Implementation of change

Implementation of change
See also
End of the project Project management governance Strategy deployment Communication management plan Success of the project Implementation and control of marketing plan Organizational project management Outcome of the project Program implementation

Implementation of change is the process of initiating, planning, executing, controlling, and closing the work of a team to achieve specific goals and meet specific success criteria. It involves transitioning from the current state to the desired state, breaking down the process into smaller steps and managing the transition to ensure it is successful and sustainable. It is a process of delivering a change to the organization and requires effective planning, communication, and stakeholder engagement. It may involve identifying and engaging stakeholders, gathering requirements, developing a plan, testing, implementing the change, and then measuring and evaluating the results.

Example of implementation of change

• A company decides to implement a new customer relationship management (CRM) system. The implementation process begins by gathering requirements from stakeholders and conducting a feasibility study to determine the most suitable CRM system for the company. The company then creates a project plan for the implementation, including tasks and timelines. The project team is then formed and trained in the new system, and the data is migrated from the old system to the new one. The system is tested by the team and then rolled out to the users. Finally, the system is monitored and evaluated to ensure that the desired outcomes are met.
• A company decides to implement a new employee onboarding process to ensure that new hires have the necessary information, tools, and support to be successful. The implementation process begins by gathering requirements from stakeholders, such as HR and department heads, and then creating a project plan. The project team is then formed and trained in the new onboarding process. The onboarding process is then tested and rolled out to the users. Finally, the process is monitored and evaluated to ensure that the desired outcomes are met.
• A company decides to implement a new safety policy to ensure that all employees are aware of the safety procedures and risks. The implementation process begins by gathering requirements from stakeholders, such as safety officers and department heads, and then creating a policy document. The policy is then reviewed and approved by the necessary stakeholders. The policy is then communicated to all employees through training sessions and posters. Finally, the policy is monitored and evaluated to ensure that the desired outcomes are met.

Best practices of implementation of change

1. Establish a common vision and objectives: Successful change implementation starts with a clear vision and well-defined objectives. The vision should be communicated to all stakeholders in order to create a shared understanding of the end goal.
2. Develop a detailed plan: Once the objectives have been established, a plan should be developed to describe how the change will be implemented. This should include detailed steps and timelines for each task.
3. Engage stakeholders: Change implementation is most successful when stakeholders are involved in the process. Stakeholders should be consulted and their opinions taken into account when developing the plan.
4. Assign roles and responsibilities: Roles and responsibilities should be assigned to ensure that the plan is executed. This should include assigning specific tasks to individuals and teams, as well as setting expectations around timelines and deliverables.
5. Execute the plan: The plan should be executed following the timeline and steps outlined in the plan. This may include testing, training, communication, and implementation activities.
6. Monitor progress: Progress should be monitored to ensure that the plan is being executed as planned. This may include checking in with stakeholders to ensure that the change is being implemented as intended.
7. Evaluate results: Once the change has been implemented, the results should be evaluated to measure its success. This may include gathering feedback from stakeholders, measuring impact, and assessing overall satisfaction.

When to use implementation of change

Implementation of change can be used for a variety of purposes:

• To introduce a new process, system, or product.
• To modify an existing process, system, or product.
• To improve organizational performance.
• To respond to changing market conditions.
• To manage organizational transformation.
• To facilitate organizational change and development.
• To improve customer service.
• To enhance employee engagement.
• To develop new strategies and tactics.
• To align organizational objectives with business objectives.
• To increase efficiency and effectiveness.

Types of implementation of change

The types of implementation of change include:

• Organizational Change Management (OCM) which is the process of planning, implementing, and managing the successful change of an organization's environment, structure, and processes.
• Process Improvement which is the systematic process of examining existing processes to identify opportunities for improvement.
• Change Leadership which is the responsibility of an individual or group to lead the implementation of a change initiative.
• Communication Planning which is the process of creating a plan to effectively communicate the change to stakeholders.
• Training and Development which is the process of providing employees with the skills, knowledge, and tools they need to perform their roles and responsibilities.
• Risk Management which is the process of identifying, assessing, and managing potential risks associated with the implementation of change.
• Quality Assurance which is the process of evaluating the quality of products and services to ensure they meet established standards.

Steps of implementation of change

• Identifying stakeholders and assessing their needs: It is important to identify stakeholders and assess their needs to understand their concerns, interests, and objectives.
• Planning and preparation: Planning and preparation are essential steps in the implementation of change. This includes defining the scope and objectives of the change, developing a timeline, and allocating resources.
• Developing a communication plan: A communication plan is needed to ensure that stakeholders understand the change and how it will affect them. It should include strategies for communicating the objectives, as well as how feedback will be collected and acted upon.
• Testing and evaluating: It is important to test the change before it is implemented to ensure that it meets the objectives and is effective. This should involve monitoring and evaluating the results to make sure it is successful.
• Implementation: Once the change has been tested and evaluated, it is ready to be implemented. This involves executing the plan, communicating the change to stakeholders, and managing any risks.
• Monitoring and review: Finally, the change should be monitored and reviewed to assess whether it is successful and meeting the objectives. This includes collecting feedback from stakeholders and making any necessary adjustments.

Advantages of implementation of change

The implementation of change can bring many advantages to an organization, such as:

• Improved organizational performance and effectiveness, as new processes and systems are put into place that are more efficient and up-to-date.
• Increased employee morale, as employees can see the organization is investing in their development and growth.
• Reduced costs, as changes can lead to a more efficient use of resources and more cost-effective operations.
• Improved customer satisfaction, as changes can lead to better customer service and improved products and services.
• Improved organizational culture, as changes can create a more inclusive and collaborative environment.
• Increased employee engagement, as employees have more opportunities to contribute and be part of the change.

Limitations of implementation of change

One of the main limitations of the implementation of change is the difficulty in transitioning from the current state to the desired state. This can be due to lack of resources, stakeholder resistance, or difficulty in adapting to the new environment. Other limitations include:

• Poor communication between project team members and stakeholders, which can lead to misunderstandings and incorrect assumptions.
• Lack of agreement or commitment from stakeholders, which can lead to delays or failure to meet objectives.
• Inadequate planning or inadequate testing of the change, which can lead to unexpected problems or failure to meet objectives.
• Overlooking the impact of the change on the organization, which can lead to negative consequences.
• Poor execution of the change, which can lead to delays or failure to meet objectives.
• Insufficient monitoring of the change, which can lead to unexpected issues and failure to evaluate the success of the change.

Suggested literature

• Ronnenberg, S. K., Graham, M. E., & Mahmoodi, F. (2011). The important role of change management in environmental management system implementation. International Journal of Operations & Production Management, 31(6), 631-647.