Challenges of Change in Management PDF

CHALLENGES OF CHANGE IN MANAGEMENT GROUP 10 LEARNING OUTCOMES At the end of the lesson, you are expected to:  Discuss change management and its principles  Discuss the challenges of managing change  Discuss Leadership Challenges in Change Management  CHANGE MANAGEME NT  Cha...

CHALLENGES OF CHANGE IN MANAGEMENT GROUP 10 LEARNING OUTCOMES At the end of the lesson, you are expected to:  Discuss change management and its principles  Discuss the challenges of managing change  Discuss Leadership Challenges in Change Management  CHANGE MANAGEME NT  Change Management Change management refers to the approaches, tools, and processes that a business uses to prepare, support, and direct its people to achieve predefined goals of organizational change. It aims to smooth the process of change and even makes it desirable. (ricoh-usa.com, 2021). A change management should be comprehensive, the more detailed it is, the greater your likelihood of success. Principles in Change Management Processes  Identify the change needed and use S.M.A.R.T (Specific, Measurable, Attainable, Realistic, Timely) goal setting to build the business case. Identify the change needed: The first step is to recognize what change is necessary. This might be due to market shifts, organizational growth, technology advancements, or internal in efficiencies. Understanding the reasons for change helps in setting clear objectives. S.M.A.R.T. goals: Use the S.M.A.R.T. framework to create well-defined goals that are: Specific: Clear and concise, leaving no room for confusion. Measurable: With metrics to track progress and success. Attainable: Realistic, ensuring that the goal is achievable. Realistic: Practical considering available resources and constraints. Timely: Defined within a specific timeframe to create urgency and focus. Present the business case and goals to stakeholders. Business case: Once the change and goals are defined, prepare a detailed business case that outlines the reasons for the change, the expected benefits, costs, and risks involved. Engage stakeholders: Present this case to all stakeholders (managers, employees, investors, etc.) to ensure everyone understands the purpose and the objectives of the change. Create a plan for the project. Planning: Develop a comprehensive plan that includes timelines, resources, key milestones, roles, and responsibilities. This plan should clearly map out how the change will be executed. Key considerations: Break down the change process into phases, identify risks, and set contingency measures for any potential issues.  Coordinate Resources and Tools for Implementation and Evaluation Resources: Identify and gather the necessary human resources, technology, and financial backing to ensure the project’s success. Tools: Equip the team with appropriate tools (software, training programs, etc.) to facilitate the change. Evaluation: Build in mechanisms to monitor progress, evaluate the effectiveness of the change, and make adjustments as needed. Regular reviews should be scheduled to assess performance against the S.M.A.R.T. goals.  Open Lines of Communication Throughout the Organization Communication: Consistent and transparent communication is critical. All stakeholders should be regularly informed about the progress, changes in plans, and the roles they play. Feedback loops: Establish channels for feedback, questions, and concerns, ensuring that employees feel involved and can voice their opinions throughout the change process. Manage the Change, Concerns, and Even Resistance that May Occur During the Process Manage resistance: It’s common for people to resist change, so addressing concerns early is key. Understanding why resistance occurs (fear of the unknown, discomfort with new roles, etc.) can help leaders empathize and address these issues effectively. Support structures: Provide support through training, mentoring, or counseling to ease the transition. A change champion within the organization can help drive the initiative and encourage others to embrace the change. Celebrate the Implementation of the Change, as well as the Milestones Achieved Along the Way Recognize and celebrate milestones to maintain momentum and boost morale. Celebrating achievements reinforces the positive impact of the change and keeps the organization motivated. Challenges of Managing Change (and how to deal with them) according to Miller, 2020. 1. Managing multiple teams An effective solution for managing change contains the logic needed to easily assign the right teams to the right change processes at the right time. 2. Differentiating the needs of multiple sites Does your organization operate across multiple sites? This challenge can cause chaos if you are ill-equipped to manage/run your sites separately sometimes, and collaboratively at other times. With the right solution, you can easily identify which sites. are affected by a change and either align them or separate them as needed. 3. Updating appropriate documents to align with changes As we all know, documents are central to one's processes, and it needs to be tightly controlled and appropriately reviewed. Additionally, it needs to assure traceability by incorporating adequate audit trails. A highly-effective change management solution will keep all changes well-documented and transparent, particularly when it comes to documents and the content within. 4. Juggling multiple simultaneous changes The way to overcome the challenge of managing multiple, varying changes, is through harmonized processes. Tracking every controlled change, assessing its impact. and effectively implementing changes consistently, every time, is the answer. 5. Lacking visibility into your change processes Just as dashboards and email alerts help with keeping a processes harmonized and consistent. It can also help solve the dilemma of losing sight of where you are as leader. A well- planned change can take time to roll out throughout an organization, particularly in global environments. That's why it needs to centralized system for viewing open tasks, and which phase your change is in. 6. Reversing a problematic or ineffective change All the planning, prep work, and impact assessments in the world do not guarantee an effective result 100% of the time. Having a contingency plan keeps you prepared for unforeseen events. This can happen when implementing a new system, introducing new software, or simply modifying any of your processes. Hand-in-hand with managing changes, a solution that incorporates roll-back functionality helps you effectively plan, assess, and implement a roll back plan in any situation to reset your quality system or your environment to its prior state. 7. Quickly gaining appropriate approvals There's nothing worse than finishing something and waiting for approval so you. can wrap up your project. This applies to implementing changes. Your organization may require an approval from the process owner and by QA. The right automated system will automatically route your tasks for the appropriate approvals, with rules and actions for overdue tasks and escalations. This helps keep everyone on track. 77 Leadership Challenges in Change Management (Nicholson, 2015) 1. Handle resistance with patience As the leader it will be your job to identify and manage resistance. Encourage vigorous dialog on whatever issues the group is most concerned with. Set fears to rest. Most importantly, provide the more reluctant members of the team with certainty, as confidence is frequently contagious. 2. Manage conflicts Real leadership involves talking to your team and helping each member understand either one another or the difficult part of the change. And when a conflict or issue arises and threatens to disrupt your schedule, you need to step in as quickly as possible. Whether the conflict is with a person or a part of the process, you should be on alert to help find solutions. 3. Deal with setbacks In transition management, upheaval is a normal part of the course of events. Because of this, never presume the steps established for change are foolproof (as any fool will tell you). Keep morale up as you determine whether the setback is a critical failure or something that can be managed or even used to some benefit. This will lighten the effect of a setback-and with morale high, it may even shorten the delay as the team. pitches in to help. 4. Protect your team When you're working with the other departments or teams (such as finance, IT, records management) with the resources or input you'll need, you will meet other personalities... and in the worst cases, other fiefdoms. If there's ever a moment where personalities, pride, uncertainty, or any of a number of unproductive or unprofessional interdepartmental conflicts occur, your team needs to know you're with them. 5. Look ahead Keep your eyes forward. Encourage them to think critically and ask questions as a part of the process. Let them know why you see change as important and why they should trust your judgment, Spotting trouble before it can happen, or at least having a solution prepared in advance, will go a long way toward proving you're the right leader for the job. Thank you!! MEMBERS: