Understanding the Change Management Process: Models, Tools, and Plan Explained

One thing is guaranteed in every organization—change. The best you can do is learn how to navigate change effectively, ensuring a smooth transition with little to no resistance. This is what the Change Management Process entails.

In this blog, we have discussed the process of organizational change management and explored different models, tools, and planning techniques for successfully implementing change.

Let’s delve into it.

TL;DR – Learning the Change Management Process Flow

Running late? Here is a quick summary of the change management models we have discussed in this piece:

• ASPIRES change management model
• ADKAR change management model
• Lewin’s change management model
• Kotter’s change management model
• Kubler-Ross change management model
• Satir change management model
• Nudge theory of change management
• McKinsey’s 7-S change management model

We have discussed each model in detail below. Read on for the full details.

Our Tandem Coaching experts offer executive coaching solutions that can guide you through the change management process seamlessly. Contact us today to get started.

What is Change Management?

Change management is a systematic approach to handling the transition of an organization’s goals from the present state to the intended state.

The final goal of change management is to ensure that changes are executed seamlessly with minimal resistance. This process entails various activities aimed at successfully preparing and guiding leaders and employees through various types of organizational change.

Change management encompasses three major elements:

• Planning: This is where the strategy for change is developed.
• Execution: Here, the change is implemented in alignment with the organization’s goals.
• Sustenance: Finally, the new change is instilled in the organization’s culture and processes to make it permanent.

Change Management Examples

Let us look at some real-world applications of change management for a clearer understanding:

LEGO’s Comeback from Financial Ruin

In early 2000, LEGO over-diversified into non-core products, which led to a major financial hemorrhage. In 2003, they were losing over $1M daily. 

They quickly implemented change management by returning to their core products and reducing the number of manufactured pieces. This smart move stabilized the company, and it regained the top position in no time.

McDonald’s Velocity Growth Plan

After struggling with changing consumer preferences threatening McDonald’s existence, they implemented change management by launching their Velocity Growth Plan. 

This plan aimed to modernize operations, instantly improving customer satisfaction and sustaining the company.

Importance of Change Management Process

Here are some benefits of the change management process:

• Facilitates a smooth transition: Change management helps organizations move from one point to another with minimal disruptions. This systematic approach helps employees better understand their roles and responsibilities.
• Enhances employee engagement and involvement: The change management process helps executives solve one of the critical challenges of leadership—poor communication. Change management encourages two-way communication, allowing employees to also voice their concerns and feedback. When employees feel heard, they are motivated to engage in a change movement, resulting in higher productivity.
• Aligns changes with organizational goals: When done effectively, change management ensures that new initiatives align with the organization’s overall goals, leading to actualizations.
• Reduced costs: Change management smoothes transitions and contains fewer disruptions, preventing the losses that come with failures during transitions.
  

Change Management Models and Frameworks

Here are some of the top change management models and frameworks in use:

ASPIRES Change Management Model

Tandem Coaching’s ASPIRES model utilizes a holistic approach to change and improvement, making it highly effective for personal and professional development. 

ASPIRES is short for:

• Awareness:  Assess your current situation to uncover key strengths and challenges, setting a solid foundation for growth.
• Strategy: Strategize a clear path forward, utilizing our expertise to align with your ambitions.
• Plan: Plan your next steps under our guidance, ensuring a structured approach to your objectives.
• Implement: Inspire and implement innovative solutions to challenges that are holding you back from achieving the success you desire.
• Reflect: Reflect on progress and lessons learned, leveraging our insights to sharpen your strategies.
• Enhance: Evolve through continuous adaptation and learning, fostered by our commitment to your development.
• Sustain: Sustain progress by measuring what matters most and monitor consistently to identify new challenges areas or improvement opportunities that arise.

ADKAR Change Management Model

This method focuses on guiding individuals through the change process by addressing their specific needs. ADKAR is an acronym for:

• Awareness: Make everyone understand the need for change
• Desire: Plant a need for change in the hearts of everyone involved to gather support
• Knowledge: Teach each person how to accomplish their part of the process
• Ability: Train everyone involved to have the competence required to perform their roles
• Reinforcement: Ensure that the changes are instilled permanently over time

Lewin’s Change Management Model

Lewin divides the model into three distinct stages:

• Unfreeze: Here, individuals are prepared for change. The current mode of operation is discussed, and awareness about the need for change is created.
• Change: This is where the change is implemented.
• Refreeze: This solidifies the changes made, ensuring that people do not fall back to the past methods.

Kotter’s Change Management Model

John Kotter’s 8-step change model focuses on the people involved in the change process. It involves:

1. Creating a sense of urgency
2. Forming a coalition of influential leaders to drive the change
3. Defining your strategic vision and strategy
4. Sharing the vision widely
5. Identifying and eliminating obstacles to change
6. Creating short-term successes to build momentum
7. Using short-term wins to drive further changes
8. Integrating new changes into the culture of the organization

Kübler-Ross Change Management Framework

This model, also called the five stages of grief, describes the experience of dealing with loss. Understanding it will help you better address the employees’ responses to the changes.

• Denial: An initial refusal to believe the situation
• Anger: When an unwanted change is introduced, frustration naturally sets in
• Bargaining: Employees might attempt to strike a deal to avoid accepting the change entirely
• Depression: A sense of loss as hopelessness sets in
• Acceptance: Embracing the change and progressing eventually

This model is used to help leaders understand the employees and support them during a transition phase.

Satir Change Management Model

This model was created based on how families experience change. It is built around the principle of improvement and its possibilities despite the situation.

Here are the five stages of the Satir Change Management model:

• Late status quo: This is the initial stage where individuals are comfortable with the existing processes.
• Resistance: When change is introduced, resistance is naturally felt. Individuals would prefer to stick with known methods.
• Chaos: As the change implementation begins, confusion and turbulence are felt as people struggle to adapt to the new.
• Integration: This is where individuals begin to accept the change, and productivity begins to increase.
• New status quo: Finally, employees adapt to new processes, and the changes become the norm.

Nudge Theory of Change Management

The Nudge theory explores how minor changes in the individual’s mindset can naturally influence their behaviors and decisions.

Here are the processes involved in this model:

• Think about the change you want to make from the employees’ point of view.
• Present the change in a way that is beneficial to them.
• Use a suggestive approach instead of an order.
• Be open to listening to the employees’ feedback throughout the process.

McKinsey’s 7-S Change Management Model

This model of change highlights seven key elements that must be aligned for effective change to occur in an organization. 

The 7-s include:

• Strategy: This outlines an organization’s plan of action to achieve its goals. A well-defined strategy provides direction, helping to navigate the change process seamlessly.
• Structure: This is the organization’s hierarchy. It describes how roles and responsibilities are dispersed and how communication flows in accordance with authority.  The structure affects how teams interact with each other to convey messages during a change. 
• Systems: These are the processes and tools used for daily operations. Efficient systems ensure smooth workflow and minimize disruptions.
• Shared values: These are the core beliefs and propositions that the organization centers around. Shared values must be communicated effectively to foster a supportive culture for change.
• Skills: This refers to the competencies of the organization’s workforce. Organizations should regularly assess skills to keep everyone aligned with the changed goals. 
• Style: This encompasses the leadership style and management approach. It discusses the interaction between employees and leaders. This can determine how the change is received by employees. 
• Staff: This refers to the organization’s human resources. It focuses on ensuring that the right people are placed strategically to implement changes seamlessly.

How to Build an Effective Change Management Plan

Building an effective change management plan means not using a one-size-fits-all approach. Each change presents a unique challenge and requires a unique implementation approach.

In general, this proven structure will guide your plan:

1. Define the Change Management Goals

Begin by clearly establishing the goals. Identify the problem that the change will solve and outline the desired outcomes. 

Define specific and measurable goals to ease tracking and actualization.

2. Build Your Change Team

The most important factor in a change process is the individuals involved, so the best thing to do is build a strong team. 

This team should be diverse and include leaders from various departments in the organization. 

3. Develop a Change Management Plan

Now that you have your goal and a team, you need a plan. Your plan should include:

• A task list: This is a checklist of actionable tasks to be completed.
• Timelines: Assign deadlines to each phase of the change.
• Resources: What are the tools and personnel required to implement this plan?
• Roles and responsibilities: Clarify the roles and responsibilities and assign them accordingly.

4. Create a Communication Strategy

A clear communication strategy will ensure everyone is always in the know throughout the change process. Here are a few tips for communicating clearly:

• Have a clear communication channel.
• Give regular updates on the progress level.
• Create opportunities for feedback to address concerns.
• Create a timeline for the frequency of communication.
• Ensure all stakeholders, including employees and customers, know about the project timeline and objectives.

The best time to stand firm as an executive is during a transition like this. Our coaches at Tandem Coaching can help you maximize your leadership development for better results. Contact us today.

Change Management Best Practices

Here are some tips that can make your change management process smoother:

• Be honest and transparent with your team throughout the process.
• Apply the most suitable structured model for your change process.
• Provide training and support.
• Celebrate short-term wins while working toward long-term wins.
• Give recognition and awards to deserving employees. According to a study, 69% of employees would work harder if they felt appreciated for their efforts.
• Document information and make it readily available.
• Anticipate resistance and address it smartly.

Frequently Asked Questions (FAQs)

Got some questions? Here are the answers to some FAQs about the change management process:

What Change Management Techniques Are Most Effective in Engaging Employees?

These two change management techniques engage employees the most:

1. ADKAR model
2. Tandem’s ASPIRES model 

How Can I Measure the Effectiveness of Change Management Techniques?

Here is a structured mode of measurement:

• Define objectives and KPIs.
• Conduct surveys and gather feedback from stakeholders and employees.
• Measure the success and completion of short-term goals.
• Monitor long-term impact.
• Use quantitative metrics (like revenue growth, cost savings, or return on investment) to evaluate the change initiative’s tangible outcomes.

How Does Change Management Theory Apply in Real-world Scenarios?

The eight change management theories provide structured frameworks and methodologies that organizations can apply during transitions.

For instance, McDonald’s utilized McKinsey’s 7-S Model to adapt to changing market conditions and save its business model during a critical attack.

What Are the Costs Associated with Implementing Change Management Strategies?

Implementing change management strategies often incurs both primary and secondary costs.

Primary costs may include:

• Time
• Travel costs
• Communication
• Training and support
• Change management resources

Secondary costs may include:

• Reinforcement and recognition costs
• Consultant fees
• Miscellaneous
• Events costs

Conclusion – Change Management Strategy

Navigating organizational change is essential. By leveraging the available change management strategies, you can effectively guide your team through transitions and ensure that you are aligned for success.

There is no better time to stand firm as a leader than during a change process. Our Tandem coaching experts offer executive coaching solutions that can strengthen your influence during these transitions.

Book a free consultation with us today, and let’s discuss how we can help you with your change management process.