(Framework 54 Agile cont.3)

Scrum-Based Change Management Checklist

Introduction

A practical, step-by-step tool aligned to Scrum roles, artefacts, and events that is designed for organisational transformation, digital change, culture change or process redesign.

Answer each statement by circling the ‘Y’ meaning ‘yes’ or ‘N’ meaning ‘no’; circle both (Y/N) if the statement applies only sometimes.

The more ‘Y’ answers the better; more ‘N’ answers shows where more work is required

A. Strategic Foundations

✔ Clear change vision and outcomes documented (Y/N)
✔ Change Sponsor (Product Owner equivalent) appointed (Y/N)
✔ Scrum Master (Change Facilitator) identified (Y/N)
✔ Cross-functional Change Team established (Y/N)
✔ High-level Change Backlog drafted (Y/N)
✔ Success measures defined (qualitative + quantitative) (Y/N)

B. Roles and Responsibilities

✔ Product Owner owns change priorities and stakeholder alignment (Y/N)
✔ Scrum Master manages cadence (tone of voice), impediments and coaching (Y/N)
✔ Change Team members understand accountabilities and capacity (Y/N)
✔ Decision rights clarified (PO, team, leadership) (Y/N)
✔ Stakeholder engagement roles defined (champions, SMEs) (Y/N)

C. Change Backlog Creation

✔ All change tasks captured (communication, training, process, tech, cultural) (Y/N)
✔ Backlog items expressed as deliverables or user stories (Y/N)
✔ Items sized (small, medium, large) (Y/N)
✔ Prioritised using value vs effort (Y/N)
✔ Dependencies identified (Y/N)
✔ Backlog reviewed with stakeholders for completeness (Y/N)

D. Sprint Planning

✔ Sprint length decided (1–4 weeks) (Y/N)
✔ Sprint Goal written and communicated (Y/N)
✔ Highest-priority backlog items selected (Y/N)
✔ Task breakdown completed (Y/N)
✔ Risks and impediments identified (Y/N)
✔ Definition of Done applied to each item (Y/N)
✔ Capacity checked (workload vs availability) (Y/N)

E. Execution & Daily Rhythm

✔ Daily Scrum scheduled and held (15 mins) (Y/N)
✔ Blockers identified and escalated (Y/N)
✔ Work visualised (Kanban board – it is a visual project management tool that helps teams manage workflow, limit work-in-progress, and maximize efficiency across projects; it uses cards, columns, and work in progress limits, etc to visualize tasks and identify bottlenecks in real time.) (Y/N)
✔ Stakeholders updated frequently (Y/N)
✔ Change team collaborates and adapts work plan as needed (Y/N)

F. Stakeholder Engagement

✔ Change impacts clarified and documented (Y/N)
✔ Stakeholders engaged in every Sprint Review (Y/N)
✔ Feedback loops built into each Sprint (Y/N)
✔ Communications created iteratively (Y/N)
✔ Champions engaged and trained early (Y/N)
✔ Resistance monitored and addressed quickly (Y/N)

G. Sprint Review

✔ Increment demonstrated (prototype, comms, training, process) (Y/N)
✔ Stakeholders participate actively (Y/N)
✔ Feedback gathered and logged (Y/N)
✔ Product Owner re-prioritises backlog based on insights (Y/N)
✔ Further refinement made (Y/N)

H. Sprint Retrospective

✔ Team reflects on:
– What worked? (Y/N)
– What didn’t? (Y/N)
– How to improve next Sprint? (Y/N)
✔ New improvement actions added to backlog (Y/N)
✔ Scrum Master follows up on impediments (Y/N)
✔ Behavioural norms updated (Y/N)

I. Release & Adoption

✔ Increment deployed to users or pilot group (Y/N)
✔ Adoption monitored (Y/N)
✔ KPIs evaluated (Y/N)
✔ User feedback incorporated into next cycles (Y/N)
✔ Benefits tracked (Y/N)

J. Scaling or Closing

✔ Larger rollout planned after pilots (Y/N)
✔ Change backlog reduced or closed (Y/N)
✔ Lessons learned documented (Y/N)
✔ Handover to Business As Usual (BAU) completed (Y/N)

(main source: Jeff Sutherland, 2015)