The business environment changes fast. Such rapid growth, in return, requires a clear approach to managing change for successful project results. McKinsey reports that 70% of organizational change efforts do not achieve their goals, highlighting the importance of a structured change management plan. Effective change management helps organizations adapt to new goals and ensures that projects support their overall strategy.

We’re here to share strategies and best practices to help you succeed.

Understanding the need for change management

Why do teams need to revisit change management once in a while? Changes are inevitable and can occur at any project stage. You better be ready for it as it has an impact on the scope, timeline, and resources. Nonetheless, research from the Project Management Institute (PMI) shows that projects that were prepared for a change and implemented change management strategies are more likely to achieve their goals than those that weren't. Projects that aren't being prepared for upcoming changes face delays, budget overruns, and lower quality. On top of that, team demotivation can occur.

4 principles of powerful change management

There are four noted components a great manager needs to always keep in mind:

• Proactivity. Proactive change management means predicting challenges before they arise. To develop a proactive mindset, managers should understand their company well, monitor industry trends, and stay alert to potential disruptions.
• Stakeholder engagement. Engaging stakeholders early and regularly helps create a sense of ownership and commitment to the changes. You can do this through regular meetings, feedback sessions, and collaborative workshops. Strong engagement also ensures that change goals match the needs of those impacted, making the transition smoother.
• Transparent communication. Clear communication makes sure everyone involved in a project understands changes and what they mean. Managers should use different ways to share updates — like meetings, intranet posts, and training sessions — to keep everyone in the loop. Forget about emails, encouraging team members to get involved and give feedback instead!
• Adaptability. When challenges come up, or initial ideas are wrong, managers better be ready to adjust. This might mean looking at timelines again, shifting resources, or changing goals based on feedback. Fostering a culture of adaptability sets a great example for your team, encouraging creativity and resilience in their approach.

4 strategies for mastering change management

To develop an effective change management strategy, organizations can use the Prosci ADKAR model, which provides a clear roadmap for facilitating changes at the workplace:

• Cultivate a culture ready to change. Organizations with a culture that embraces change experience less resistance and higher adaptability.
• Outline a clear implementation plan. Create key change steps, responsible parties, and timelines.
• Assess change impact. Analyze potential effects on budget, resources, and schedule to understand the impact fully.
• Establish control and approval processes. Create formal processes for reviewing and approving change requests to maintain project stability.

Best practices in change management (with real-world examples)

Gain insights from industry leaders and implement these actionable strategies to enhance your readiness for change management:

• Comprehensive communication. Microsoft leverages a multi-layered communication approach when implementing agile methodologies, ensuring clarity at all organizational levels.
• Training and support. IBM provides extensive training to prepare employees for change, increasing adaptability and decreasing disruption.
• Continuous monitoring. Google tracks the effectiveness of its change management strategies, refining them for better outcomes.
• Lessons learned. Amazon systematically documents lessons from project changes, creating a knowledge base for future initiatives.

Tools and techniques for change management

Which tools are needed in supporting change management tactics?

• Stakeholder analysis matrix. Helps identify key individuals affected by the change, ensuring tailored communication.
• Impact assessment tools. Aid in understanding how changes will affect project resources and outcomes.
• Communication and training plans. Outline essential information and training strategies for teams.
• Messaging-first tools. Change begins with communication, not just tasks. Teams often struggle with change management when they lack tools that foster alignment and transparency. Consider trying Orchestra, which not only aligns your team during the change management process but also offers a comprehensive solution where you can chat, make calls, track tasks, and keep notes—all in one place.

Overcoming resistance to change

Employees tend to resist organizational change. That’s why addressing resistance is important. Successful change management requires knowing what causes such behavior and developing engagement strategies to work directly with skeptics to build understanding and trust.

Leadership in change management

Any change management relies heavily on strong leadership. What defines a strong leader? 

• Active engagement from executives. Leaders need to visibly support change initiatives.
• Building coalitions. Forming change support networks throughout the organization helps reinforce commitment.
• Leadership development. Training leaders to manage change effectively strengthens the organization’s overall change resilience.

Measuring the success of change management

How can organizations be sure that their change management makes positive shifts? There are several core metrics to track:

• Adaptation speed. Measures how quickly teams adjust to new processes.
• Employee engagement levels. High engagement indicates a smooth transition.
• Project goal achievement rate. Tracks whether project objectives are met post-change.
• Return on Investment (ROI). Calculated by comparing benefits gained to costs associated with implementing change.

Businesses must continuously adapt to various challenges, such as technological changes, new competitors, and evolving laws and regulations. Failing to do so can result in stagnation or even failure. With these strategies and practices in hand, a company can not only survive but also thrive in a dynamic environment.

Change management is key to implementing new tools effectively. Learn how to simplify scheduling with Top 7 Chili Piper Replacements for Streamlined Scheduling. For additional automation options, explore 8 Best Zapier Alternatives in 2024.

‍