Key steps to a successful change management process

Change is constant. Whether it’s to adapt to the evolving environment, boost competitiveness, or meet the changing needs of customers, a company’s ability to effectively handle change is vital for its survival and success. Skillful management of the transformation process gives the company the means to keep growing in an ever-changing landscape. However, implementing and managing change properly is not always straightforward. In this article, we discuss key steps to a successful change management process.

Understand the need for change

Change management is an approach that involves implementing certain actions aimed at helping the entire company adopt and integrate a change in its practices.

Before even considering the implementation of these actions, it is essential to have a very clear idea of why the change is necessary within the company. To establish a consistent and effective change management methodology, it’s important to step back and analyze the current challenges your company is facing. Change and reassessment are necessary to develop activities or to ensure sustainability over time. There are numerous triggers for change:

• Legislative developments
• Need for digitization
• Regulatory constraints
• New working methods
• Creation of new offers or products
• Adaptation to competitive pressure
• Merger or internal restructuring

For example, COVID-19 forced many companies to evolve their business models, modify their production methods, or diversify their customer base. Some of them were compelled to pivot towards a new activity or adopt a new resource management policy. Therefore, change management can be seen as a response or adaptation to both internal and external factors.

Develop a clear vision and specific objectives

For the successful management of change, it is important to establish a set of objectives that aim to develop a clear vision of the process.

Formulating a change vision

The implementation of change is carried out to address specific needs of the company. Based on these needs, it is necessary to define a clear vision or specific objective to achieve by the end of the process. The question to ask is: what concrete actions need to be taken to support the change?

Having a clear vision of the actions required provides the organization with a good understanding of the direction it needs to take to achieve desired results. This requires a comprehensive analysis of the current situation of the company on an organizational level.

Defining a clear objective

Objectives serve to define an effective strategy and build an action plan, and must be prioritized. An important advantage of defining a specific objective is that you can measure the effectiveness of change management. By setting clear objectives, you establish measurable milestones to assess the progress of change. You can determine whether the change is actually unfolding in accordance with your expectations.

The purpose of change management is to effectively fulfill the need that prompted the change. Therefore, if you find that the objectives are not met as planned, adjustments can be made or the method adapted to address potential resistance to change.

Choose the right methodology 

It is critical to select the right change management methodology to facilitate the adoption of new practices by employees. While there are numerous change management models, the most commonly used ones include:

• Kurt Lewin’s model
• ADKAR model
• McKinsey’s 7-S model
• Kotter’s model
• Bridges’ model
• Kübler-Ross curve
• Deming’s wheel

Choosing an effective change management tool is essential to finding the best solutions that can help the company embrace new processes. The change could affect the entire company or a single department. In any case, it is important to use appropriate tools. Seeking assistance from professionals, such as Lemon Learning, can be the best option. Experts will help you succeed in transitioning to more efficient processes that can ensure the success of your company.

Communication and awareness

This is the most important step because change can only be achieved as a team with each stakeholder involved. Communication is the guiding thread that fuels the entire change management process.

Importance of transparent communication

Identifying the need for change, defining goals, planning, integration, and execution of the change management plan, all depend on effective communication with your employees. In reality, individuals working within a company, involved in its operations, possess established knowledge, skills, and experiences. Implementing a change can become challenging if all involved individuals do not actively support the transformation process.

You must establish a clear and open communication policy throughout the change management process. Transparency and two-way communication are essential to avoid frustrations and resistance. Discover effective procedures, and easily modify those that are not working.

Strategies to engage and inform all stakeholders

Communicating on change management may require more effort than you think. Beyond regularly sharing information with your team, you will need to develop strategies to ensure that all stakeholders are actively engaged and informed.

Firstly, identify different stakeholders (suppliers, associates, employees) and establish a specific communication strategy that takes into account their needs, level of involvement, and concerns. People involved in the change do not have the same level of importance, so it’s necessary to define key players. This involves identifying change leaders and ambassadors.

Next, create project teams and support groups to address change management. Encourage dialogue and allow stakeholders to voice their concerns, provide feedback on ongoing changes, and make suggestions.

Training and ongoing support

Many business leaders might think that employees don’t need to understand all the changes or be trained to better navigate the transformation process. But, this line of thinking can be problematic.

Implement a training program

Neglecting training is a mistake that can jeopardize your entire transformation project. Employees shouldn’t have to figure things out on their own or be forced into a change they don’t understand. This will inevitably lead to gaps and resistance to the transition.

Employee training is the step that builds confidence and skills in a workforce after a major or minor change.

Effective training will help reduce resistance to change, a significant challenge that many companies face repeatedly in their transformation processes. Training provides stakeholders with the knowledge and skills they need to succeed in their new roles.

Provide constant support and regular feedback

Even with comprehensive training, the familiarization of your team members with the new process and vision will happen gradually. To ensure the transition goes as planned, regularly check in with your employees and gather their feedback. See if they are genuinely incorporating the changes into their daily routines and work methods. This is an opportunity to commend successes, even the smallest!

Evaluate and adjust

Establish key performance indicators (KPIs) to monitor the progress of your results. This step provides the necessary data to validate the smooth execution of the change project. By assessing the evolution or progression of change integration within the company, you can determine if the objectives will be achieved as planned. Measure the understanding, commitment, and involvement of your employees in change management. Adjust actions and embrace a continuous improvement approach.

One very important final step is to anchor the change in the company. Once the most challenging part is done, consolidate and embed the change into the company’s long-term operations. It can be beneficial to regularly share results with employees to give more meaning to the transition process and maintain team motivation.

In summary, change management is an essential step for any business due to technological advancements and regulations in various fields. Even if you follow the steps, perseverance is key for the change to truly be planted in the company. By remaining resolute and persistent, you can overcome all challenges and resistance to achieve set objectives.

Adaptability is equally significant. Each company has specific needs, and the ability to adapt to these needs is essential. Be flexible, responsive to feedback, and open to adjustments to ensure that the change remains aligned with the company’s objectives.