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Recalibrate90 min · v1.0

Embedding and ownership transfer

Original workshop design for pilot use. This format has not been validated for effectiveness.

Summary and decision

Make the new practices maintainable through ordinary organisational routines.

Decision: Operational owners accept the practices, resources and review responsibilities.

Preparation

  • Bring W15 findings, unresolved risks and operational ownership proposals.
  • Check budget, onboarding, policies and management routines.

Audience

6-10 operational owners, managers, HR, FM, IT, sponsor and employee representatives.

Agenda

Agenda in minutes
#BlockMinutes
1Opening10
2Evidence10
3Exercise A25
4Break5
5Exercise B25
6Decisions15
Total90

Exercises A and B

Exercise A: Sustainment canvas

  1. Ask whether people understand the practice and see a reason to maintain it.
  2. Check who performs the recurring work and whether ordinary resources support it.
  3. Define how teams will review usefulness and adapt the practice.

Exercise B: Operational handover

  1. Assign ownership of each output and unresolved issue.
  2. Agree escalation and the evidence required to reopen a design decision.
  3. Record acceptance and schedule reviews after three and six months, adjusted to context.

Worksheets

Worksheet A

Practice and ongoing purpose
Ordinary owner and resources
Policy, onboarding and routine
Review and adaptation trigger

Worksheet B

Output or recurring practice
Accepting owner and capacity
Residual issue and escalation
Review date and reopening condition

Illustrative example

Illustrative, not a real case

  • Illustrative: team agreements become part of onboarding and quarterly team reviews.
  • FM owns provision data and HR supports the manager routine.
  • The project closes when owners accept responsibility, with remaining actions explicit.

Completion criteria

  • Every recurring practice has an operational owner.
  • Resources continue after the programme ends.
  • Review and escalation survive project closure.

Follow-up

  • Publish a handover record and close only accepted workstreams.
  • Use workplace-strategy-refresh when accumulated change exceeds agreed tolerances.

Points of attention

  • Go-live alone is not evidence of sustainment.
  • Three- and six-month reviews are proposed checkpoints, not universal scientific thresholds.

Workplace phase and change activities

Workplace: Recalibrate (phase in the Workplace method)

Change Management

  • Embed

    Why this workshop helps: Operational owners accept practices, resources and review responsibilities.

    Adapting outside a workplace setting: Replace workplace examples with situations from your own change; the structure can stay.

  • Learn

    Why this workshop helps: Agreed review responsibilities keep learning going after the programme ends.

    Adapting outside a workplace setting: Replace workplace examples with situations from your own change; the structure can stay.

These links and notes are editorial guidance of the Codex, not a new or validated template. The workshop text and files on this page are unchanged.

Planned sessions

No sessions are planned.

Sources and downloads

Sources

S06TheoryNot effectiveness evidence

May & Finch (2009). Implementing, Embedding, and Integrating Practices

Why here: Informs the attention to understanding, recurring work and ordinary routines when practices become embedded. It is a theory, not effectiveness evidence; the sustainment canvas is our own design. It does not validate this workshop.

Finding:
Embedding and sustaining a practice require continuing collective work.
Limitation for workplace:
The sustainment canvas is an original practical adaptation. It is not a diagnostic NPT instrument.
Reviewed 2026-10-02
S07Guidance from framework authorsNot effectiveness evidence

RE-AIM. What is RE-AIM?

Why here: Informs treating maintenance as a separate dimension after go-live. The three- and six-month reviews are proposed checkpoints, not thresholds from RE-AIM. It does not validate this workshop.

Finding:
Evaluate reach, effectiveness, adoption, implementation and maintenance separately.
Limitation for workplace:
In RE-AIM adoption refers to participating settings and delivery agents. We separately track employee use as a local practice indicator.
Reviewed 2026-10-02

Downloads

Last reviewed: 2026-10-02