How to Drive User Adoption in a Project using the Change Management Studio

Overview

Project-level changes typically focus on end-user adoption of specific tools, processes, or behaviors introduced by the project. Ensuring that these changes are not only deployed but actively used is essential to project success.

The ADKAR model supports this by guiding individuals through the process of adopting change—making sure the value delivered by the project is fully realized.

With Change Management Studio, project teams can structure and monitor these changes with clarity, accountability, and consistency.

What Is the ADKAR Model ?

ADKAR is a widely recognized and practical change management model used to guide both individual and organizational change. It outlines the key stages people go through when adopting change and helps organizations plan actions that support successful transitions.

The acronym ADKAR stands for:

Awareness – Understanding the need for change
Desire – Willingness to support and engage in the change
Knowledge – Knowing how to change and what to do
Ability – Having the skills and resources to implement the change
Reinforcement – Ensuring the change is sustained over time

📌Step1-Access the Change Management Studio

From your Project Office, click the "Change Management Studio" icon .

Choose the relevant project from the scrolling list.

📌Step2-Create a Change Canvas

The Change Canvas captures the context, reasoning, and outcomes associated with the project-level change.

Complete the following fields to define your change:

General Information

Field	Description
Change Name	Title of the change initiative
Business Owner	Executive sponsor or accountable leader for the change
Manager Name	Person responsible for managing and executing the change

Identify the Change

Field	Description
Change Description	Describe what employees, customers, or users will be able to do differently
Change Decision	Explain the rationale or business case for initiating the change
Change Impact	Identify the stakeholder groups or departments affected by this change

Implement the Change

Field	Description
Stakeholder Preparation	Outline the communication, training, and readiness activities planned for adoption
Business Outcomes	Define the specific outcomes or goals this change is intended to achieve
Change Date	Indicate the planned implementation date for the change

Measure the Impact

Field	Description
Real Outcomes	Once available, document the actual results of the change and their sources
Next Steps	Include any follow-up actions or next steps required after implementation

💡Use AIZO :

Click the AIZO icon . Review AI-generated suggestions based on your project context. Copy, customize, and paste into the appropriate field

📌Step3-Add a Change Action

Once your Change Canvas is defined, create one or more Change Actions to break the change into tactical, trackable steps—each aligned with one of the five ADKAR phases

A Change Action refers to a specific, tactical activity designed to support one of the five stages of individual or organizational change:

Awareness → Desire → Knowledge → Ability → Reinforcement

1. Click to open the "Create Change" dialog boxand Fill in the required fields manually, or click the AIZO icon to receive smart recommendations.

Field	Description
Name	Action title
Change Type	Classifies the nature of the change: • System – Technology platform, tools, or infrastructure changes • Process – Business procedure or workflow changes • Organization – Structural or governance changes (teams, roles, reporting lines) • Culture – Behavioral or mindset shifts across the organization
Change Topic	Main theme or domain of the change
Change Phase	select one of ADKAR phase: Awareness, Desire, Knowledge, Ability, Reinforce
Scope Description	Summary of what’s affected or in scope
Expected Output	Intended outcomes of the change action
Real Output	Actual or anticipated results
Impact	Assess the potential impact: Low, Moderate, High, Extreme
Status	Current status of the action
Progress	Describe progress to date
Estimated Start/End Dates	Timeline for this action
Owner	Person accountable for the action
Notify	Users or groups to be informed

2. Click to save your change record.

✏️Managing an existing Project Change

1. Select the associated project from the list in the Change Management Studio.

2. Click the Edit icon next to the change you want to update.

3. Update the change details as needed, including any field in the Change Canvas or Change Actions.

4. Click to save your changes and ensure they are reflected in the project record.

✅Summary

Successfully managing change at the project level means going beyond delivery—it’s about ensuring real adoption by end users. By using the Change Management Studio alongside the ADKAR model, project teams can plan, implement, and track change in a structured, people-focused way.