Behavior Change Management And Training Service

STRATEGIC	FOUNDATIONAL				EXECUTION			MANAGEMENT
Maturity Assessment & Strategic Roadmap	Records/Data Retention Policy & Schedule Data Security Classification Policy	AI Governance Privacy Program	Discovery Response & Legal Hold	Governance Processes and Procedures	Data Placement & Automation	Behavior Change Management & Training	Legacy Document & Data Disposition	Ongoing Management & Monitoring
Information Governance Organizational Development

Information Governance Communications and Training Plan

Development of a Communications and Training Plan that provides the framework for change management activities. Customized and tailored plan includes change management program purpose and objectives, success criteria and metrics, audience segments, communications program schedule, international training needs, training content development plan, communication and training delivery vehicles (computer-based, corporate trainers, etc.), communication and training schedule, and detailed training pilot program plan.

Records Management 101

Customized introductory Records Management 101 training for employees providing an overview of what they need to know about records management along with “how-to” tactical activities required for them to manage records. Content may include what is and is not a record, what should they keep and delete, how to use the retention schedule and other topics as needed. Training delivery can be in-person, integration into LMS or “train-the-trainer”.

Records Management 201

Customized advanced Records Management 201 training for records or Information Governance coordinators employees providing overview of what they need to know as “super users” to support their departments. Includes training content, as well as the option for delivery of in-person training, integration into LMS or enabling “train-the-trainer”.

Communications Toolkit and Playbook

Communications Toolkit and Playbooks to drive users toward a targeted behavior set and to measure progress in achieving compliance. Includes messaging strategy formal, consistent and targeted communications to employees and executive sponsors during implementation to provide awareness of program rollout and its importance to the organization. Focus is determining what company-specific Information Governance messages will resonate with employees and how do we communicate these messages throughout the enterprise.

Information Governance Content and Delivery

Customized and integrated records management, privacy, eDiscovery and Microsoft 365 training content development and delivery to ensure effective implementation of the new structures and processes by affected employees and to demonstrate compliance with legal and regulatory requirements. Content may include initial training or annual update training and will be designed to be delivered in designated training delivery vehicles. Training is customized to include client-specific Information Governance messaging.

Top Three Behavior Change Management And Training Service Resources

IG Advanced Class 4: Behavior Change Management for Creating a Compliant Culture

Preventing Employees from Hoarding Electronic Documents

Essential Behavior Change And Training Questions

How do we get our employees to care about records management, document retention, privacy and managing sensitive information? How do we show them the Information Governance “win” without looking like it is a compliance burden?
How to we move employees from “saving all emails and files forever” a “save smart” approach? How do we drive better records management and document retention practices?
What program benefits resonate with employees and how do we communicate with them? How do we ensure these messages are in line with our company culture?
What are our different audiences – senior executives, management, employees – and what specific records management and privacy messages will resonate with each?
How do we drive employees to better document retention and records management practices for their emails, files and other information in our new systems, and not in the older legacy systems such as file shares?

How do we ensure our Information Governance messages and training are effective for all groups across the organization, including our international locations or groups that joined as part of an acquisition?
What are the records management, document retention, privacy, and collaboration essentials employees need to understand for compliance, and how do we test this understanding? How do we communicate this in concise and engaging training?
What specific Information Governance content needs to be developed and when? What is ideal timeline for delivering this content?
What’s the best vehicle for delivering our records management and Information Governance training – classrooms, webinars, computer-based training, or other options?

Contoural's Behaviour Change Management Approach

An effective Information Governance program is beyond policies and tech. Success involves user behavior change to align with new policies, processes, and systems. Behavior Change Management, encompassing messaging, communication, training, and audit, is crucial for compliance and productivity. Contoural excels in Information Governance Behavior Change Management.

Hoarding Is a Learned Habit

Employees form long-standing habits, like hoarding emails and files, which escalates costs, risks, and hurts productivity. Simply instructing them to stop rarely works. Aggressive deletion, e.g., auto-deleting emails after 90 days, may worsen risks through “underground archiving.” Changing hoarding behavior requires improved info management and behavior change.

Driving Behavior Through Resonate Messaging

Organizations worry about employee resistance to new policies. Yet, the “save everything forever” mindset leads to hidden issues. Overaccumulation hampers access and productivity, encouraging recreation of existing data. Successful programs address this, messaging the benefits of the new approach.

Information Governance Change Management vs. IT Change Management

Behavior Change Management parallels traditional IT change management but focuses on altering user behaviors. While IT change management centers on system adoption, Information Governance Change Management aims to transform behaviors and culture, particularly related to hoarding documents.

Creating Audience-specific Messaging Strategy

Information Governance caters to distinct audiences, necessitating tailored messaging. Initial recipients include senior management, concerned about risk, costs, and returns on investment. Gaining their early support is vital. Business unit directors and managers, responsible for their teams’ involvement, require similar backing. Rank and file employees, the third group, should be addressed in terms of how Information Governance enhances their daily routines. Communication strategies must align with each audience’s needs.

Engage in Creative Communications Campaigns

While records management, privacy and other Information Governance areas may be seen by some as be dry topics in themselves, successful Behavior Change Management often engages in creative communications campaigns. This can include engaging contests, entertaining posters, or even as one company did – an email management rap song. Find the fun, interesting and engaging communications that will perk employees’ interest.

Developing Prescriptive Training

Assessments often uncover that employees are concerned about compliance and risk and want to do the right thing, but often do not know what that is. Organizations need clear, fast and prescriptive processes on what information to save where. Many employees current retention practices are years in the making. Informing them on what information should be stored where needs to be communicated clearly through training programs, FAQs, reminders and guides.

Develop Integrated Records, Privacy, Legal Hold and Security Training

Many Information Governance processes serve a combination of compliance requirements. Instead of deluging employees with multiple training sessions, often records, privacy, legal hold and information security can be taught in a single, integrated training session. Effective training can be both comprehensive and concise.

Strategies for Change-resistant, “Stodgy” Organizations

Many employees have been following poor information management practices for years, and sometimes there is a fear that they will be change resistant. Also, some fear that their company culture is too “stodgy” to be able to adapt to new and more effective approaches. Effective Behavior Change Management is fueled by enabling employees to be more productive and collaborative. When presented with a true productive “win” even these change-resistant employees can and will adopt new habits.