Effective Ways to Manage Change in Your Organization

Executives have to rethink business strategies in order to keep up with corporate takeovers, mergers, acquisitions, downsizing and hiring freezes. Once the new plan has been hatched, it is up to the leaders to implement the decisions. If not managed correctly, disgruntled employees, profit loss, poor performance and unacceptable levels of customer service can be the result. Here are some ways to help manage this process.

• Communicate the reason for change, the direction and goals - Be sure everyone in the organization understands the vision of where the company is going and why. Make them a part of the plan so they assume ownership. Explain that what you need is necessary to remain competitive and be profitable.

• Establish an atmosphere of open communication - As you plan the changes you wish to make, consider developing a concurrent communication strategy to remind people what the changes are, what the expectations are, and the progress you are or are not making in your change efforts.

In a changing environment, people lose their motivation if they are not involved, and kept informed about what is going on around them. The less they are informed, the more likely it will have a negative impact on their performance. Your silence may be interpreted as they may lose their jobs. With open communication, you help build trust between yourself and your people. Failing to address the difficult questions, does not make the issues go away. For example, if you are not sure you will be able to retain every employee if sales don't increase, then say so. They will respect you for your honesty.

Other ways to help manage change within your organization include:

• Introduce change gradually whenever possible - Too much change at once can create chaos for yourself and your organization. It takes time to assimilate new information, learn new systems or procedures and do things the new way. Some managers prefer one big change rather than many smaller ones. They feel if everyone learns the game plan all at once, then it's over and they can get on with it. It's important to move at a pace that will ensure meeting business goals and giving people time to process the changes for themselves.

• Ask for accountability - Ask your people to be accountable to each other for maintaining high morale. Place equal values on teamwork, professional behavior, sales performance and accountability, and the organization will be able to provide better service to customers and each other. Reward those who have made the transition and are now working the way you expect them to behave in the new environment.

• Be in tune to difficulties some may be experiencing - Recognize that most people fear change but it affects each one differently. Some will enjoy being stretched to their limit, but others will be overwhelmed. Managers need to let people know you understand the challenges they are facing and will help them through it. Make sure to provide adequate training, keep your door open so people can discuss their concerns, and be patient.

• Encourage acceptance and focus on positive opportunities - When people complain about a new system, process, or procedure, you need to acknowledge the difficulty and explain that once they are comfortable with it, their work will become easier. Help them to see that negativity will only hold everyone back and customer service will be affected. Encourage support and make them feel excited about themselves and the company.

• Ask for their input. Give feedback and take action - Employee involvement is the key to creating high performance through the midst of change. Ask your people for their ideas on how you can support each other, ease the transition process. If employees are not involved, they won't feel they are a part of the change, they'll feel more like victims of change. Ask how your people are doing. Listen, and encourage cooperation and honesty.

• Encourage teamwork - Without teamwork you may run the risk of disharmony within the company. Without a team culture, some workers may look out for themselves, and not for the betterment of your entire organization.

• Be a role model - Set the tone; be a role model and be an example for others to follow. Let your team know that you are there to help them through it. Be accountable for the attitude that you bring to your job each day.

• Encourage people to be solution focused, not problem-focused - "For every problem there is a solution" should be the motto in your company. Communicate that people will be expected to help identify problems and focus on offering solutions.

• Take the time to train - To decrease the loss of productivity during change, managers need to make sure the team has the necessary skills to succeed. Training must be seen as a top priority. The time invested in training will pay off in increased profits and service quality. Training helps to alleviate the stress common during change. Managers should ask these training-related questions:
  • What is the needed level of competence to support the change?
  • What training will be needed to bring them up to that level of competence?
  • During the time needed for training, how will they maintain their current workload?

• Alleviate job pressure - Meeting the demands placed upon people during change requires managing job pressure for yourself and others. Laugh a little. People who have fun at work are more productive and less anxious during change.