What is Change Management ? Plan Template, and Frameworks

A non-stop evolving business requires organizations to implement enterprise-wide changes. Today, businesses face constant change. Change refers to any action implemented to introduce a new element into the normal course of business. 

The process can be challenging, and people are often resistant to change. However, to develop an agile workplace culture, organizations need a systematic approach. 

What is Change Management?

Management of change (MOC) refers to a structured approach to transitioning individuals, teams, and organizations from a current state to a desired future state. It involves systematic planning, execution, and monitoring of organizational changes, ensuring they are implemented smoothly and effectively without disrupting operations.

MOC focuses on the human and organizational aspects of change, aiming to minimize resistance, maximize employee engagement, and ensure that the change aligns with the organization's strategic goals.

Change management is a branch of organizational development used to align an organization with new circumstances and opportunities as they arise. Change Management deals with changes in external conditions and the business environment and involves defining and adopting corporate strategies, structures, procedures, and technologies to handle changes in the company's environment. 

In the realm of change management, strategies must take into consideration how an adjustment or replacement to a process, system, or person within an organization will impact all other processes and systems.  

Change Management needs to be planned, tested, communicated, scheduled, implemented, documented, and evaluated. In addition to maintaining an audit trail if a rollback is needed, documentation is critical as well for ensuring compliance with internal and external controls, including regulatory requirements. 

At its core, management of change is about mitigating risks associated with change, whether they be operational, financial, or cultural. It includes identifying the need for change, assessing the impact on various stakeholders, communicating the change effectively, and providing support throughout the transition.

Types of Change Management

Change management can be categorized into several types, each tailored to different scenarios within an organization. Understanding these types helps organizations apply the most effective strategies for successful transitions.

Here is a brief overview of the different types of change management:

1. Organizational Change Management

This type focuses on changes at the organizational level, such as restructuring, mergers, or cultural shifts. It involves managing the impact of these changes on the entire organization, ensuring alignment with the company’s vision, and guiding employees through the transition to maintain productivity and morale.

2. Technological Change Management

This type deals with the implementation of new technologies or systems within an organization. It includes planning, training, and supporting employees to adopt new tools, software, or machinery. The goal is to ensure a smooth transition with minimal disruption to operations.

3. Process Change Management

Process change management involves altering the existing workflows, procedures, or business processes within an organization. It focuses on improving efficiency, reducing costs, or enhancing service delivery. Effective communication and training are crucial to help employees adapt to the new processes.

4. People-Centric Change Management

This type addresses changes that directly impact employees, such as changes in roles, responsibilities, or workplace culture. It involves strategies to manage resistance, enhance engagement, and ensure that employees are motivated and prepared for the changes ahead.

5. Strategic Change Management

Strategic change management is concerned with long-term changes that align with the organization's overall strategy. This might include entering new markets, launching new products, or shifting the business model. It requires careful planning and coordination to align all aspects of the organization with the new strategic direction.

6. Cultural Change Management

This type focuses on shifting the organizational culture, which may be necessary when there is a need to align the company’s values, beliefs, or behaviors with new goals or external factors. It typically involves long-term efforts to change mindsets and attitudes within the organization.

These categories highlight the diversity of change management approaches, each tailored to specific scenarios within an organization, ensuring that change is managed effectively and strategically.

Change Management Importance for any Organization 

As your company undergoes both minor and major changes, the role of change management seems to play a key role at every level to help you manage and succeed.

It is crucial for change management to ensure that your employees are fully aware of their new responsibilities as changes are introduced into the workplace. Their efficiency and clarity are enhanced by this act.  

Thus, a well-managed change program also allows your business to flourish by adapting to the current market trends and growing accordingly. 

Change Management Phases: 

To implement a change management process effectively, a company must follow a set of procedures.  If you want to change your company, you must first consider how the changes will affect the people working for you and the customers who depend on your organization.  

The following steps should help you keep your change program headed in the right direction while also remaining considerate of your employees. 

Check the five steps below for all Change Management process Aspects: 

1. The initial stage

revolves around developing both a plan and a timeline.

1. A plan for implementing the change. 
2. A timeline for the change will be created, and each task will be assigned to a responsible individual

2. The preparation stage

involves preparing employees for change. During the communication process, the change management team will explain the reasons for the change and what to expect from it.

As part of the training, employees will learn how to use the new system or process. 

3. The implementation stage

the changes will be put into practice. Employees will be given the opportunity to participate in the change management process and to make sure that the change is implemented properly. 

4. The Monitoring stage

This is about ensuring that the change is proceeding according to plan, the change will also be adjusted if necessary. 

5. The evaluation stage

leads the change management team to evaluate what went well during the implementation and whether the change process was successful. 

Change Management Process

The change management process is a structured approach that organizations use to implement changes effectively. This process involves several key steps that guide the organization through planning, executing, and solidifying changes, ensuring a smooth transition and minimizing disruptions.

Here is an overview of the change management process:

1. Identify the Need for Change

The first step involves recognizing the need for change within the organization. This could be due to internal factors, such as inefficiencies, or external factors, like market shifts. The need is typically identified through assessments, feedback, or strategic planning, and a clear case for change is developed.

2. Define the Change

Once the need for change is identified, the next step is to define the specific change to be made. This involves setting clear objectives, determining the scope of the change, and identifying key stakeholders who will be affected or involved. A change management plan is then developed to outline the approach and resources required.

3. Develop a Communication Plan

Effective communication is crucial to the success of any change initiative. This step involves creating a communication strategy that ensures all stakeholders are informed about the change, understand the reasons behind it, and are aware of the benefits. The plan should also address potential concerns and provide a platform for feedback.

4. Implement the Change

With the plan in place, the organization begins to implement the change. This involves executing the necessary actions, such as updating processes, adopting new technologies, or restructuring teams. Throughout this phase, continuous monitoring and support are provided to address any issues that arise and to keep the change on track.

5. Manage Resistance

Resistance to change is a common challenge, so this step focuses on identifying and addressing any resistance from employees or other stakeholders. This may involve providing additional training, offering support, or making adjustments to the plan to accommodate concerns and ensure buy-in.

6. Reinforce and Sustain the Change

After the change has been implemented, it's important to reinforce and sustain it. This involves monitoring the outcomes, ensuring the change is fully integrated into the organization, and making any necessary adjustments. Continued communication, training, and support are key to embedding the change in the organizational culture and preventing regression.

By following this structured management of change process, organizations can manage change effectively, ensuring that transitions are smooth, objectives are met, and long-term benefits are realized.

Change Management Models

Change management models offer structured approaches to help organizations navigate and implement change effectively. These models provide frameworks for addressing various aspects of the change process, from individual transitions to organizational adjustments.

Below are several widely recognized change management models, each offering a unique perspective on managing change:

1. Lewin's Change Management Model

Developed by Kurt Lewin, this model is one of the earliest and most widely recognized. It consists of three stages:

• Unfreeze: Preparing the organization for change by identifying the need for change, challenging the current state, and creating motivation for change.
• Change: Implementing the change by introducing new processes, behaviors, or ways of thinking.
• Refreeze: Solidifying the change by embedding it into the organizational culture and ensuring it becomes the new norm.

2. ADKAR Model

The ADKAR model, developed by Prosci, focuses on individual change and how it contributes to organizational change. It stands for:

• Awareness: Understanding the need for change.
• Desire: Developing a desire to participate in and support the change.
• Knowledge: Learning how to change.
• Ability: Implementing the required skills and behaviors.
• Reinforcement: Sustaining the change to prevent regression.

3. Kotter’s 8-Step Change Model

Created by John Kotter, this model provides a comprehensive approach to managing change through eight steps:

• Create a Sense of Urgency: Highlight the importance of acting immediately.
• Build a Guiding Coalition: Assemble a team with the power and influence to lead the change.
• Form a Strategic Vision and Initiatives: Develop a clear vision and strategy for achieving the change.
• Enlist a Volunteer Army: Rally employees around the vision and encourage participation.
• Enable Action by Removing Barriers: Identify and eliminate obstacles to change.
• Generate Short-Term Wins: Achieve quick, visible successes to build momentum.
• Sustain Acceleration: Maintain the pace of change, building on successes.
• Institute Change: Embed the new approaches into the organization’s culture.

4. McKinsey 7-S Model

This model focuses on aligning seven key elements of an organization to ensure successful change. These elements are:

• Strategy: The plan to achieve competitive advantage.
• Structure: The organization’s hierarchy and reporting lines.
• Systems: The daily activities and procedures employees use to get work done.
• Shared Values: The core values of the organization.
• Style: The leadership approach and organizational culture.
• Staff: The employees and their skills.
• Skills: The actual skills and competencies of the employees.

5. Kubler-Ross Change Curve

Originally developed to describe the stages of grief, the Kubler-Ross model has been adapted to change management. It identifies the emotional stages employees go through during change:

• Denial: Refusal to accept the change.
• Anger: Frustration and resistance to the change.
• Bargaining: Attempting to avoid the change.
• Depression: Realizing the inevitability of the change and feeling demotivated.
• Acceptance: Coming to terms with the change and beginning to embrace it.

6. Bridges’ Transition Model

This model, created by William Bridges, focuses on the emotional and psychological aspects of change. It outlines three phases:

• Ending, Losing, and Letting Go: Recognizing and dealing with the emotions of loss as people let go of the old ways.
• The Neutral Zone: The in-between phase where people are adjusting to the change but haven’t fully embraced the new way.
• The New Beginning: The final phase where people embrace the new reality and begin to perform at a higher level.

Ultimately, these models offer various perspectives and tools for managing change, allowing organizations to choose the most appropriate approach based on their specific needs and circumstances.

Best Change Management Framework

The following Industry-Proven 7 Best Practices based on the best Change Management framework that can help you get started with your change initiatives:

1. Put A Strategic Vision: 

• Every change management initiative should have clearly defined goals.  
• While SMART goals are not easy to define for change management, companies should strive toward setting up as clear goals as possible based on techniques like the SWOT analysis model. 

2. Put A Planning Vision: 

• When you're planning change management initiatives, consider the culture and risk tolerance of your organization.  
• Do this by talking to people across different functions—such as risk management or compliance—to understand what types of risks the organization faces.  

• You should also check with your company's legal department to get a sense of any regulatory requirements you must adhere to when making changes. 

3. Put A Risk Assessment Phase: 

• Use data-driven risk assessment to continually adapt your change management practices.  
• Tracking metrics can help you identify the types of changes, team members, and services that are least likely to be involved in an incident.  
• This information can be used to match the rigour of your change practices to the appropriate level of risk. 

4. Put An Open Communication Phase: 

• Engage in frequent, open communication: using every communication channel is essential to deliver your message to employees but listening to their concerns is also important.  
• Your vision must be communicated through all possible means to convince people to become willing supporters.  
• Accept honest feedback from employees, especially from those who will be directly affected by the changes.  

5. Put An Empowering Phase: 

Empower your employees in the change process by giving them the freedom to: 

• Make their own decisions 
• Implement new ideas 
• Engage in the process. 

6. Give A Mutual Feedback: 

• Employees should be encouraged to share their knowledge with others. 
• They will learn more about new systems and adapt quickly to changes in the workplace. 

7. Design A Documentation Phase: 

• Good change management requires important documents and information to be easily accessible to employees.  
• This can be achieved by maintaining a central repository for all documents, where anyone can find what they are looking for without difficulty. 

Change Management Plan Template in MS Word

Here is a Change Management Plan Template in MS Word that you can download and edit easily to present your Brand Identity and Team.

What Are the Levels of Change Management?

The field of change management has been divided into three distinct categories. To better implement change management within your organization, it is important to understand these categories and their individual roles as shown below: 

• Individual Change Management

Individual change management requires an understanding of how to motivate individuals to change and how this can be incorporated into day-to-day business operations. And it involves providing support and guidance to employees as they transition into a new role.  

• Organizational Change Management  

Organizational change management is a process for ensuring that change—whether the result of an organizational initiative or part of a broader business environment shift—is implemented smoothly, successfully, and completely. 

To ensure that the solution is incorporated in a lasting way within the organizational change management, it may be used to identify the teams that will be directly affected by the change.  

This may include making the team aware of the change and then training them on the proper way to implement it. 

• Enterprise Change Management  

Enterprise change management is a combination of organizational expertise, business acumen, and technical know-how that allows an organization to adapt to external forces.

An enterprise change program affects all levels of the organization, including its leadership, projects, procedures, roles and responsibilities, processes and systems, and organizational structure.  

It is important for those who are planning an enterprise change program to ensure that all levels of the organization are on board with the changes to be implemented. 

Put A Change Management Plan

A change management plan is a comprehensive document that outlines the strategy and steps necessary to implement a change within an organization. It serves as a roadmap to ensure the change is executed smoothly, with minimal disruption and achieves its intended outcomes. Here’s a more detailed outline of what a typical change management plan includes:

1. Executive Summary

This section provides an overview of the change initiative, including its purpose, scope, and key objectives. It summarizes the reason for the change and the expected benefits for the organization, setting the stage for the detailed plan.

2. Change Objectives

Clearly defines the goals of the change, outlining what the organization aims to achieve. This section should include specific, measurable objectives and how the success of the change will be evaluated.

3. Stakeholder Analysis

Identifies all stakeholders affected by the change, including employees, customers, and partners. This section analyzes their interests, concerns, and the level of impact the change will have on each group, helping to tailor communication and engagement strategies.

4. Communication Plan

Details of how information about the change will be communicated to stakeholders. It includes communication methods (e.g., meetings, emails, newsletters), the frequency of updates, and the key messages that need to be conveyed to ensure transparency and support.

5. Training and Support

Outlines the training and support required to help employees adapt to the change. This includes identifying training needs, developing materials, scheduling sessions, and providing ongoing support to address any issues that arise during the transition.

6. Implementation Plan

Describes the steps involved in executing the change, including a detailed timeline with key milestones and tasks. This section assigns responsibilities to team members and ensures that all necessary resources are allocated for the successful implementation of the change.

7. Risk Management

Identifies potential risks and challenges associated with the change and outlines strategies for mitigating these risks. This includes assessing the likelihood and impact of each risk and developing contingency plans to address potential issues.

8. Monitoring and Evaluation

Establishes how the progress and effectiveness of the change will be monitored and evaluated. This section defines performance metrics, feedback mechanisms, and criteria for assessing whether the change has achieved its intended outcomes.

9. Reinforcement Plan

Focuses on sustaining the change and embedding it into the organization’s culture. This includes strategies for reinforcing new behaviors, recognizing and rewarding successful adoption, and ensuring that the change remains effective over the long term.

Change Management Template

A change management template provides a structured format to document, plan, and execute changes within an organization. It ensures that all aspects of the change are considered and managed systematically.

Below is a basic template you can use for managing change:

1. Change Request Details

Change Request ID: (Unique identifier for the change request)

Request Date: (Date of the request)

Requested By: (Name and position of the person requesting the change)

Change Title: (Brief title describing the change)

Change Description: (Detailed description of the proposed change)

2. Change Objectives

Purpose of Change: (Reason for the change and its intended benefits)

Expected Outcomes: (What the change aims to achieve)

3. Impact Analysis

Affected Areas: (Systems, processes, or departments impacted by the change)

Risk Assessment: (Potential risks and their impact on operations)

Mitigation Strategies: (Plans to address and mitigate identified risks)

4. Approval Process

Approval Required By: (Names and positions of individuals who must approve the change)

Approval Status: (Status of approvals and any conditions attached)

Approval Date: (Date when approval was granted)

5. Implementation Plan

Implementation Date: (Scheduled date for the change)

Implementation Team: (Names and roles of those responsible for executing the change)

Steps to Implement: (Detailed list of actions to be taken)

Resources Required: (Tools, systems, or additional resources needed)

6. Communication Plan

Stakeholders: (List of individuals or groups affected by the change)

Communication Methods: (How and when information will be communicated)

Key Messages: (Main points to be conveyed)

7. Training and Support

Training Requirements: (Details of any training needed for the change)

Support Plan: (How support will be provided during and after implementation)

8. Post-Implementation Review

Review Date: (Date when the review will take place)

Review Criteria: (Metrics and criteria for evaluating the success of the change)

Review Findings: (Summary of findings from the post-implementation review)

9. Documentation and Reporting

Change Documentation: (Records of the change request, approvals, and implementation)

Reporting Requirements: (Details of any reports required for compliance or auditing)

10. Change Closure

Closure Date: (Date when the change is formally closed)

Closure Status: (Confirmation that the change has been completed and integrated)

This template helps ensure that all necessary steps are followed in managing a change, providing a clear structure for documenting and executing change requests while minimizing risks and ensuring alignment with organizational goals.

Change management software

Change management software is a tool designed to facilitate the planning, execution, and monitoring of changes within an organization. It helps manage the entire change management process by automating tasks, improving communication, and ensuring that changes are implemented efficiently and effectively.

Here’s a look at some popular Change Management Software solutions:

1. ServiceNow

A comprehensive IT service management platform that includes robust change management features. It offers workflow automation, impact analysis, and extensive reporting capabilities.

2. Jira Service Management

Part of the Atlassian suite, Jira Service Management provides change management capabilities with customizable workflows, approval processes, and integration with other Atlassian products.

3. BMC Helix ITSM

A cloud-based solution that provides a range of IT service management features, including change management, with capabilities for automating processes, assessing impacts, and tracking changes.

4. Cherwell Service Management

Offers a flexible platform for managing change requests, workflows, and approvals, with a focus on ease of use and customization.

5. Ivanti Service Manager

Provides change management features integrated with IT asset management and service desk functions, enabling streamlined processes and improved visibility.

6. ChangeGear

A change management tool from SunView Software that focuses on automating and optimizing change processes, including impact analysis and post-implementation reviews.

Using change management software helps organizations manage changes systematically, reduce risks, and improve overall efficiency in handling modifications. By automating processes and providing comprehensive tools for tracking and analysis, these solutions support smoother transitions and better outcomes for organizational changes.

Agile Change Management

Agile change management integrates the principles of Agile methodology with traditional change management practices to address changes more flexibly and iteratively.

Agile change management focuses on adaptability, collaboration, and continuous improvement, aligning with the Agile values of responsiveness and customer-centricity.

Key Principles of Agile Change Management include:

1. Iterative Approach

Agile change management embraces iterative cycles, allowing for incremental adjustments and improvements. This approach helps organizations adapt quickly to changing requirements and feedback, ensuring that changes are implemented in manageable stages.

2. Collaboration and Communication

Emphasizes ongoing communication and collaboration among stakeholders, including team members, customers, and executives. Regular feedback loops and collaborative decision-making are essential for aligning change initiatives with organizational goals and stakeholder needs.

3. Flexibility and Adaptability

Agile change management values flexibility, enabling teams to respond to changes in a dynamic environment. Instead of following a rigid plan, Agile practices allow for adjustments based on new insights, emerging requirements, or unexpected challenges.

4. Customer-Centric Focus

Prioritizes the needs and preferences of end-users and stakeholders. By focusing on delivering value to customers, Agile change management ensures that changes are aligned with user needs and contribute to a better overall experience.

5. Continuous Improvement

Encourages a culture of continuous improvement through regular retrospectives and reviews. Teams assess what worked well and what could be improved, applying these insights to enhance future change efforts.

6. Empowered Teams

Supports self-organizing and cross-functional teams that are empowered to make decisions and drive change. This empowerment fosters ownership and accountability, leading to more effective and efficient change management.

Overall, Agile change management enables organizations to handle changes more flexibly and responsively, aligning with Agile principles to deliver value and adapt to evolving needs.

Change Management Certification

Change management certification is designed to equip professionals with the knowledge and skills needed to manage organizational changes effectively. These certifications are valuable for those looking to advance their careers in change management, project management, or organizational development.

Here are some prominent certifications in this field:

1. Certified Change Management Professional (CCMP™)

Offered by the Association of Change Management Professionals (ACMP), the CCMP™ certification is a globally recognized credential that demonstrates expertise in change management practices. It covers the change management process, strategies for leading change, and tools for managing change effectively.

Explore Bakkah's CCMP certification to lead and manage change effectively within your organization.

2. Prosci Change Management Certification

Prosci offers a range of certifications, including the Prosci Change Management Certification, which focuses on the Prosci ADKAR® Model. This certification is well-suited for professionals looking to use Prosci's methodologies and tools to implement and manage change within organizations.

3. Certified Professional in Change Management (CPCM)

Offered by the Change Management Institute, the CPCM certification covers various aspects of change management, including change leadership, stakeholder engagement, and managing change impacts. It is aimed at those with significant experience in change management.

4. Change Management Specialist (CMS)

Provided by the International Association for Six Sigma Certification (IASSC), the CMS certification focuses on change management within the Six Sigma framework. It is ideal for professionals working in process improvement and project management.

5. ITIL® 4 Specialist: Drive Stakeholder Value

Part of the ITIL 4 framework, this certification focuses on managing stakeholder relationships and delivering value through change management. It is suitable for IT professionals involved in IT service management.

Obtaining a change management certification can enhance your ability to manage and lead change effectively, providing you with recognized credentials and valuable skills. Each certification offers different levels of expertise and focus areas, allowing you to choose one that aligns with your career goals and professional needs.

Change Management Books

Reading books on change management can provide valuable insights into effective strategies, methodologies, and real-world applications. Here are some highly regarded books on change management that cover various aspects of the field:

1. "Leading Change" by John P. Kotter

Overview: A seminal work in the field of change management, John Kotter’s book presents an eight-step process for leading successful organizational change. It emphasizes the importance of creating a sense of urgency, building a guiding coalition, and anchoring new approaches in the organization's culture.

Key Takeaways:

• The importance of creating a compelling vision for change.
• Strategies for overcoming resistance and building momentum.
• Practical steps for implementing and sustaining change.

2. Change Management: The People Side of Change" by Jeffrey M. Hiatt

Overview: Hiatt's book focuses on the human elements of change management. It introduces the ADKAR model, which stands for Awareness, Desire, Knowledge, Ability, and Reinforcement, to help individuals and organizations navigate change successfully.

Key Takeaways:

• The importance of addressing individual and organizational resistance.
• Practical tools for implementing the ADKAR model.
• Strategies for effective communication and engagement.

3. Managing at the Speed of Change" by Daryl R. Conner

Overview: This book explores how leaders can manage change in a rapidly evolving environment. Conner provides insights into the psychological aspects of change and offers strategies for leading organizations through transitions effectively.

Key Takeaways:

• Understanding the psychological impact of change on individuals.
• Techniques for leading change in a fast-paced environment.
• Strategies for building resilience and adaptability.

4. "ADKAR: A Model for Change in Business, Government, and Our Community" by Jeffrey M. Hiatt

Overview: This book expands on the ADKAR model introduced in Hiatt's earlier work. It provides a detailed explanation of each component of the model and how it can be applied in various contexts to manage change effectively.

Key Takeaways:

• In-depth exploration of the ADKAR model.
• Practical examples and case studies.
• Tools and techniques for applying the model in different settings.

5. "Switch: How to Change Things When Change Is Hard" by Chip Heath and Dan Heath

Overview: The Heath brothers explore why change is often difficult and offer practical strategies for making change easier. The book focuses on understanding the psychological aspects of change and provides actionable steps for overcoming barriers.

Key Takeaways:

• Insights into the psychology of change.
• Practical strategies for making change stick.
• Techniques for addressing resistance and motivating change.

These books offer a range of perspectives and tools for managing change effectively, whether you are new to the field or looking to deepen your expertise.

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Whether you're interested in the Certified Change Management Professional (CCMP™), Certified Associate in Project Management (CAPM), Project Management Professional (PMP), PMI Agile Certified Practitioner (PMI-ACP®), Management of Risk (MoR) Certification, or PRINCE2 Agile, our programs provide the tools and knowledge you need to succeed.

Gain valuable insights, enhance your skills, and achieve professional certifications that set you apart in the field of change management.

Explore Bakkah's comprehensive change management courses today and take your career to the next level!

Conclusion

Effective change management is crucial for smooth organizational transitions. Understanding various change types and applying structured processes, like Lewin's or Kotter’s models, can enhance change initiatives.

Tools such as change management software and Agile methodologies further support flexibility and efficiency. Ultimately, a well-executed change management plan fosters a resilient organization, capable of thriving amidst evolving challenges and opportunities.