Risk Planning

Creating a risk mitigation plan

Organizational change requires time, understanding, and adaptability. Risk mitigation prepares your team to adapt to the challenges your organization may face. Identifying and understanding these potential risks allows your team to address issues early on and plan for possible roadblocks to keep your project on track and moving forward.  

Creating a risk management plan

Your digital workplace team with support from senior leaders and executives should be prepared to identify, evaluate, and manage potential risks at all stages in your digital transformation journey. 

Without a risk management plan, you run the danger of hitting unforeseen obstacles or challenges that you aren't prepared to overcome.

To help you manage your risk, Igloo recommends a four-pronged approach:

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Identifying risks

Identifying potential risks should be a major part of your digital workplace plan – at every stage. As you progress in your project, don't be surprised if new risks arise. Risks cannot be ignored and should be addressed as quickly as possible because they can have a significant impact on your plans down the road. 

Here are just some of the most common risks to a digital workplace initiative:

  • The project has no executive sponsor 
  • There is a change in executive leadership
  • The company had poor financial performance in the last quarter
  • Funding for the project is delayed or reallocated
  • Resourcing is not available within the organization or prioritized for the project
  • Key stakeholder leaves the company or is sick for a long period of time
  • There is no content strategy, plan, or resources
  • Pressure to stop using your existing solution by a specific date (e.g. licensing or migration)
  • Technology
    • Discover a security flaw in the technical architecture (e.g. corporate, regulatory compliance)
    • Consolidating multiple internal technical systems and/or applications
    • Change in scope (e.g. a third-party integration is required at the last minute)
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Evaluating risks 

Once you've identified risks, you'll need to evaluate the level of risk and the impact on your project, your employees, and your organization. Traditionally, risk mitigation uses three levels of evaluating risk: 

  1. High Risk 
  2. Medium Risk 
  3. Low Risk 

For every organization, what defines high, medium, or low risk varies. Think about what high risk means for your project and digital transformation. For example, anything that brings your project to a complete halt may be high- risk, while issues that can be addressed without causing roadblocks or delays to the timeline may be low risk.

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Prioritizing risks

Prioritizing how you will address risks becomes easier once you've evaluated the level of risk. It's important to remember that not all high-risk items will be top priority – the amount of time and resources needed to address the risk also need to be considered to properly (and realistically) prioritize risk. 

Some organizations prioritize risks by looking at the impact and effort related to that risk. For example, if addressing and resolving a risk results in higher impact but requires a lower amount of effort, that will likely be a top priority item.

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Minimizing risks 

Minimizing risks is an ongoing effort. While risk mitigation can be overwhelming, exposing the challenges of digital transformation and change management, it's a critical aspect of any digital workplace strategy. Self-awareness as an organization means there will be fewer surprises down the road. By completing risk mitigation steps 1 to 3 you'll be able to understand what your challenges are and how they impact your organization, employees, and digital workplace. This makes it easier to minimize these risks moving forward through proper planning. 

If you're aware of the risks, you can plan to minimize the impact on your project, your employees, and your organization.

PlaybookTip_Icon.pngPlaybook Tip: Plan on a soft launch to minimize risk

Many digital workplace teams do a soft launch to identify and mitigate potential risks before doing a full-scale production launch of their digital workplace solution. Soft launches are a great way to gather feedback from your users and correct issues that may not have come up during the planning and build stages. Be sure to actively seek feedback from your key stakeholder groups. 

Post-launch monitoring

Some risks may come up once the workplace is live and employees begin interacting with it on a daily basis. It's critical to closely monitor the use of your digital workplace in the first few months following its official launch. Additional risks that have a significant impact on the adoption and overall success of your new digital workplace may surface through user interactions and experiences. 

NEtips

Networked Enterprise Tip: Consider content security/confidentiality requirements 

Within a networked enterprise, it’s important to consider the level of security required for your content and ensure the right Solutions are in place for your preferred level of security or confidentiality. We recommended housing content that needs an additional level of security and is meant for specific stakeholder groups within a spoke site. Common, shareable, and less confidential content can live in your central hub where all members, from any spoke, can access it.  


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