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Change management as an opportunity: these are the most important success factors
14.07.2022
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Change management as an opportunity: these are the most important success factors

Turning everything tried and tested inside out, questioning processes and suddenly doing everything differently. Change brings with it major challengesthat need to be well managed. This is the responsibility of change management, which uses strategic planning and support to make change processes as attractive as possible for everyone involved. We have summarized the key success factors that form the basis for successful change management here.

What is change management?

In times of digitalization , companies are under enormous pressure to change. In order to keep pace with the fast pace of change, they need to be agile and not be afraid to completely rethink established processes. Change management refers to the systematic approach used to plan, implement and manage change in organizations. These changes can penetrate deep into the DNA of a company and affect all areas. Change management concerns both small changes within a team and more extensive changes at an organizational level.

Change management is about facilitating the transition from a current state to a desired future state. Essentially, the aim is to identify obstacles that could stand in the way of change and to develop measures to overcome these obstacles. At the same time, change management should ensure that those involved are involved in the change process and accept and support change. Professional change management is important, as changes in organizations are often met with resistance and uncertainty among employees. A structured approach helps to overcome these challenges, promote acceptance of change and increase the chances of success. Change managers provide professional support for this process and develop strategies that can be used to successfully implement these changes in practice. 

Change is the new normal in everyday business life

In many cases, the change management process is perceived as a special project or an additional task that is just on the agenda for a while. Instead, awareness must be raised at all hierarchical levels that change and transformation are the new normal. Change management has developed into a new core task at management level that will always be present.

Tasks and projects are becoming more complex: digitalization, networking, change. All of these factors are creating a new level of complexity that needs to be factored into important decisions. Whereas all influencing factors used to be manageable, managers and change managers now have to take a bird's eye view and still remain capable of making decisions. In change management, it is therefore an important skill to be able to deal with increasing complexity. 

Be able to accept mistakes: Growing complexity means that errors occur more quickly. Decisions have to be made ad hoc, various influencing factors have to be evaluated and correctly classified. On the one hand, this requires an important ability to self-reflect and, on the other, a willingness to acknowledge mistakes as part of the change process.

Securing competitive advantages: Companies must remain competitive in order to be successful. This often requires changes in strategy, processes, products or services. Effective change management enables organizations to adapt more quickly, take advantage of new opportunities and gain a competitive advantage.

Promoting innovation: Promoting innovation: Change is often associated with innovation. Through change management, organizations can develop innovation culture and processes that unleash the creativity and potential of employees. It enables the introduction of new ideas and technologies to drive progress.

Ensuring customer satisfaction: Customers' needs and expectations are constantly changing. Companies must be able to adapt to changing customer requirements in order to ensure their satisfaction. Change management helps to implement customer-oriented changes and ensure that customer needs are met.

Investing in a change qualification will pay off in the long term. With the necessary know-how and stable skills, you will remain confident even in uncertain situations and be able to meet not only current but also future challenges.

These are the challenges of planned change

The word "change" often has a positive connotation in everyday life. We change our careers to gain new perspectives and broaden our horizons. We change our living situation to feel more comfortable or we change our eating habits to live more healthily. However, when companies plan far-reaching changes, there is resistance in many places. This makes it all the more important that those responsible deal with potential challenges in advance and consider strategies for dealing with these obstacles. 

Resistance and hurdles: You need to be prepared for these challenges

  • Resistance to change
    People are naturally skeptical of far-reaching changes that are not made by them. They may have fears, uncertainties or concerns that affect their acceptance and cooperation. Dealing with resistance requires empathy, clear communication and the involvement of those affected.
     
  • Fear of uncertainty
    Change often brings with it uncertainty, as it calls into question what is familiar and customary. Employees may worry about their role, their skills or their future in the company. Open communication, clear explanations of the reasons for change and support can help to reduce the fear of uncertainty.
     
  • Lack of motivation and acceptance:
    If employees do not understand the benefits or value of the change, their motivation and acceptance may be low. Transparent communication, explaining the benefits and linking the change to the employees' goals can help to increase their motivation and acceptance of change management.
     
  • Lack of resources and support
    Changes often require additional resources such as time, money or expertise. If these resources are not adequately provided or there is a lack of management support for change management, this can jeopardize the success of the change. The provision of sufficient resources and support from management is crucial.
     
  • Lack of communication and transparency
    Insufficient communication can cause uncertainty, rumors and misunderstandings. Maintaining clarity and openness is crucial at all levels to support the change process and keep employees engaged and motivated.
     
  • Lack of leadership and clear vision
    Effective change requires a clear vision and leadership to drive that vision forward. If leaders do not actively support change, this can lead to confusion and resistance. Strong leadership that positively exemplifies change is a key success factor in change management.

The aim of change management is to develop strategies at an early stage so that these problems do not arise in the first place or can be eliminated at the outset. A successful change process makes proactively overcoming these obstacles one of the most important prerequisites. 

Dealing with difficult situations as an important leadership skill 

Dealing with difficult situations is an important leadership skill, especially in change management. Managers must have a high level of emotional intelligence in these phases in order to recognize their own emotions and control them. After all, you exemplify a positive attitude to your team and thus provide important orientation and a constant when everything around you is in flux. As a manager, you also need to be able to understand other people's emotions and respond to them empathetically. This helps you to resolve conflicts, calm employees down and maintain a positive working atmosphere.

Clear and open communication is the foundation of the change process

Clear and open communication is crucial for dealing with difficult situations. Managers should be able to convey difficult messages clearly and respectfully. They should also be listeners and be willing to listen to the perspectives and concerns of others. Transparent communication builds trust and reduces uncertainty. Employees should understand both the purpose and the goals of the restructuring and also recognize their personal benefit from it. 

Two-way communication is essential in change management. Employees should be able to openly express questions, concerns and ideas and rely on managers to take their concerns seriously and listen to them. It is best to use different communication channels for communication in change management to ensure that information reaches employees at different levels. For example, you can use team meetings, emails, the intranet, newsletters, training courses or, of course, direct and personal discussions. Successful change communication is characterized by managers actively seeking feedback from employees. This can also be a brief conversation in the coffee kitchen: "How are you currently doing with the software changeover?" The sooner the small and large potholes on the way to the goal are repaired, the more you can rely on the loyalty of everyone involved in change management. 

Keep a cool head when problems arise

It is a given in change management that not everything will run smoothly, especially in the case of far-reaching changes. Your important skill as a manager is to recognize these obstacles quickly and find creative and innovative solutions to them. You should be willing to think out of the box and give your team the freedom to act and make decisions in order to find solutions independently. Problem solving in change management often requires the cooperation of different teams and departments that need to be organized, motivated and guided. This requires leaders to be open to different expertise and perspectives, which can sometimes lead to more effective solutions.

Another important leadership skill in change management is the ability to prioritize tasks. Change management takes place alongside day-to-day business, so that the core tasks continue to arise. Managers must be able to prioritize the problems and decide which problems should be tackled first. This can be based on the impact on the change process, the urgency or the availability of resources.

Problem solving in change management offers a great opportunity to learn from experience and continuously improve processes. Managers should therefore promote a learning-oriented culture in which successes and failures are reflected upon in order to gain insights and optimize future change processes.

Conflict management as a key aspect of change management 

It is in the nature of things that change processes lead to tensions and conflicts within the company. It is now up to managers to recognize emerging conflicts at an early stage and address them openly before they escalate. As a manager, your important task in change management is to create a safe space in which employees can freely express their concerns and worries. You should actively listen to everyone involved and understand different points of view. 

There are various conflict resolution strategies that you can use depending on the type of conflict and the level of escalation. Common strategies include negotiation, finding compromises, mediation or involving conciliators. If you have the ability to balance the interests of all parties, then a real win-win situation can arise from which all parties benefit. In addition to resolving current conflicts, it is important to take measures for long-term conflict prevention. This is where companies that have already created a positive and respectful work culture and invested in building good relationships between employees benefit.  

Resilience as a fundamental competence in change processes

Managers will inevitably be confronted with uncertainty, stress and resistance during the change management process. Resilience enables you to adapt quickly to new circumstances and adjust your approach. Resilient managers perceive change as an opportunity for personal growth and organizational development and actively look for ways to take advantage of it. 

Managers who bring the necessary resilience to change management are better able to cope with stressful situations. They know strategies for coping with stress, such as taking regular breaks, physical activity or mindfulness exercises, and are able to recognize and regulate their emotions and reactions. What is important in this topic is that resilience is not synonymous with having to cope with everything alone. Resilient managers actively seek support and use their networks. They are prepared to ask for help and to be inspired and motivated by others. They recognize the importance of collaboration and teamwork.

What change management methods are there?

Numerous strategies and methods have been established in change management to successfully manage change. Which model you ultimately use for your organization depends on your personal preferences as well as the type of change and the size of the company. Below you will find an overview of the two most commonly used models in change management. 

Lewin's 3-step model in change management 

Lewin's change management model was developed by the psychologist Kurt Lewin and is one of the best-known and most frequently used methods in change management. The model is based on the idea that change goes through a process that is divided into three successive stages: "unfreeze", "change" and "refreeze".

  1.  Unfreeze
    This first phase is about "unfreezing" the existing behaviour, attitudes and culture in an organization. This means that people have to let go of old habits, thought patterns and resistance to change. The unfreezing is achieved by communicating the need for change in order to create a sense of urgency and encourage the will to change.
  2. Change
    In the second phase, the actual change takes place. New processes, structures or behaviors are introduced and implemented. This phase is often associated with uncertainty and resistance, as people have to adapt to the new circumstances. Clear communication, training and support are crucial to making the transition a success.
  3. Refreeze
    The final phase is about stabilizing and consolidating the changes so that they become the new norm. The newly established processes, structures and behaviors are consolidated and anchored in the corporate culture. This can be achieved by establishing new guidelines and procedures, recognizing and rewarding new behaviours and through regular reviews and adjustments.

Lewin's change management model emphasizes the importance of employee involvement and how important it is in change management to create a supportive environment during the change process. It recognizes that people are often resistant to change and successful implementation requires a targeted approach that addresses the individual and collective behavior of those involved.

The ADKAR model of Prosci founder Jeff Hiatt

The ADKAR model is a change management model that provides a structured framework for planning and implementing change processes in organizations. The acronym ADKAR stands for five phases that a person must go through in order to successfully accept and implement a change. 

  • Awareness: The first stage of the ADKAR model is to create awareness of the need for change. It is about communicating to employees why the change is necessary and what impact it will have. 
  • Desire: This stage is about creating the desire or motivation for change among employees. It involves persuasion, communicating the benefits of change and addressing employees' individual concerns and resistance. It is important that managers create a sense of personal relevance and involvement in order to strengthen the desire for change.
  • Knowledge: This stage is about providing the necessary knowledge and skills to implement the change. This includes the provision of training, training materials and other resources. 
  • Ability: This is about giving employees the skills to apply their knowledge in practice. Managers should create a supportive working environment that enables employees to try out the new processes and working methods. Mentoring, coaching or support from colleagues can also be offered.
  • Reinforcement: The final stage of the ADKAR model deals with reinforcing the change and integrating it into the organizational culture. It involves recognizing and rewarding employees for their efforts and successes in the change process. 

The ADKAR model emphasizes how important the personal attitude to the change process is. Change management can only be successful in the end if everyone involved goes through these phases and accepts change.  

What factors are responsible for the success of change processes?

In order to successfully implement changes in companies, clear communication and the acceptance that resistance may arise are required. The following aspects and success factors are also important in change management.

  1. Involve all stakeholders
    Only if all stakeholders are actively involved in the changes can you expect them to accept them. If you just send out an email with instructions and information about what will suddenly change, you should not be shocked by a sudden wave of resignations. It is therefore important to analyze in advance exactly which stakeholders are involved in the process. Creating a stakeholder map in which a communication plan is developed has proven its worth.
     
  2. Clear communication about the goals
    Why is a sudden change so important? Only when an understanding of this aspect matures will there be a willingness to work together with the team on these new objectives .
     
  3. Coordinate the change concept with those involved
    Your employees are often much more familiar with the work processes. Changes should therefore not simply be imposed from above, but developed together with the experts. This way, much less resistance is to be expected.
     
  4. Bringing transparency to the change process
    The topic of communication runs through all phases of change. The team must not only be placed at the start, but must also be taken along. Create a culture of information in which everyone involved is always informed about the current status.
     
  5. Choose the right change management method
    There are various methods available for change management processes in companies. It is important for the success of the process that you choose the right method that suits you and your team.
     
  6. Taking criticism and resistance seriously
    Modern leadership is no longer so authoritarian that criticism is impossible. On the contrary, resistance and criticism are important success factors in change management from which you can draw important feedback . Change demands a lot from each individual. This makes it all the more important to create a constructive space for the resistance that arises.
     
  7. Create a consulting architecture
    If you do not yet have any experience in change management, it is important to get experts on your side. With the help of change managers and coaches, you can get all employees on board, recognize hurdles in good time and create a setting for successful implementation.
     
  8. Creating a fair balance
    There are always losers in change management. These include employees who suddenly have to relinquish skills. In order to retain these employees, it is important to create a fair balance. Perhaps they can be given more responsibility elsewhere?
     
  9. Plan resources
    Change management is not a task that you can do quickly between the door and the door. So plan sufficient capacity in advance for the time required for implementation.

Our coaches will be happy to assist you with the implementation of change management processes in your company.

The way out of the crisis: How new opportunities arise from change processes

Changes enable companies to actively face the challenges of change. They create the conditions for organizations to adapt flexibly to new market conditions, customer requirements and technological developments. Change can foster a creative atmosphere and help organizations to develop and move forward.

Change makes it possible to promote employee commitment and develop the skills of the individual. When employees are involved in the change process, they can contribute their ideas and take on responsibility. The great added value that results from this is a positive work culture, motivated employees and a high level of satisfaction. You also promote the learning culture within the company through change processes.

When organizations view change as an opportunity to evolve and learn, they can adapt faster and be better prepared for future changes. The ability to learn from change and continuously develop is a valuable asset in a constantly changing world.

Would you like to delve deeper into this topic and are looking for support? Feel free to contact us and arrange a free consultation. We look forward to hearing from you!

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