As the team member primarily responsible for the website, one of my first tasks upon arriving at my organization was implementing a change management process. I’m no certified PM (though DIM is helping), and was not familiar with creating something like this from scratch.
Let me back up for a second. Why on earth do we even need a change management system for a website? True, my organization uses WordPress, and I am a super admin, so why shouldn’t I make changes and updates as I see fit? That’s a loaded question for another post, but the bottom line is – that is a terrible idea.
Change management is the management of change within a group or organization. For my particular use case, I would define it as managing modifications and/ or updates to the website. Any changes to the site involve the business leaders (stakeholders), the marketing team, and the development team.
|Project Tasks||Dev Team||Head Developer||Marketing Technology Manager||Marketing Manager||VP Marketing||CEO|
|Write Code for new section||R||A||C||I|
|Push Code to Development Environment||R||A||C||I|
|Review/Approve Code on Dev||I||R||A||C|
|Push Code to UAT Server||R||A||C||I|
|Review/Approve Code on UAT Server||I||R||A||C|
|Push Code to Production||R||A||C||I|
|Review/Approve Code on Production||R||A||C||I|
R = Responsible
A = Accountable
C = Consulted
I = Informed
The nature of our site allows us to be custom with a lot of the solutions we implement, which can be a good or bad thing. It’s good because it offers some flexibility and bad because it requires a ton of extra custom development work.
The website is the face of an organization in today’s digital age, and therefore changes need to be managed with utmost attention to detail. As a technology-first guy, I don’t find outlook and email the best medium for attention to detail. That flow also disregards the ability to track things accurately.
At the outset of the project, I approached the development team for a solution. The dev team always had a service desk or Jira that handled all change management in previous roles. We were unable to find a solution that fit our needs but passed all of the requirements of my organization.
Here is how a typical change request would flow.
With a formal system out of the question, I had to turn to the items on hand. My organization is a Microsoft shop, and we have access to all the bells and whistles that Microsoft has to offer. I knew Planner wouldn’t solve the issue based on prior experience, so I turned to something else—Microsoft Lists. The combination of Lists and Power Automate allowed me to build a lite change management system that works for us. Is it the best? No. Does it follow every change management principle to the letter? Certainly not. It just works, and at the end of the day, that is all you can ask for.