Here are some of the tools and methods we use with our clients throughout the delivery of their systems change projects:
- Change Readiness Assessment & Strategy. Assess your organisation’s readiness for change—culturally, operationally, and in terms of capacity. Identify challenges and plan practical steps for a smooth transformation.
- Project Kick-off. A focused, facilitated session with key stakeholders to align the digital change with strategic goals. We co-design project deliverables, define next steps, and introduce the Miro Design Hub, where collaboration happens.
- Process Mapping. Live, online sessions where teams visually map current processes (‘As Is’), identify gaps, and shape improvements (‘Should Be’) that align with organisational goals.
- Specialist Technical Consultations. Targeted discussions with technical leads to explore implementation needs, address challenges, and refine project requirements. Facilitated by Creative Analysis Directors to ensure all key aspects are captured.
- Metacognition: Strategic Reflection Tool. A resource for participants to reflect on their approach to change, supporting adoption and alignment with new systems throughout the transition.
- Technical Design Workshops. Co-designing your system to fit your needs—defining functionality, layout, and key fields to ensure technology supports your processes.
- Systems & Process Prototyping. Test early ideas with stakeholders before full implementation. Prototyping helps refine solutions, identify early adopters, and engage Super Users to drive adoption.
- Engagement & Training Planning. Develop a flexible engagement and training strategy using proven methodologies and tools. Support system rollout with tailored activities that ensure adoption across your organisation.
- Empathy Mapping. Understand customer perspectives by mapping their needs, emotions, and behaviours. Identify deeper insights to inform system design.
- Customer Journey Mapping. Step into your customer’s shoes to explore their experience within a system or process. Identify potential pain points, opportunities, and key communication touchpoints.
- Live Systems Testing. We guide you through testing your new system with key stakeholders, ensuring their time is booked for critical live testing. We're there with you every step of the way.
- Bespoke Systems Training. Expertly led by our empathetic trainer, Sue, who champions end-user needs from design to delivery. Sue balances group and individual learning, guiding users from exploration to confidence in the live system.
- Technical Support & Aftercare. Our relationship doesn’t end at launch. You’ll have a named contact for priority support and access to our expert team for ongoing aftercare.
- Go-Live Support. We stay by your side during the critical go-live phase, ensuring a smooth transition and immediate resolution of any issues.
- Performance Optimisation. We monitor system performance closely, identifying improvements and fine-tuning for maximum efficiency.
- Continued Collaboration. The trusted partnership built through co-design and delivery continues, fostering lasting teamwork and shared success.
- Knowledge Sharing. We provide resources and guidance to help your team deepen their understanding and confidently manage systems post-launch.
Collaborative Tools We Use:
- Miro. A powerful platform for real-time and asynchronous collaboration - perfect for workshops, mapping, designing, and testing. We offer optional 10-minute Miro coaching sessions.
- Zoom. Simple, reliable screen sharing for smooth collaboration. We manage the setup via our Zoom account for a hassle-free experience.
Most change falls short of its full potential.
Why? Because, consideration of the diversity of people and the needs of the broader system can be difficult to understand and articulate. The implications of a mediocre or failed digital change initiative are far greater than just the financial loss.
A Change Readiness assessment gives an indication of how prepared an organisation is for a specific change. In this case, a digital transformation. People, not the technology, are key to digital change success. Conducting a change readiness survey helps maximise human engagement. It listens closely, giving people an opportunity to say how they feel about the proposed change early on. This informs how the change project moves forward as a result.
Analysis of the change readiness survey data is an important research and scoping activity; early indicators for implementation and adoption success are identified, and any blind spots or readiness gaps can be overcome early on. This upfront, proactive human-centred approach increases the likelihood of the digital transformation being more quickly, easily and successfully implemented and adopted across the organisation.
Take our FREE Introduction to Change Readiness short course in academy. You can try our Change Readiness self assessment tool there, too.
Engaging the humans across the system is key and rewarding.
At Creative Analysis we use design thinking to put you and your team at the centre of system design, resulting in successful digital change implementation and adoption that in turn leads to greater, lasting impact felt far beyond the fiscal gains.
You can analyse the past, but you need to co-design the future.
Live, dynamic, visual, collaborative, fully facilitated process mapping is designed to help people better understand their relationship with the wider business system and the technology required to support, captured dynamically to ensure long-term continuity of the outputs and outcomes.
There are many and varied outputs from process mapping. Those who understand their power and value tend to get a little excited about creating them, like us. At the end of the process mapping workshops with us you will have:
- Your own Miro Design Hub set up and good to go for collaboration
- A set of As-Is process maps ready for first phase optimisation design
- Practical knowledge and hands-on experience of process mapping.
- What you do and when. The headlines of what you and others do in role.
- Who needs what. The things you most need to help do that E.G client engagement, collaboration, management information.
- What is important. The things you need E.G. Action triggers, SLA's. What system tech could help.
- What the priority is. What do you need now. What do you need next.
- Listening closely to the users to pin-point potential and the pain points in the process flow.
- A system that has been co-designed, prototyped and tested by users, prior to build and implementation.
- Insight to make informed recommendations to steer the digital transformation now and beyond.
- The Zoho app landscape and how they can fit with your business vision and objectives.
- Understanding the power of process mapping and how it can be applied to other areas of the business.
TECHNICAL DESIGN WORKSHOPS
CO-DESIGN YOUR SYSTEM
Led by our Directors, this is your opportunity to discuss the technical design of your bespoke system with us. The relevant stakeholders involved in the development will be invited to attend this workshop. Here we determine exactly how the technology can work for your processes, and for your business. We co-design the system in the Miro Design Hub that we have set up for your project collaboration events and communication.
Delving into the technical functionality you need, we explore how it will look and what is needed in terms of workflow efficiencies E.G automation. If required, we will look at analytics. This is where we design the essential business overview dashboard with you, and discuss reporting. If Zoho’s off-the-shelf apps don’t meet all your requirements, our developer can collaborate with you to co-create specialised, sector specific customisation. We recognise that different industries have different requirements.
PROTOTYPE AND TEST
Building upon the visual ‘As Is’ process maps developed in the scope and understand phase, we overlay the technical enhancements that form the ‘Should Be’ process provided by the new system implementation. This allows stakeholders who will be using the system, in their role, to interrogate the design, giving it a ‘visual test drive’ before the project moves more fully to the build-live test-implement phases.
We recommend leveraging your enthusiasts/innovators early, as they often feel a sense of duty to find issues and bring them to light. This honest feedback helps mitigate problems before it reaches the wider organisation. Also involve the early adopter’s, who we tend call Super Users, the leaders of systems networks. They will want to be a part of the early change project stages, expect all of the bugs to be worked out and often enjoy teaching others how to bring it to life in their roles. This all helps with gathering momentum, galvanising support and continuing the ‘change conversation’ within your organisation. Engagement of this type plays a massive part in raising awareness, and to that end successful adoption of the system.
Here is a summary outlining the topics for discussion that drive the deliverable outputs during a technical design workshop:
- 'Should Be' Process. Discuss the technical enhancements applied to the 'As Is' map, test and interrogate the design.
- Base Set Up. Domain verification and agreeing the onboarding grid.
- Data Dictionary. Review the system definitions, review the scope of data customisation and migration.
- Blueprint Design. Confirming what are repeatable actions, building in task and journey automation.
- Report & Dashboard Design. Details the requirement for reports and dashboards enabling insights needed for direction and growth.
- Permissions. From the requirements gathered, confirm the different access levels and permissions as required for system usage.
METACOGNITION. A tool for participants of digital transformations.
We are currently prototyping and testing a resource we are designing – to be used by participants involved in a digital change or transformation. It uses metacognition, which put simply, is thinking about thinking. Studies have revealed that metacognition can help improve how you learn, adapt and perform amidst change.
This tool is best used throughout the life of a digital change initiative, and is broken into three short sections at different times in the project delivery.
The interface is simple, uses tick lists and areas for your notes. You have the option to save your responses and return to your answers at any point in time for reference.
PART A. Pre Digital Change Implementation
Completed prior to any changes being implemented. It asks you to think about how you feel about the change at this moment in time and what things you feel you can do to prepare for the change ahead.
PART B. Digital Change Adoption
This section looks at bringing the digital change to life from your perspective. Use this section to think and make notes about your systems learning or digital change project focus areas.
PART C. Post Digital Change Implementation
Reflects on how you personally approached the adoption, implementation and embedding of the digital change and what helped or hindered your adoption of the digital change.
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