Change is not easy. We know, it disrupts, it bothers, it's scary. What happens when the change is within the company? Oh the terror! But it doesn't need to be like that. Due to the scenario full of transformations in which we live, techniques were developed to smooth this out: change management.
This article will introduce you to what change management is, why it's important, and how this technique helps in business development.
What is change management?
Change management is a method or set of techniques for managing moments of transition, and it gives teams tools to go through it more smoothly.
This means that, from the moment the change is considered until the time it takes place, even monitoring its developments, the organization has a roadmap to monitor and manage what's going on.
Due to the dimension that changes can take on within companies, the change management process needs to go well. Therefore, it requires a few steps:
- Preparing for change
This is the awareness step. Before actually starting the change, it's essential to foster a change culture on the team. Raising awareness that there's a need to transition is a great help in managing change.
At this stage, leadership has to talk with and help the team realize that change will do good. If the team supports the change, we're off to a great start.
- Planning for change
Now that the team understands change is needed, it's time to plan - draw up a realistic plan to carry out the necessary modifications. Change management planning needs to cover:
- A vision of the company for the change and its strategic objectives.
- The scope of the project, with its planned steps and actions, as well as the team involved and the people responsible for each item.
- Metrics and indicators that will show whether changes are both being applied well and working as expected.
- Implementing changes
With the project designed, it's time to start - the visibility that everyone had helps a lot with change management. Transparency and communication are essential within any company.
To maintain communication and transparency during the implementation phase, it can help to have a process management tool like Qntrl, where it is possible to monitor tasks, visualize a calendar, and follow the development of the project.
- Adapting to and incorporating changes
Even with team support, planning, and transparency, change means adaptation. This phase can be easier for some and more difficult for others.
Leaders need to be close to the team to monitor, guide, and support the transition. HR participation is crucial as well, providing a safe space for conversations and support.
- Reviewing and analyzing results
It was already foreseen in the scope of the project what would be the indicators and metrics to be monitored in order to understand the results of the change. Go back to that; it's essential to monitor these numbers and data periodically, in addition to adjusting the plan accordingly.
When to use change management techniques
Change management is a complex process that, as a rule, doesn't need to be used for a simple office painting or furniture upgrade. However, applying a change management framework when changes are bigger is crucial to the success of the transition.
Some scenarios in which change management can be the winning factor you need:
- Implementing new technologies
- Leadership changes
- Adopting a new culture at the company
- Crises in general
- New internal processes
- Brand, product, or purpose restructuring
- Readjusting departments and internal structures
Some benefits to using this method to manage changes:
- Better team engagement rates
- Improved communication management
- More assertive decision-making
- Stress reduction
- More transparent and productive work environment
BPM and change management as a project
Facing the change as a project can help when it comes to organizing the steps we mentioned earlier.
Especially in case the change brings new processes, the use of BPM software can help you map steps and monitor new implementations, to be able to improve what's not working well.
For the change phase itself, a BPM platform offers visibility: You have the tasks mapped, with deadlines, people in charge, and status - all in one place. Take a look at Qntrl's BPM features, which can be an excellent resource.
As we said at the beginning, change can be a difficult process, but the results can be amazing and, to make this possible, the more help, resources, and planning, the better.