Change Management in Projects: Project Management’s Stray Dog

By guest contributor, Kelly Schactler / Project Management Rebooted

In the chaotic world of project management, changes and the downstream impacts caused by those changes are inevitable. Whether it’s a change in the way stakeholders work, new features and upgrades to the customer experience, or scaling processes up or down, changes coming directly from project deliverables can and will significantly impact project outcomes.

And yet, Change Management planning in projects is often treated as the bothersome stray dog hanging out on the back porch, begging to be let in while the organization or organization leaders are often too busy to notice, occasionally giving it a nod and wink, and more often than not, skipping it completely.

Neglecting to offer or even evaluate the need for change management support is a missed opportunity; an opportunity to create a rich environment to foster stakeholder/customer engagement, adoption, and use; which are hands-down the foundation of a successful project implementation.

So, let’s take a few minutes to welcome the stray dog into the kitchen and unpack the benefits that a little lite change management can add to your project success.

Understanding Change Management

Let’s start by defining what exactly Change management is. According to PROSCI, a leader in the change management training sector, change management is the discipline that guides how we prepare, equip, and support individuals, teams, customers, and the organization as a whole to successfully adopt new ways of working through change in order to drive organizational success and outcomes. Specifically, how we apply structured processes and tools for leading the people side of change to achieve a desired outcome. Ideally, this is an integrated effort as a part of the project manager’s project planning process if no separate Change Management role exists.

Why Change Management Matters

1. Minimizes Resistance and Builds Acceptance

   One of the primary reasons for implementing change management is to enhance the probability that stakeholders will engage and adopt the new or updated way of working; in other words, reduce resistance from stakeholders.

   Resistance to change is a natural human reaction, but it can severely impede adoption and usage, which could render your tool, process, or service almost useless and increase the costs of rework, redesign, and retraining. By employing change management strategies, project managers can build acceptance and buy-in from all stakeholders, ensuring a smoother transition. Effective communication, involving stakeholders in the change process, and addressing their concerns can help mitigate resistance.

2. Improves Project Outcomes
   Successful change management enhances the likelihood of achieving project goals and objectives, project timelines, and budgets. By proactively managing change, project managers can ensure that the project stakeholders adapt to new conditions and requirements without losing sight of the original project. This adaptability can lead to better project outcomes, higher customer satisfaction, and improved return on investment.

3. Reduces Risk and Uncertainty
   Change inherently involves uncertainty and risk. Without proper management, these risks can escalate, leading to project failures. Change management helps identify potential risks associated with changes and develops mitigation strategies to address them. By proactively managing these risks, project managers can reduce the likelihood of negative outcomes and ensure the project’s success.

Key Elements of Effective Change Management

To implement effective change management in projects, there are several key elements that need to be in place:

1. Leadership and Sponsorship
   Strong leadership is crucial for driving change. Project managers must have support from top management and key stakeholders to champion the change process. Without this element, change management activities will not have traction: engaged, effective leaders provide direction, allocate resources, and motivate teams to embrace change.
   
   
2. Clear Vision and Objectives
   A clear vision and well-defined objectives are essential for successful change management. In the absence of these pieces, stakeholders will not be aligned or understand the common goal, often leading to ambiguity and lack of engagement. Project Managers can help create shared understanding and alignment around a common goal with transparent, frequent communication around the purpose and benefits of the changes to all stakeholders.
   
   
3. Comprehensive Communication Plan
   Undoubtedly, well-planned and clear communication is the backbone of change management. Tying in with key #2 above, a comprehensive communication plan should outline how information about the change will be disseminated, who will be responsible for communicating, and the channels that will be used. Regular updates and feedback loops are crucial for keeping everyone informed and engaged.
   
   
4. Stakeholder Engagement
   Engaging stakeholders throughout the change process is vital for gaining their support and minimizing resistance. Project managers should involve stakeholders in decision-making, address their concerns, and seek their input. This collaborative approach fosters a sense of ownership and commitment to the changes necessary for adoption and consistent usage.
   
   
5. Training and Support
   Change often requires new skills and behaviors. Providing training and support to team members ensures they have the necessary knowledge and tools to adapt to the change. Continuous support and coaching help reinforce new ways of working and sustain the change over time.
   
   
6. Monitoring and Evaluation
   Regular monitoring and evaluation of the change process are essential for ensuring its success. Project managers should establish metrics to measure progress, identify any issues or obstacles, and make necessary adjustments. As Einstein famously said, “Insanity is doing the same thing over and over and expecting a different result.” An iterative approach to monitoring and evaluation ensures that the change management goals and activities stay on track and the desired outcomes are realized.
   
   

If you want to help your stakeholders navigate the complexities of change, minimize resistance to engagement and adoption, and ensure your projects deliver the desired outcomes, putting focused thought and energy behind a structured Change Management approach is critical.

By inviting and prioritizing Change Management from the back porch into the kitchen, project managers can enhance communication, collaboration, and risk mitigation, ultimately leading to successful project completion and long-term organizational success.