How to Introduce Changes in Workplace Procedures

Don't let procedural changes cause unnecessary stress on the job.

Several things can cause management to change workplace procedures, such as new laws or regulations, new or upgraded equipment or software or even a change in in the workplace managerial structure. Regardless of the reason, it can be difficult for employees to adjust to the changes initially. As a manager, you need to be firm but understanding when introducing changes in workplace procedures as well as flexible during the implementation period.

Things You'll Need

• You must be flexible
• You should have calm demeanor
• You should be firm but understanding

Instructions

1. Study the new regulation, if that is the reason for the change, or whatever else brought about the need for changing procedures. Be able to clearly explain to your staff why the procedure must change.

2. Notify the staff that change is coming -- doing so as soon as possible in order to give everyone a chance to absorb the news. Tell employees when the changes will take affect. Keep your language at sixth-grade level, which is simple enough for employees working in any department to understand.

3. Describe how you intend to roll out the changes. Explain what type of training is planned, if applicable and how it will directly affect employee schedules and workflow as the changes are implemented.

4. Prepare your supervisors to address questions. Train them first so they are clear on the changes and can assist their staff throughout training and implementation of the new procedures.

5. Arrange to have the equipment for training you will need, and see that you have the use of training space for as many sessions as it will take to train staff. Arrange for a make-up session later on for those who may be off due to illness or leave.

6. Remain available for questions until the new procedure has cycled through the first month.

Tips & Warnings

• Staying calm and relaxed is a subtle message to staff there is nothing to worry about.

• Make certain you are not answering questions meant for someone else to answer.

• Do not give an answer unless you are certain of the answer.

• Never leave someone hanging awaiting an answer. Get back to them within 24 hours of the training with an answer.

References

• Business Know-How: Leading the Workplace Within