The 5-Step Process Behind Change Management
The change management process has many layers involved in driving transitional periods for organizations. In practice, it relies on models from organization design, systems thinking, psychology, and much more. There are two major kinds of organizational change; change that is planned and pushed for growth or improvements, and change by circumstance. Each situation applies to individuals and larger enterprises.
Mark Hughes, journalist and author of The Tools and Techniques of Change Management, says that “the classification of change management tools and techniques deepens understanding, enables more rigorous scrutiny of claims made for their efficacy, and forms the basis for change managers to make informed choices.”
While a business can adopt a variety of models based on their organizational needs, it’s important to know the change management tools and techniques that help drive change. This article will help uncover some of the general steps and tools needed to help businesses plan and develop for change.
Preparation
The first step for effective change management involves assessing the impact necessary to drive change on a large scale, as well as identify the focus and to clarify goals. According to Strategy&, a global strategy consulting firm, some of the key principles in change management involve addressing the “human side of change systematically”, and acknowledging the change will start from the top level of the organization. This also involves introducing the individuals and resources needed to facilitate the overall process. Some common tools involved in the research for these elements include:
- Interviews
- Focus groups
- Surveys and Questionnaires
- Flowcharting or process mapping
Communication
When the topic of organizational change is brought to upper management, a solid business case must be presented to all the key stakeholders of the business, as well as those directly involved with deploying the new initiative. It is crucial to properly manage the different expectations and levels of experience that are presented at this stage. Change managers can use the following tools to help lay out the version for the change:
- Stakeholder Analysis – properly identifying who the stakeholders are, and what they aim to lose/gain from the change
- Sponsor Activities – list of actions and relationship building material for sponsors to support the change
- Sponsor Roadmaps – overall plan for the eventual commitment of sponsors
Deployment
Managers and supervisors play a key role in managing change. Leaders of the change management team can use two devices to help deploy change with other managers.
- Buy-In Index – a short survey that tracks attitudes during the implementation of a change project or initiative
- Readiness Assessments – a series of assessments on the organization’s readiness to change, in areas such as work culture, employee history, sponsor arrangements, and previous change initiatives
Project team leaders can compare the buy-in index survey to each assessment, resulting in insight into the challenges and opportunities they may face during the change process. Once assessments are in place, the change management team can assist other department managers throughout the entire process, by developing training requirements to get them properly on board to enforce the change.
Feedback & Reinforcement
The final step involves identifying key problems within the organizational change from collective feedback from employees, and reinforcing solutions at each individual step. In the form of an after-project review, leaders of the change management team view the entire program and evaluate the successes and failures to identify process changes for the next project. Common tools to be used in addition to the review include Q & A Sessions and process/technical walkthroughs.
Conflict Management
According to Smartsheet, a SaaS company, businesses must account for eventual conflict from employees and other managers, due to the apparent risks of a change. A project team that has a conflict management system in place can help leaders anticipate and prepare for resistance and better manage individuals who might threaten the success of future projects.
These steps comprise the key components of a change management process and create a system for managing change. Great leaders of change management teams apply these elements effectively to minimize the negative effects of the change and ensure project success. These steps can be an effective starting point for any organization that seeks to move forward in a new direction.
