Every institution goes through multiple stages of change, as change is an integral part of business dynamics. This necessitates the introduction of new strategies and the reassessment of previous plans, sometimes requiring complete abandonment. This reality underscores the importance of effectively addressing risks and challenges as part of the continuous evolution of the institution.
According to Rosanne Cash, “The key to change… is to let go of fear and embrace” every new issue that arises, minute by minute, forcing the company to work harder and invest more energy in developing more effective tactics. Because of this, every change project needs to be carefully planned and carried out because the risks are often greater than the rewards! This is where change management enters the picture. It is a systematic process that guarantees accurate and seamless change implementation, leading to the intended outcome.
In this article, we elaborate on how you can effect positive and productive change in your institution using four fundamental principles of successful change managemnt.
Models of Change Management and Their Theories
Change management is an organized process of planning and implementing new ways of working within an institution. It draws upon theories from various disciplines including psychology, behavioral sciences, engineering, and systems thinking. There are several different models available to choose from in change management.
Recently, academic disciplines have studied and developed theories on the best approaches to managing change within an institution. The primary goal is to effect change and advance the core theories across disciplines, with comprehensive support and collaboration from all affected parties.
A common idea across all theories of change management is that change never happens in isolation within institutional departments. In one way or another, change affects the entire institution and all individuals within it. However, with effective change management, you can encourage everyone to adapt to and embrace your new way of working.
Models of change management revolve around the concept that change cannot occur within one position or department without impacting the entire institution. Theorists have developed models for approaching change that acknowledge its effects throughout the institution, preparing everyone to handle those impacts and guiding them through the transition from one stage to another.
Kotter’s Principles of Change Management:
John Kotter, a prominent thought leader in the field (Professor at Harvard Business School and founder of Kotter International, a management consulting firm), developed “Kotter’s model of change management” based on four essential principles:
- Understanding Change Management
- Planning Change Management
- Implementing Change Management
- Communicating in Change Management
Understanding Change Management:
Understanding change management begins with clarity about the vision for change. Without a clear vision of the desired outcome, management will struggle to gain support from employees and stakeholders. It’s essential for management not only to have an inspiring vision for the institution but also to effectively communicate it and create a compelling case for change.
To effectively manage change, you must first understand and reinforce the benefits of change successfully. Consider the following questions:
- Why do you need to change? What are your primary goals?
- What will be the benefits of the change for the institution?
- How will it positively impact people?
- How will it affect how people work?
- What do people need to do to successfully achievethe change?
It may also be helpful to consider the negative consequences of not implementing change. There is an equation known as the Beckhard-Harris Change Equation that highlights change in terms of discomfort. This equation states: “For change to succeed, there must be sufficient dissatisfaction with the current way of doing things, but people also need to feel confident that the new approach will be better, and that there is a clear path to get there.”
Planning Change Management:
Accountability for the change process involves defining the transformation pathway through self-accountability and accountability of others. However, achieving this in the long term is challenging in a culture of blame and constant finger-pointing. Effective management finds ways to maintain a culture of transparency that enhances integrity and accountability at all levels of the institution.
Effective change does not happen by chance alone. Any plan you devise must be tailored to your institution’s needs. The approach to managing change can vary significantly from one institution to another. Some adopt highly structured change methodologies, while others are more open and flexible in their approach.
In general, though, you’ll need to consider the following:
- Consideration: How will you ensure, engage, and utilize high-level support while considering the change?
- Engagement: Who is best to assist you in designing and implementing the change? For instance, will you need external expertise, or can you leverage internal resources?
- Support: Change is most effective when you can gain support from people throughout the institution. How do you plan to achieve this?
- Impact: Finally, think about what success should look like. How will you anticipate evaluating the impact of the change that needs to be conducted? What are the goals you aim to achieve?
Implementing Change Management:
Aligning and achieving change involves numerous steps between creating a vision and realizing it, often requiring collaboration across multiple groups or functions within the institution. Imbalance in alignment in any area can derail the entire effort from its intended course.
Effective management goes beyond crafting a strategy; it takes measures to ensure that every facet of the institutional signs seamlessly with that strategy to effectively deliver value. So, how does change happen exactly?
There are various strategies you can choose to implement your change, such as Kotter’s 8-Step Change Model, which explains how to instill a sense of urgency in actions, establishing momentum and encouraging everyone to support your changes.
At the same time, the Change Curve reminds you to be mindful of people’s emotions as you implement your plan. It outlines the stages we all tend to go through during institutional change, starting from shock and denial to the point where we fully invest in the new approach.
In summary, to achieve change effectively, you should:
- Ensure all stakeholders in the changes understand what needs to happen and what it means for them.
- Agree on success criteria for your changes, ensure they are measurable, and regularly report on them.
- Map out and identify all key stakeholders who will participate in the change and determine their level of involvement.
- Identify any training needs that must be addressed for implementing the change.
- Appoint “change agents” who will help implement the new practices and can serve as role models for the new approach.
- Find ways to change people’s habits so that new practices become the norm.
- Ensure support for everyone throughout the change process.
Communication and Engagement in Change Management:
Connection and linkage in change management are only possible through understanding, which becomes closer to impossible if management remains isolated or detached from their employees. The most successful change leaders are those who find ways to be approachable, encourage interactions that allow them to quickly understand what employees think and feel, and thereby align their initiatives with their employees’ capabilities.
Effective communication can be a critical element in change management. The change you want to implement must be clear and relevant so that people understand what is expected of them and why it is necessary. However, you must also strike the right tone to elicit the emotional response you hope for.
It’s a good idea to connect the changes you plan to important data or your institution’s vision. This not only helps individuals see how the change will positively impact the “big picture” but also provides them with an inspiring and shared vision of the future.
Additionally, ensure you practice good stakeholder management. This ensures delivering the right message to the right people at the right time to garner the support needed for your project.
The ADKAR Change Management Model is particularly useful as a tool to help you communicate your change. It outlines five things you should address in your communication or outreach:
- Awareness (of the need for change).
- Desire (to participate in and support the change).
- Knowledge (about how to change).
- Ability (to implement the change).
- Reinforcement (to sustain the change long-term).
Synexcell Management Consulting supports these four principles of change management that enhance work performance and mitigate any risks associated with necessary changes. Additionally, we offer diverse consulting services. Visit our website to explore more and read our articles.
