic stage of implementation.

Consider:

• What worked well?
• What did not work?
• Were the planned tasks completed?
• Did implementation stay within the available resources?
• Did unexpected problems occur?
• What should you change in future?

This review creates a natural link to KM5: Evaluate the Effectiveness of the Solution.

The Complete Implementation Cycle

The first six stages occur within KM4, while the formal evaluation of effectiveness continues in KM5.

Key Notes / Lesson Summary

• Implementation turns the selected solution into action.
• Start with a clear implementation plan.
• Define tasks, responsibilities, resources and deadlines.
• Select, brief and train the people involved.
• Work within organisational constraints.
• Monitor implementation while the action takes place.
• Identify and respond to problems early.
• Review and analyse the outcome after implementation.