A Comprehensive Guide to The Change Management Process

Change, although daunting, is a key element to a business’s success. But how can you implement changes effectively, without creating a whole lot of confusion along the way?

By using a well-structured change management procedure!

Organizational change management helps identify areas and prepare teams to achieve the company’s goals, no matter what they may be. In a nutshell, this method includes planning, providing the right tools, communicating changes, making them happen, ensuring they last, and checking the results.

What is change management? 

Change management process is the procedure implemented to manage and successfully implement changes in a company or business.

Change management is important for business success, especially during times of significant transformation. Successful change management requires that employees are on board with the change and know how to effect it properly. It’s a tricky process.

This Forbes article explains that people resist change not because of the change itself but because of its uncertainty. Concerns include more work, job security, loss of control, strained relationships, and whether their team and managers will support the change. 

Effective change management, including a communications plan, can help mitigate these concerns, ensure employees understand the desired outcomes, and support successful implementation. Everyone has to be on board for the process to work. 

Change management tools and best practices

Change management best practices to consider

Successful change management processes lean on these core elements: 

• The change – Understanding what needs to change, what effect it will have, and why.
• Plan for implementing change – How will you/the team make the change happen? What are the impacts/risks that you need to include in your plan? What training is your organization going to need for the change? How will you engage stakeholders? 
• Communication plan for the change – How will you communicate the change to get understanding and support for it with the people of your organization? 
• Necessary tools for the change – Ensure you know what tools are needed for the change and equip your employees with the required tools and training. 
• Implementing the change – Putting your plan into action to enact the change your organization needs. 
• Retrospective of the change – Review how the implementation of the change went. What problems/concerns are there still? What went well? Is there any additional training needed for continuous improvement? 

Software for change management processes

In addition to these core elements, effective communication methods will ensure you can relay information to your team clearly, eliminating miscommunication along the way!

For easy communication, consider Snagit! Snagit is a versatile screen capture tool with built-in editing, perfect for creating clear and engaging visual documentation to support your team.

Visuals are super important for managing change because they provide helpful examples of what your team needs to complete. Without visuals, communication can be unclear and lead to problems down the line.

Snagit has helpful editing tools that make communication easier. Add annotations, callouts, and stamps to any image to point out important information and clear up confusing details. 

Last but not least, you can share your guides and images with your team with Screencast. Click the Share Link button in the Snagit Editor and a unique link will be copied to your clipboard, ready to paste anywhere. 

Or, you can compile your guides and images in a folder in Snagit’s library and share a link to the folder instead. This way, your team will be able to access any documentation in one spot! Snagit is a must-have tool when managing changes within your organization.

How to implement change management procedures

Step 1: Prepare your documentation

The first step in the change management process is preparation. Clearly explain the change and the desired outcome the organization wants to achieve. Identify your key stakeholders and the timeline for implementation. 

Use Snagit’s screen recorder to create quick videos to convey the change and desired organization to your stakeholders. Share a link to the video to save management and stakeholders time in understanding the information. 

Then, collect questions and concerns from stakeholders in your video’s comment section. Snagit’s Screencast integration is made with team collaboration at the forefront.

If videos aren’t your strong suit, use Snagit’s powerful screen capture to create screenshots ready to add to your documents. Visual communication, whether it is images or videos, is crucial.

Step 2: Develop a change management plan 

Create a detailed plan that outlines the various steps in the change. In this plan, include a timeline, a communication plan, and any additional resources needed. Then, ask yourself these questions: 

• Who needs to be involved? 
• Do you need external knowledge or assistance? 
• Who is your project manager? 
• Who is the sponsor of the change, and who is the decision-maker if something unexpected comes up during implementation? Will there be checkpoints along the way? 
• What meetings, training, etc., need to be scheduled? Proactively identify potential resistance.

Snagit allows you to create visual guides that compare changes, explain a concept, or provide a timeline of events. With Snagit, you can visually map out the change management plan and share it with your team. 

Step 3: Implement the change 

After your communications plans are set, you can execute the change plan. This includes training, supporting, and continuing to communicate. By reinforcing the change, its benefits, and what success looks like, you remind the organization of its goals and keep everyone focused. Create a sense of urgency to urge stakeholders to act swiftly. 

Snagit is an excellent tool for creating training materials, recording tutorials, and capturing real-time feedback during implementation. It is especially great for making quick tutorials or step-by-step instructions on new or changing technology, systems, or processes to help employees get up to speed.

Step 4: Monitoring and managing resistance 

Managing resistance to change is crucial for successful implementation. Start by implementing a structured approach from the start, engaging senior leaders as active sponsors and direct managers, and communicating the need for change and its benefits. 

Expect resistance as a natural response, and plan for it by understanding its root causes, such as fear of the unknown, disruption of routines, and loss of control. Use active listening to gather feedback and address specific concerns with care.

Engage key stakeholders and influencers as advocates and ensure transparent communication so employees understand the reasons for the change and its benefits, such as the desired outcomes.

Monitor progress and be prepared to adjust strategies based on feedback and shifting circumstances. 

Step 5: Reinforce change

To ensure the change is sustained over time, it is essential to reinforce it through continuous support, communication, and training. Regularly update employees on the progress and benefits and provide ongoing training to help them adapt to new processes. 

Use Snagit to create follow-up materials, such as video tutorials and annotated screenshots, to reinforce learning, and provide easy reference guides. Capture best practices and document success by recording success stories and performance metrics. 

This continuous reinforcement helps embed the change into the organizational structure, ensuring its long-term success while pushing against the status quo and achieving short-term wins for teams across your organization.

Step 6: Gather feedback and reassess

If your change was implemented without any issues, pat yourself on the back! Change is tricky and more often than not, you will find flaws that need to be smoothed out in the process. That’s okay. 

Give yourself the time to reassess the process and gather feedback from stakeholders. Make a list of what went well, what did not, and how the process could be improved.

Remember that change is ever-evolving so there more than likely will be a next time. 

Reflect on the feedback and make notes on future improvements. The more you enact change, the smoother it will be if you listen and react to feedback positively. 

Why change management matters 

Change management is crucial for organizations to navigate transitions and achieve desired outcomes. The benefits of change management include ensuring changes are implemented in a structured manner and minimizing disruptions and resistance. 

Organizations can achieve strategic goals and maintain a competitive edge, creating a better future state, by preparing, equipping, and supporting individuals to adopt new processes, technologies, or structures. 

Addressing the human side of change improves employee engagement, reduces resistance, and increases the likelihood of successful implementation. This leads to faster adoption, higher usage rates, and better proficiency in new systems or processes. 

Ultimately, organizational change management drives success by aligning people with desired outcomes, realizing benefits, and sustaining improvements over time. 

Here are three key benefits of effective change management and how Snagit can assist in each part: 

Minimizes disruption

Implementing a structured change management approach reduces the disruptions that often accompany change. Snagit can help by creating clear visual guides and tutorials that explain new processes or systems, making it easier for employees to understand and adapt quickly. This ensures that business operations continue smoothly, minimizing the impact on productivity and employee morale. 

Enhances employee engagement

Change management involves clear communication, active listening, and addressing employee concerns, which helps to engage employees in the process. Snagit can capture and share feedback visually, making it more impactful. Creating engaging and informative updates enhances any organizational change management strategy, and Snagit can also keep employees informed and motivated, fostering a more cohesive and supportive environment. 

Increases the success rate of change initiatives

With a well-planned strategy, organizations can increase the likelihood of successful change initiatives. Snagit can assist by documenting best practices, capturing success stories, and creating follow-up materials such as video tutorials and annotated screenshots. These resources can reinforce learning, provide easy reference guides, and showcase the benefits of the outcome, leading to higher adoption rates and better usage of new systems or business processes. 

Looking to improve your change management process? 

Are you looking to improve your change management process? TechSmith’s Snagit is a versatile tool that can significantly enhance your efforts by capturing, communicating, and sharing information throughout the change management journey.

Snagit allows you to create clear visual guides, record video tutorials, and capture feedback, making it easier for employees to understand and adapt to changes. To help your team get started, TechSmith offers a variety of tutorials and resources, ensuring that everyone can leverage Snagit’s full potential to support a smooth and successful change initiative.

Frequently asked questions