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5 Critical Steps in the Change Management Process

• 19 Mar 2020

Businesses must constantly evolve and adapt to meet a variety of challenges—from changes in technology, to the rise of new competitors, to a shift in laws, regulations, or underlying economic trends. Failure to do so could lead to stagnation or, worse, failure.

Approximately 50 percent of all organizational change initiatives are unsuccessful, highlighting why knowing how to plan for, coordinate, and carry out change is a valuable skill for managers and business leaders alike.

Have you been tasked with managing a significant change initiative for your organization? Would you like to demonstrate that you’re capable of spearheading such an initiative the next time one arises? Here’s an overview of what change management is, the key steps in the process, and actions you can take to develop your managerial skills and become more effective in your role.

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What is Change Management?

Organizational change refers broadly to the actions a business takes to change or adjust a significant component of its organization. This may include company culture, internal processes, underlying technology or infrastructure, corporate hierarchy, or another critical aspect.

Organizational change can be either adaptive or transformational:

• Adaptive changes are small, gradual, iterative changes that an organization undertakes to evolve its products, processes, workflows, and strategies over time. Hiring a new team member to address increased demand or implementing a new work-from-home policy to attract more qualified job applicants are both examples of adaptive changes.
• Transformational changes are larger in scale and scope and often signify a dramatic and, occasionally sudden, departure from the status quo. Launching a new product or business division, or deciding to expand internationally, are examples of transformational change.

Change management is the process of guiding organizational change to fruition, from the earliest stages of conception and preparation, through implementation and, finally, to resolution.

As a leader, it’s essential to understand the change management process to ensure your entire organization can navigate transitions smoothly. Doing so can determine the potential impact of any organizational changes and prepare your teams accordingly. When your team is prepared, you can ensure everyone is on the same page, create a safe environment, and engage the entire team toward a common goal.

Change processes have a set of starting conditions (point A) and a functional endpoint (point B). The process in between is dynamic and unfolds in stages. Here’s a summary of the key steps in the change management process.

Check out our video on the change management process below, and subscribe to our YouTube channel for more explainer content!

5 Steps in the Change Management Process

1. prepare the organization for change.

For an organization to successfully pursue and implement change, it must be prepared both logistically and culturally. Before delving into logistics, cultural preparation must first take place to achieve the best business outcome.

In the preparation phase, the manager is focused on helping employees recognize and understand the need for change. They raise awareness of the various challenges or problems facing the organization that are acting as forces of change and generating dissatisfaction with the status quo. Gaining this initial buy-in from employees who will help implement the change can remove friction and resistance later on.

2. Craft a Vision and Plan for Change

Once the organization is ready to embrace change, managers must develop a thorough, realistic, and strategic plan for bringing it about.

The plan should detail:

• Strategic goals: What goals does this change help the organization work toward?
• Key performance indicators: How will success be measured? What metrics need to be moved? What’s the baseline for how things currently stand?
• Project stakeholders and team: Who will oversee the task of implementing change? Who needs to sign off at each critical stage? Who will be responsible for implementation?
• Project scope: What discrete steps and actions will the project include? What falls outside of the project scope?

While it’s important to have a structured approach, the plan should also account for any unknowns or roadblocks that could arise during the implementation process and would require agility and flexibility to overcome.

3. Implement the Changes

After the plan has been created, all that remains is to follow the steps outlined within it to implement the required change. Whether that involves changes to the company’s structure, strategy, systems, processes, employee behaviors, or other aspects will depend on the specifics of the initiative.

During the implementation process, change managers must be focused on empowering their employees to take the necessary steps to achieve the goals of the initiative and celebrate any short-term wins. They should also do their best to anticipate roadblocks and prevent, remove, or mitigate them once identified. Repeated communication of the organization’s vision is critical throughout the implementation process to remind team members why change is being pursued.

4. Embed Changes Within Company Culture and Practices

Once the change initiative has been completed, change managers must prevent a reversion to the prior state or status quo. This is particularly important for organizational change related to business processes such as workflows, culture, and strategy formulation. Without an adequate plan, employees may backslide into the “old way” of doing things, particularly during the transitory period.

By embedding changes within the company’s culture and practices, it becomes more difficult for backsliding to occur. New organizational structures, controls, and reward systems should all be considered as tools to help change stick.

5. Review Progress and Analyze Results

Just because a change initiative is complete doesn’t mean it was successful. Conducting analysis and review, or a “project post mortem,” can help business leaders understand whether a change initiative was a success, failure, or mixed result. It can also offer valuable insights and lessons that can be leveraged in future change efforts.

Ask yourself questions like: Were project goals met? If yes, can this success be replicated elsewhere? If not, what went wrong?

The Key to Successful Change for Managers

While no two change initiatives are the same, they typically follow a similar process. To effectively manage change, managers and business leaders must thoroughly understand the steps involved.

Some other tips for managing organizational change include asking yourself questions like:

• Do you understand the forces making change necessary? Without this understanding, it can be difficult to effectively address the underlying causes that have necessitated change, hampering your ability to succeed.
• Do you have a plan? Without a detailed plan and defined strategy, it can be difficult to usher a change initiative through to completion.
• How will you communicate? Successful change management requires effective communication with both your team members and key stakeholders. Designing a communication strategy that acknowledges this reality is critical.
• Have you identified potential roadblocks? While it’s impossible to predict everything that might potentially go wrong with a project, taking the time to anticipate potential barriers and devise mitigation strategies before you get started is generally a good idea.

How to Lead Change Management Successfully

If you’ve been asked to lead a change initiative within your organization, or you’d like to position yourself to oversee such projects in the future, it’s critical to begin laying the groundwork for success by developing the skills that can equip you to do the job.

Completing an online management course can be an effective way of developing those skills and lead to several other benefits . When evaluating your options for training, seek a program that aligns with your personal and professional goals; for example, one that emphasizes organizational change.

Do you want to become a more effective leader and manager? Explore Leadership Principles , Management Essentials , and Organizational Leadership —three of our online leadership and management courses —to learn how you can take charge of your professional development and accelerate your career. Not sure which course is the right fit? Download our free flowchart .

This post was updated on August 8, 2023. It was originally published on March 19, 2020.

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How to Make a Change Management Plan (Templates Included)

A change management plan is a critical part of any project plan can be the difference between project success and failure. Let’s break down how to create one so you can better manage project change, no matter where it shows up in your project life cycle.

What Is a Change Management Plan?

A change management plan is a process that implements a change or changes in a project or across an organization. You can think of a change management plan as a roadmap that shows all the steps you need to take from identifying the change to realizing it. This plan not only sets the course by which you can execute the change, but asks how it will impact the project or organization, how workflows will be affected and whether it will alter your relationship with your customers or teams.

Manage Change, Reap the Benefits

By using an effective change management plan you’re able to manage the process and thereby be more productive in its execution. It helps you control the budget, schedule , scope and resources. It even impacts your communication process. In fact, the change management plan is systemic, touching on all aspects of project management. When done correctly, it will minimize the impact to your project or organization.

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Change Log Template

Use this free Change Log Template for Excel to manage your projects better.

Elements of a Change Management Plan

Define the following elements below to create an effective change management plan for your project.

• Change Management Roles:  First, who is going to be doing what in your change management plan? Who has the authority to submit a change request, who reviews them and who authorizes them? You’ll need to define roles and responsibilities for effective change control
• Change Control Board:  Staff your change control board with people who will receive the change requests and have the authority to approve or veto them.
• Develop a Process: You need a process in order to effectively submit, evaluate, authorize and manage and control the change requests. Without a process, change management is unmanageable.
• Change Request Form: You can’t have a process, however, if you don’t first create a change request form to capture the data. It’s important that the information you collect is consistent throughout the project.
• Change Log: Basically, this is a place to collect, and then track all the change orders . Without a central location where changes can be identified, requests approved and assignments documented, there’s no way to know if there’s been any progress.
• Use a Tool: A project planning software  can help you keep track of changes through every phase of the project until it’s finally resolved.

Project management software can help you execute your plan. ProjectManager has an award-winning Gantt chart that can be used to create your change management plan: organize tasks, link dependencies, set milestones and even filter for the critical path. The plan can be shared with your team, who can use our multiple project views to collaborate better. You won’t find an easier-to-use or more powerful change management software. Get started with ProjectManager today for free!

How to Make a Change Management Plan

Jennifer Bridges, PMP, breaks down how to create a change management plan in the following video. She explains how change is measured against the project baseline , which is the detailed description of the time, cost, scope and quality of the project that you have determined when planning. Therefore, a change management plan is going to take that baseline and ask how, what, when where, why and how to figure out change and how to manage it.

After you watch the video, be sure to try some of our free templates below to help you manage change and your project.

Pro-Tip: There are different types of change management, and the best way to get a holistic understanding of it is through the triple constraint. There are processes established to help with the change management process , and it’s crucial to know them. Also, keep in mind that change management procedures vary depending on the industry you’re in. For example, change order forms are used primarily in construction to change the scope of projects.

Take it Further: Sometimes, when tough changes happen in the midst of execution, technical debt can be accrued. Learn all about it and how to minimize it.

Our free change log template for Excel is part of any thorough change management plan.  It is the next step once a change has been proposed and authorized by the project manager. This free template has space to write the change request type, the date it was identified, a brief description, the priority and its status.

More Change Management Plan Templates

Change management can be planned, executed and monitored best with project management software , but if you’re not using that tool then you can still get by with templates. ProjectManager has dozens of free templates on its site, which touch on every aspect of a project, including the change management plan. Below are three free templates to get you started.

Change Request Form Template

Before a change can be approved, stakeholders or project team members should use a change request form to suggest changing the project scope or project plan. If their request is feasible, it can be approved and turned into a change order.

Change Order Form Template

Our free change order form template for Excel is just the tool to streamline the change approval process. It helps you understand the change, from the opportunity it offers and the reason for the change to how long it’ll take, who requested it and who will authorize or deny it.

Action Plan Template

Get that change management plan executed properly with our free action plan template for Excel. This is where you can organize all the tasks that are necessary to implement the change. You can note which action steps occur during which phase in the project and then assign them to your team. They’ll see the start date and due date as well as the planned hours you expect for the duration of each task. There’s even room for resources and costs related to the work.

Go Beyond Change Management Templates with ProjectManager

ProjectManager is cloud-based work and project management software that connects hybrid teams to help implement change across an organization or project. Real-time data makes it collaborative to the core and multiple project views mean anyone in any department, no matter how, when or where they work can use it the way they want, whether in a task list, Gantt or kanban board.

You’ve seen how a Gantt chart can organize the change management plan but when that plan is assigned to teams that maybe work in a more agile environment, then they need a different tool. Kanban boards visualize workflow and workflows can be customized to automate task approvals, for example. Managers have control and transparency, while team members can manage their backlog and collaborate when planning sprints.

Track Change on the Dashboard

Monitoring change is how you make sure your actual progress is aligned with your change management plan. Our real-time dashboard gets live data and crunches the numbers to display metrics on time, cost and more in easy-to-read graphs and charts. It’s a status report whenever you need one so you can catch issues and resolve them before they cause problems.

ProjectManager is award-winning work and project management software that connects hybrid teams for greater productivity. Manage change without impacting your schedule or budget. Get started with ProjectManager for free today!

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Expert Guide to Writing an Effective Change Management Plan

By Diana Ramos | December 22, 2016 (updated July 24, 2023)

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The one thing a business can almost certainly expect is change. A lot of it. Most organizational change happens for one of two reasons: unexpected circumstances or intentional actions implemented to facilitate organizational growth or progress. Whether the change is due to a market influence, a reduction in budget, resource constraints, or expansion, it’s a safe bet that organizational change will affect your business on a fairly regular basis. 

Change management has evolved from simply something that happens in organizations to an entire discipline. This comprehensive guide provides information on how creating a change management plan can help your organization prepare and handle forecasted and unforeseen changes. We’ll also provide direction on writing effective change management plans for managing organizational change, along with best practices and tips from experts in the field. 

Understanding the Change Management Process

Many change management theories, models, and frameworks have been developed based on research and experience. One of these theories is Kotter’s 8-step Change Management Process. World-renowned change expert, John Kotter, outlined this 8-step process for change: create urgency, form a powerful coalition, create a vision for change, communicate the vision, remove obstacles, create short term wins, build on the change, and anchor the change into corporate culture. 

These models or frameworks act as a guide to managing change both personally and within an organization. Most of these models include a supporting process or sequence of steps to move a change from initiation to completion. Within the sequence of steps, there is typically a ‘Planning’ stage where teams create a change management plan to help manage the project tasks and activities. 

Addam Marcotte, Vice President of Organization Development for FMG Leading says, “The one constant in life is change. This is especially true in the business environment with eternally changing conditions. As the world becomes more interconnected, interdependent, and complex, seemingly trivial variables can have profound impact on global markets. Studies have shown that agile organizations, those that can adapt to change rapidly, are more likely to succeed — therefore having competency in organizational change can no longer be a reactionary one-time solution, but is a vital element of organizational strategy. Organizational Change Management is a systematic approach to leading large scale change, from process and org structure to culture and human capital.”

What is a Change Management Plan and Why Do You Need One?

A change management plan helps manage the change process, and also ensures control in budget, schedule, scope, communication, and resources. The change management plan will minimize the impact a change can have on the business, employees, customers, and other important stakeholders.

Marcotte believes that, “Effective organizations are able to handle varying degrees of complex change and quickly pivot and navigate the changing landscape. Deep emergent change can be extremely disruptive and unsettling, whereas intentional incremental change may feel like minor efficiency improvements and largely go unnoticed. All forms and degrees of organizational change need someone leading the journey and continually communicating with employees. It is important to have a comprehensive and integrated change management plan to help clearly articulate organizational strategy, helping people understand ‘why’ the change is critical and what the future state will look and feel like.”

According to Amy Kauffman , Founder of Strategic Moxie, “You need a change management plan because strategy and processes are always perfect in their conception, but as time goes on these elements of business become living, breathing, and changing entities. Change management plans help you remain agile, adapt to challenges along the way, monitor success metrics, and track milestones.”

How to Write a Change Management Plan

There are several steps involved in writing a change management plan. You can get started by using a change management template. We’ve outlined them here and provided some best practices recommended by experts in the field:

1. Demonstrate the reasons for the change.

Kevin Lonergan of PMIS Consulting Limited explains that, “One should never assume that people know why change is needed. Even the blindingly obvious is never obvious to all. Make sure that the reasons for the change effort are clearly defined.” When your stakeholders have a clear understanding of why the change is needed and how it will improve business or the way they work, they are more likely to support rather than resist the change.

2. Determine the scope. The next step in writing the change management plan is determining who the change will affect. Also determine what the change will impact, including policies, processes, job roles, and organizational structure.

3. Identify stakeholders and the change management team. Marcotte explains that the “best practices in change management often include a task force or team who ‘owns’ the organizational change and is empowered to execute it. The composition of this team is extremely important and it must be led by a credible leader.” The change management team interacts with stakeholders, addresses concerns, and oversees a smooth change transition. Roles within the team require clear definition, including outlining each member’s responsibilities. A Change Advisory Board (CAB) may also be established to oversee changes, offering change approvals and guidance. 

4. Clarify the expected benefits. These benefits should be clearly delineated so that everyone involved understands the advantages of proceeding with the change. 

5. Milestones as well as costs must also be clearly outlined. Marcotte explains the importance of clear milestones: “Research shows 70% of changes fail because people believe that results relative to the effort aren’t worth it, or aren’t working. Establishing well-communicated and achievable milestones are vital to the success of any change plan. These milestones become symbols to employees that the plan is working, progress is happening, the direction is still right, and the effort is worth it.”

6. Create a change management communication plan.

Susanne Powelson , Vice President of Lovell Communications, Inc., explains the value and importance of clear, consistent communications as part of the change management plan. “The right strategic communications can help maintain employee focus and foster trust – even in the most uncertain times. Build trust among your employees by being visible and accessible. Strive to set a positive tone for the organization and resist the urge to let problems or shortfalls dominate all of your communications. Instead, focus on helping employees across the organization understand the benefits of the change. Create opportunities for employees to ask questions and let them know what information you can share, what information you can’t share and when they can expect further updates,” she says.

‌ Download Stakeholder Communication Plan - Microsoft Word

There are three basic elements to communications in the context of change management. 

• Identify the stakeholders and those impacted by the change. 
• Next, schedule regular face to face interactions and email communications to keep stakeholders updated on progress. 
• Finally, communications should be consistent, thorough, and regular. Communications should also clearly explain the change, define the reasons for change, present the benefits of the change, and always include change owner’s contact information.

Below you will find a sample of how Bob Kermanshahi, Head of Strategy at Siemens Real Estate for the Americas, (part of Siemens, a conglomerate with $20 billion in annual revenues from the Americas,) manages business transformation utilizing a formal change management plan. 

Siemens Case Study

Change Management Processes and Systems

Change management processes and systems pave the way for successful change management. It is essential to be able to submit a change request, track, schedule, and manage that request through delivery. Along the way, you must also monitor roadblocks, milestones, and resistance. A change management system will allow a single storage location for all data association with organizational changes, standardization of procedures, analysis of trends and activity, and easy access from anywhere at any time. 

Look for a system that offers the following functionality:

• Configurable change request forms
• Change approvals
• Change monitoring
• Updating change
• Change assignment to individuals, teams, and/or Change Advisory or Change Control Board
• Ability to classify as a change and reclassify as a defect if necessary
• Schedule of changes (Forward Schedule of Change)
• Configurable change management processes
• Role assignment
• Change log for historical tracking
• Budgeting and cost controls
• Ability to break work down into tasks

Resistance Management Plan

How you manage resistance is a critical element when managing change. After identifying the stakeholders, a project manager should examine how they will each be affected by the change. According to Lonergan, “It’s not only important to identify stakeholders, but also predict how they will respond to the change. Often stakeholders will respond by resisting change, so creating a resistance management plan is important.”

Currently, there is an extremely busy industry focused on creating and studying change management models, frameworks, processes, plans, and tools - not to mention professional trainings and certifications that span industry verticals. Since change is a necessary element of organizational growth, this industry will continue to prosper.   

Planning for Change in Healthcare Organizations

Planning for change in an organization is a necessary, yet often challenging aspect of business planning. In healthcare-oriented businesses in particular, change management is even more essential, as there are many more variables to keep in mind, like patient confidentiality, secure data storage, credentialing processes, and more.

Change management plans help to determine how changes will affect an organization, the scope of the change, and how change will be communicated to the rest of the organization. In healthcare organizations, this process needs to be transparent, quick, and updated regularly to maintain optimal patient care, while keeping providers and insurance companies on the same page. To plan for change in your healthcare business and ensure your organization remains efficient while keeping all information and data protected, you need a powerful, real-time, and secure tool.  

Smartsheet is a work execution platform that enables healthcare companies to improve work efficiency, scale repetitive processes, and securely store and share protected health information. Streamline documentation, improve communication of changes both internally and externally, and modify healthcare processes for the better, while also maintaining top-level data security compliant with HIPAA’s regulatory requirements. Track the progress of changes in individual processes with all-up reports and centralized dashboards.

Interested in learning more about how Smartsheet can help you maximize your efforts? Discover  Smartsheet for Healthcare .

Smartsheet: The Ultimate Tool for Creating a Change Management Plan

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The Smartsheet platform makes it easy to plan, capture, manage, and report on work from anywhere, helping your team be more effective and get more done. Report on key metrics and get real-time visibility into work as it happens with roll-up reports, dashboards, and automated workflows built to keep your team connected and informed. 

When teams have clarity into the work getting done, there’s no telling how much more they can accomplish in the same amount of time.  Try Smartsheet for free, today.

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Change Management Assignment On Organizational Challenges

The primary aim of this article discussed in change management assignment is to explore the case studies where managerial communication skills have helped in successfully managing the change initiatives.

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Employee well-being is generally captured by assessments of mental health, work satisfaction and level of affect, reflecting a Hedonistic approach to understanding Subjective Well-Being (SWB). In contrast, from their own gerontological research, Ryff (1989) and Ryff & Keyes (1995) proposed a Eudaimonic model of Psychological Well-Being (PWB) consisting of 6 dimensions: autonomy, environmental mastery, personal growth, positive relations with others, purpose in life, and self-acceptance.

Catherine Bailey , Luke Fletcher , Dilys Robinson

BACKGROUND: Recent studies have suggested engagement is linked with beneficial outcomes for individuals and organisations. Despite growing demand for resources and advice on engagement within the NHS, there has been no systematic evaluation of how engagement strategies can be developed and operationalised within the NHS. OBJECTIVES AND RESEARCH QUESTIONS: To evaluate evidence and theories of employee engagement within the NHS and the general workforce to inform policy and practice. Four research questions focused on definitions and models of engagement; the evidence of links between engagement and staff morale and performance; approaches and interventions that have the greatest potential to create and embed high levels of engagement within the NHS; and the most useful tools and resources for NHS managers in order to improve engagement. REVIEW METHODS: Evidence was evaluated using a narrative synthesis approach involving a structured search of relevant academic databases and grey literature. The search yielded a final data set of 217 items, comprising 172 empirical papers, 38 theoretical articles, four meta-analyses and three books. From the grey literature, only 14 items were used in the analysis. MAIN FINDINGS: There is no one agreed definition or measure of engagement. Existing approaches were grouped under three headings: a psychological state; a composite attitudinal and behavioural construct; and employment relations practice. Most fell under the first category, with the Utrecht Work Engagement Scale being the most prevalent. Most theorising around engagement used the job demands–resources framework. Thirty-five studies considered engagement and morale, and the most consistent finding was a positive link between engagement and life satisfaction, and a negative link between engagement and burnout. Some studies suggested that engagement was positively associated with organisational commitment and job satisfaction and negatively linked to turnover intentions. Of 42 studies that looked at performance and engagement, the strongest support was found for a link between engagement and individual in-role performance and a negative link between engagement and counterproductive performance outcomes. A link between engagement and higher-level performance outcomes was also found. Of 155 studies that explored approaches and interventions that promote engagement, the strongest support was found for the following: positive psychological states including resilience; job-related resources and job design features; positive leadership; perceived organisational support; team-level engagement; training and development. Only a small proportion of studies were based in health-care settings, making the application of evidence to wider contexts limited. Studies identified in the grey literature suggested that the focus of practitioner material was more on wider managerial issues than on psychological factors. CONCLUSIONS: The synthesis highlights the complex nature of the engagement evidence base. The quality of evidence was mixed. Most studies were cross-sectional, self-report surveys, although the minority of studies that used more complex methods such as longitudinal study designs or multiple respondents were able to lend more weight to inferences of causality. The evidence from the health-care sector was relatively sparse. Only a few studies used complex methods and just two had taken place in the UK. The evidence synthesis suggests that employers might consider several factors in efforts to raise levels of engagement including development and coaching to raise levels of employee resilience, the provision of adequate job resources, and fostering positive and supportive leadership styles. FUNDING: This project was funded by the National Institute for Health Research (NIHR) Health Services and Delivery Research (HSDR) programme. Copyright © Queen’s Printer and Controller of HMSO 2015. This work was produced by Bailey et al. under the terms of a commissioning contract issued by the Secretary of State for Health. This issue may be freely reproduced for the purposes of private research and study and extracts (or indeed, the full report) may be included in professional journals provided that suitable acknowledgement is made and the reproduction is not associated with any form of advertising. Applications for commercial reproduction should be addressed to: NIHR Journals Library, National Institute for Health Research, Evaluation, Trials and Studies Coordinating Centre, Alpha House, University of Southampton Science Park, Southampton SO16 7NS, UK.

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