How to Effect Change in a Business Environment

Changing a business environment takes planning, two-way communication and time.

As the saying goes, the only constant thing in life is change. While it seems like a contradiction, change affects everyone, whether they like it or not. The familiar day-to-day grind is often a source of comfort and stability. A stable workplace can become chaotic when the comfortable environment is threatened by change. Retooling equipment, introducing new software, a company takeover with all new management or switching out the snacks in the vending machines---regardless of the nature of the change, it has to be managed well at all levels to be effective.

Instructions

1. Formulate a plan for change. Before you change the office phone system, for example, have a plan in place for handling calls during the transition, training on the new phone system, ordering and installing equipment and software and notifying customers or clients if service will be affected during the transition. Manage unexpected situations, like a fire in the warehouse or an area-wide power outage, at the moment. Plan for fire or power emergencies before they happen. Every business should anticipate and formulate disaster plans for serious situations.

2. Encourage participation. Involve your line employees, supervisors, managers, vendors and customers in the change. These "stakeholders" offer a unique perspective on the situation and can spot potential roadblocks or suggest effective ways of dealing with problems or challenges. Including stakeholders in the decision-making process encourages buy-in. Input into the transition process leaves them more likely to support change.

3. Over-communicate. Get ahead of the rumor mill by sharing information quickly, clearly and in as much detail as possible. Nothing hinders a change initiative more than little or no information from management. Employees left on their own will usually assume the worst. Create opportunities for dialogue. Use the company Facebook page for questions and appoint a manager to respond to the posts. Send out emails with updates on the progress.

4. Understand the human dynamic. Employees react to change in different ways, depending on their past experience and current situations. Whatever the change, employees may feel a sense of loss and fear of the unknown. There is a grieving process that begins with the announcement of a change, and ends when employees accept the change and move forward. Enlisting the services of change management consultants can help employees make their way along the path of change.

5. Make yourself available. Make it easy for employees to talk to the management team. Have lunch in the break room or employee cafeteria. Keep your office door open. Put up a sign that says "Welcome, You're Next." Make it clear that you welcome questions and want to listen.

References

• Changing Minds: Change Management
• Strategy + Business: 10 Principles of Change Management