Change Management
Moving to a PLM
Why change feels risky (and how to lower the risk). A proven, people-first rollout plan to make PLM adoption feel like relief, not homework.
Why Change Feels Risky
Design and product teams fear three things when a new system arrives: lost creative time, extra admin, and factory friction. The antidote is simple: make the first 2–3 weeks about removing friction the team already hates—version hunts, scattered comments, and re-keying specs—so the software feels like relief, not homework.
Lost creative time
Show time savings in version control and spec management
Extra admin work
Automate repetitive tasks like BOM updates and PO generation
Factory friction
Magic-link access means no logins required for suppliers
A People-First Rollout
A proven sequence looks like this:
1 workflow
Pick one high-leverage workflow to start
3 champions
Nominate change champions across teams
5–7 fields
Define a minimum lovable process
- Pick one high-leverage workflow. Most brands begin with spec + sample feedback or PO confirmations. It touches many people and creates early visibility.
- Nominate three change champions across design, product dev, and production. Give them early access and decision rights on naming, templates, and guardrails.
- Define a "minimum lovable process." You don't need a perfect taxonomy to start. Agree on 5–7 style fields, a baseline BOM template, and 1–2 gates for approvals.
- Train in context, not in theory. Use live season work. Record two short sessions: "create/update a style" and "review & approve."
- Track adoption with lightweight metrics. Examples: number of style cards created, % of sample feedback captured in-app, PO confirmation cycle time.
The 30-Day Change Plan
Week 1: Calm the chaos
- Import your current season styles via CSV
- Connect Dropbox so sketches and assets render on a style card
- Use magic-link sharing so factories can comment without logins
- Turn on notifications for @mentions and approvals only
Week 2: Make it undeniable
- Move sample comments into the style timeline; attach photos and QC notes
- Use a shared BOM template; lock key fields (units, UOM, currency)
- Create a dashboard tile: "samples due this week"
Week 3: Expand the circle
- Add production: enable PO review + one-click confirm/decline by email
- Add suppliers to a client-branded portal for read/confirm access only
- Run a 30-minute "what changed for you?" session to surface quick wins
Week 4: Institutionalize the wins
- Freeze naming conventions and folders
- Move all approvals on-platform (no email approvals)
- Publish a 1-page "How we work in Kobo" quick start
Governance That Doesn't Feel Heavy
Templates & Libraries
Lock sizing units; version everything.
Roles
Creators (design/PD), approvers (PD/production), viewers (suppliers).
Cadence
Weekly 15-minute ops stand-up + monthly template review.
What "Good" Looks Like After 60–90 Days
Success Indicators
- 90%+ of sample feedback is on the style timeline
- One BOM template per category; no side spreadsheets
- PO confirm/decline < 36 hours on average
- Designers spend less time copying specs, more time on creative work
Change Management
Moving to a PLM
Why change feels risky (and how to lower the risk). A proven, people-first rollout plan to make PLM adoption feel like relief, not homework.
Why Change Feels Risky
Design and product teams fear three things when a new system arrives: lost creative time, extra admin, and factory friction. The antidote is simple: make the first 2–3 weeks about removing friction the team already hates—version hunts, scattered comments, and re-keying specs—so the software feels like relief, not homework.
Lost creative time
Show time savings in version control and spec management
Extra admin work
Automate repetitive tasks like BOM updates and PO generation
Factory friction
Magic-link access means no logins required for suppliers
A People-First Rollout
A proven sequence looks like this:
1 workflow
Pick one high-leverage workflow to start
3 champions
Nominate change champions across teams
5–7 fields
Define a minimum lovable process
- Pick one high-leverage workflow. Most brands begin with spec + sample feedback or PO confirmations. It touches many people and creates early visibility.
- Nominate three change champions across design, product dev, and production. Give them early access and decision rights on naming, templates, and guardrails.
- Define a "minimum lovable process." You don't need a perfect taxonomy to start. Agree on 5–7 style fields, a baseline BOM template, and 1–2 gates for approvals.
- Train in context, not in theory. Use live season work. Record two short sessions: "create/update a style" and "review & approve."
- Track adoption with lightweight metrics. Examples: number of style cards created, % of sample feedback captured in-app, PO confirmation cycle time.
The 30-Day Change Plan
Week 1: Calm the chaos
- Import your current season styles via CSV
- Connect Dropbox so sketches and assets render on a style card
- Use magic-link sharing so factories can comment without logins
- Turn on notifications for @mentions and approvals only
Week 2: Make it undeniable
- Move sample comments into the style timeline; attach photos and QC notes
- Use a shared BOM template; lock key fields (units, UOM, currency)
- Create a dashboard tile: "samples due this week"
Week 3: Expand the circle
- Add production: enable PO review + one-click confirm/decline by email
- Add suppliers to a client-branded portal for read/confirm access only
- Run a 30-minute "what changed for you?" session to surface quick wins
Week 4: Institutionalize the wins
- Freeze naming conventions and folders
- Move all approvals on-platform (no email approvals)
- Publish a 1-page "How we work in Kobo" quick start
Governance That Doesn't Feel Heavy
Templates & Libraries
Lock sizing units; version everything.
Roles
Creators (design/PD), approvers (PD/production), viewers (suppliers).
Cadence
Weekly 15-minute ops stand-up + monthly template review.
What "Good" Looks Like After 60–90 Days
Success Indicators
- 90%+ of sample feedback is on the style timeline
- One BOM template per category; no side spreadsheets
- PO confirm/decline < 36 hours on average
- Designers spend less time copying specs, more time on creative work