Change management

For software version changes, see Change control.

Change Management (CM) refers to any approach to transitioning individuals, teams, and organizations using methods intended to re-direct the use of resources, business process, budget allocations, or other modes of operation that significantly reshape a company or organization. Organizational Change Management (OCM) considers the full organization and what needs to change.^[1] Organizational Change Management principles and practices include CM as a tool for change focused solely on the individual.

CM focuses on how people and teams are affected by an organizational transition. It deals with many different disciplines, from behavioral and social sciences to information technology and business solutions. In a project management context, CM may refer to the change control process wherein changes to the scope of a project are formally introduced and approved.^[2]^[3]

History

1960s

Many change management models and processes are based with their roots in grief studies. As consultants saw a correlation between grieving from health-related issues and grieving among employees in an organization due to loss of jobs and departments, many early change models captured the full range of human emotions as employees mourned job-related transitions.^[4]

In his work on Diffusion of Innovations, Everett Rogers posited that change must be understood in the context of time, communication channels, and its impact on all affected participants. Placing people at the core of change thinking was a fundamental contribution to developing the concept of change management. He proposed the descriptive Adopter groups of how people respond to change: Innovators, Early Adopters, Early Majority, Late Majority and Laggards.^[5]

1980s

McKinsey & Company consultant Julien Phillips published a change management model in 1982 in the journal Human Resource Management, though it took a decade for his change management peers to catch up with him.^[6]

Robert Marshak has since credited the big 6 accounting and consulting firms with adopting the work of early organizational change pioneers, such as Daryl Conner and Don Harrison, thereby contributing to the legitimization of a whole change management industry when they branded their reengineering services as change management in the 1980s.^[7]

1990s

In his 1993 book, Managing at the Speed of Change, Daryl Conner coined the term 'burning platform' based on the 1988 North Sea Piper Alpha oil rig fire. He went on to found Conner Partners in 1994, focusing on the human performance and adoption techniques that would help ensure technology innovations were absorbed and adopted as best as possible.^[8]

2000s

Linda Ackerman Anderson states in Beyond Change Management that in the late 1980s and early 1990s, top leaders, growing dissatisfied with the failures of creating and implementing changes in a top-down fashion, created the role of the change leader to take responsibility for the human side of the change.^[9] The first State of the Change Management Industry report was published in the Consultants News in February 1995.^[10]

2010s

In Australia, change management is now recognised as a formal vocation through the work of Christina Dean with the Australian government in establishing national competency standards and academic programmes from diploma to masters level.^[11]

In response to continuing reports of the failure of large-scale top-down plan-driven change programmes,^[12] innovative change practitioners have been reporting success with applying Lean and Agile principles to the field of change management.^[13]^[14]

The Association of Change Management Professionals (ACMP) announced a new certification to enhance the profession: Certified Change Management Professional, planned for 2016.^[15]

Approach

Organizational change management employs a structured approach to ensure that changes are implemented smoothly and successfully to achieve lasting benefits.

Reasons for change

Globalization and constant innovation of technology result in a constantly evolving business environment. Phenomena such as social media and mobile adaptability have revolutionized business and the effect of this is an ever increasing need for change, and therefore change management. The growth in technology also has a secondary effect of increasing the availability and therefore accountability of knowledge. Easily accessible information has resulted in unprecedented scrutiny from stockholders and the media and pressure on management.

With the business environment experiencing so much change, organizations must then learn to become comfortable with change as well. Therefore, the ability to manage and adapt to organizational change is an essential ability required in the workplace today. Yet, major and rapid organizational change is profoundly difficult because the structure, culture, and routines of organizations often reflect a persistent and difficult-to-remove "imprint" of past periods, which are resistant to radical change even as the current environment of the organization changes rapidly.^[16]

Due to the growth of technology, modern organizational change is largely motivated by exterior innovations rather than internal factors. When these developments occur, the organizations that adapt quickest create a competitive advantage for themselves, while the companies that refuse to change get left behind.^[17] This can result in drastic profit and/or market share losses.

Organizational change directly affects all departments and employees. The entire company must learn how to handle changes to the organization.

Change Models

Among the many methods of change management exist several key models:

John Kotter's 8-Step Process for Leading Change

Dr. John P. Kotter, a pioneer of change management, invented the 8-Step Process for Leading Change

Dr. John P. Kotter, the Konosuke Matsushita Professor of Leadership, Emeritus, at the Harvard Business School, invented the 8-Step Process for Leading Change.^[18] It consists of eight stages:

Establish a Sense of Urgency
Create the Guiding Coalition
Develop a Vision and Strategy
Communicate the Change Vision
Empower Employees for Broad-Based Action
Generate Short-Term Wins
Consolidate Gains and Produce More Change
Anchor New Approaches in the Culture

Change Management Foundation and Model

The Change Management Foundation is shaped like a pyramid with project management managing technical aspects and people implementing change at the base and leadership setting the direction at the top. The Change Management Model consists of four stages:

Determine Need for Change
Prepare & Plan for Change
Implement the Change
Sustain the Change

Deming Cycle of Plan-Do-Check-Act

The Plan-Do-Check-Act (PDCA) Cycle created by W. Edwards Deming

The Plan-Do-Check-Act Cycle, created by W. Edwards Deming, is a management method to improve business method for control and continuous improvement of processes and products. It consists of four stages:

Plan - establish objectives and processes
Do - implement the plan, execute the process, make the product
Check - study actual results and compare against the expected results
Act - enact new standards^[19]

Choosing which changes to implement

When determining which of the latest techniques or innovations to adopt, there are four major factors to be considered:

Levels, goals, and strategies
Measurement system
Sequence of steps
Implementation and organizational changes

Managing the change process

Change management involves collaboration between all employees, from entry-level to top-management

Although there are many types of organizational changes, the critical aspect is a company’s ability to win the buy-in of their organization’s employees on the change. Effectively managing organizational change is a four-step process: ^[20]

Recognizing the changes in the broader business environment
Developing the necessary adjustments for their company’s needs
Training their employees on the appropriate changes
Winning the support of the employees with the persuasiveness of the appropriate adjustments

As a multi-disciplinary practice that has evolved as a result of scholarly research, organizational change management should begin with a systematic diagnosis of the current situation in order to determine both the need for change and the capability to change. The objectives, content, and process of change should all be specified as part of a change management plan.

Change management processes should include creative marketing to enable communication between changing audiences, as well as deep social understanding about leadership styles and group dynamics. As a visible track on transformation projects, organizational change management aligns groups’ expectations, integrates teams, and manages employee-training. It makes use of performance metrics, such as financial results, operational efficiency, leadership commitment, communication effectiveness, and the perceived need for change in order to design appropriate strategies, resolve troubled change projects, and avoid change failures.

Factors of successful change management

Successful change management is more likely to occur if the following are included: "

Define measurable stakeholder aims and create a business case for their achievement (which should be continuously updated)
Monitor assumptions, risks, dependencies, costs, return on investment, dis-benefits and cultural issues
Effective communication that informs various stakeholders of the reasons for the change (why?), the benefits of successful implementation (what is in it for us, and you) as well as the details of the change (when? where? who is involved? how much will it cost? etc.)
Devise an effective education, training and/or skills upgrading scheme for the organization
Counter resistance from the employees of companies and align them to overall strategic direction of the organization
Provide personal counseling (if required) to alleviate any change-related fears
Monitoring of the implementation and fine-tuning as required

Challenges of change management

Change management is faced with the fundamental difficulties of integration and navigation, and human factors.

Integration & navigation

Integration

Traditionally, Organizational Development (OD) departments overlooked the role of infrastructure and the possibility of carrying out change through technology. Now, managers almost exclusively focus on the structural and technical components of change. Alignment and integration between strategic, social, and technical components requires collaboration between people with different skill-sets.

Navigation

Managing change over time, referred to as navigation, requires continuous adaptation. It requires managing projects over time against a changing context, from inter-organizational factors to marketplace volatility. It also requires a balance in bureaucratic organizations between top-down and bottom-up management, ensuring employee empowerment and flexibility...