Projects face various issues today beyond time, cost and scope [1], or what’s known as The Iron Triangle. Social and economic shifts are so great that businesses that do not change face extinction [2]. But one of the biggest issues in maintaining control of the Iron Triangle is the correct management of change. Change is all around us and is virtually impossible to eliminate. For example, in the construction industry it is the norm that you plan a programme based on 80% accuracy knowing that at least a minimum of 20% will be subject to unknown changes. Therefore, we shouldn’t have adverse thoughts towards change but instead think on how we can better implement change methodically and create a change culture within our teams. The below 9 steps can be used whether you are reacting to a change or want to implement a new change initiative.
Management support
Change needs to be implemented from the top down in any business. If the change is not supported by the Senior Management then the rest of the team will not follow through. If adaptability and the want to change positively is seen as a core value within a business then the team’s culture will reflect that. The delivery team need to feel that the leadership team believe in the cause. If they believe, the team will be believe.
Create a sense of urgency
As a leader create a belief that adaptability and sense of urgency regarding change is the culture needed to thrive. By creating the message that ‘change is a must and needs to happen now’, and following this through with the action will show your team that this is the right direction and they need to support it [3].
Create change leaders
As with any initiative, a change needs to be led by one person or a group of people depending on the complexity/ scale. For example, a simple change for a small team would be led by one person, such as you or I. But a more complex change initiative, such as one which affects 50+ people within a business, then a team might be required. These will be the key accountable people who can provide belief, expertise, leadership and credibility which will bring the support from the rest of the team.
Strategize and scrutinise
Develop the change initiative vision, strategize how the vision will be implemented, communicated and monitored, then scrutinise your strategy to find its strengths, weaknesses, opportunities and threats (SWOT) (I will be writing soon on How to Think critically) and tweak your strategy. It does not need to be perfect. Think of Pareto’s 80/20 principle. 80% of your results will come from 20% of the work that is put in before the change is implemented.
Motivation through communication
Your team and employees are the people who will implement the change. You need to make them enthusiastic about what you want to do. One of the most powerful tools is clear and visible communication. This can be done via briefings, workshops to gauge response, emails or info graphics. Use various tools to raise the motivation and positive energy surrounding the change initiative.
Remember: People will sense a false belief so you need to believe in your plan!
Empowerment
Give your team the power to implement the change. Make them feel responsible for the results and accountable for their part within the process. This gives the employees the ability to remove blockers and feel a part of the change process. This can be done by guiding them through decisions rather than dictating decisions for them or allowing mistakes and learning to take place.
Monitor then adapt
“Improvise, adapt, overcome”
Bear Grylls Meme
Within your strategy you should have Key Performance Indicators (KPIs), both short and long term, to monitor the performance of the initiative. KPIs allow you to identify where the initiative is failing and adapt the strategy to suit. The level of KPI will vary depending of the complexity scale of the change initiative. Ongoing adaption to improve the process will promote a culture of positive change.
Reward and recognition
Change can be seen as a drag as it can be difficult. Overcome this by rewarding short term achievements and praise positive attitudes. This helps grow a positive atmosphere.
Recognise key players with awards, public or private recognition or even monetary incentives depending on the initiative.
Remember: Don’t forget about the quiet team member who keeps their head down and consistently delivers. Just because they are not vocal they should not be forgotten about!
A culture shift
Repeating the steps above and creating a positive attitude and fluidity towards change will create an atmosphere where change is good. This will also give your team the freedom to change and improve projects.
There are other methods which can help you implement change such as the IMPROVE [3] or 8 step model [2]. One key issue with change initiatives and change models which lead to failures is the lack of consistency due to resistance, which can come in many forms. For example, this could be lack of support from the CEO or issues in encouraging employees to implement the change. Additionally, my experience shows that not one model can be applied to all situations. Project Managers need to find the method that best suits the issue which could lead to combinations of different models. I will be writing on how to deal with resistance so keep an eye out.
How to reference this article
- Toor, J. (2019). How to implement change in 9 steps? Available: https://pmgrowth.co/how-to-implement-change-in-9-steps?
References
- Pillai, M. P. (2006). Human side of project management. Paper presented at PMI® Global Congress 2006—Asia Pacific, Bangkok, Thailand. Newtown Square, PA: Project Management Institute.
- Clardy, A. (2013) ‘Improve the Process for Managing Change’, Performance Improvement, 52(9) pp. 33-43.
- Appelbaum, S., S. Habashy, J-L Malo, & H. Shafiq, (2012) ‘Back to the Future: Revisiting Kotter’s 1996 Change Model’, Journal of Management Development, 31 (8) pp.764-782