
Helena Barcelos
Oct 17, 2024
Protect your investment: why Change Management should lead, not follow, workplace transitions.
In today’s dynamic business environment, effectively managing workplace transformation is crucial for organizational success. As companies shift from traditional models to new, innovative ways of working, integrating change management from the start becomes essential. However, when change management is introduced late in the process—after critical decisions about the new work model and workplace have already been made—numerous challenges can undermine the success of the transition and, consequently, the entire project.
Without strategic alignment from the outset, the new workplace model may fail to support the organization’s goals, creating a gap between the intended benefits and the actual outcomes. Stakeholders, feeling excluded from the decision-making process, may resist, oppose, or even sabotage the changes, making it difficult to secure buy-in and support. Late-stage change management not only complicates the identification of risks and potential problems—making them harder and more costly to address—but also premature or poor communication leads to confusion and misinformation, amplifying resistance and complicating the transition further. Launching communication without integrating it into the change management strategy is risky, as incomplete and confusing messages lead to disengagement, along with other risks such as:
Lack of stakeholder buy-in
Increased resistance to change
Compromised strategic alignment
Late identification of risks and issues
Poor and confusing messaging
Higher likelihood of project failure
Inadequate training and support
Chaotic implementation
Negative impact on organizational culture
Difficulty in measuring success
Starting change management early allows for a proactive approach that ensures alignment with organizational goals, engages stakeholders from the beginning, and addresses potential risks before they become critical. With effective communication, comprehensive training, and specialized support during implementation, the transition becomes smoother, leading to higher project success rates and a positive impact on organizational culture.
Different Levels of Complexity, Different Approaches
Each case requires a tailored change management approach, depending on the complexity level of the workplace transformation project and the organization’s culture. As we discussed in our previous article about various change management approaches (INSERT HYPERLINK), the complexity level determines the best strategy.
Late Change Management, avoidable consequences
Many of the complications can be avoided with proper planning from the outset, regardless of the approach chosen. A proactive approach not only minimizes internal resistance but also ensures that those involved are aligned with the project’s objectives. By starting early, the organization can identify and mitigate risks, significantly increasing the chances of a successful transformation.
Below is an illustrating for the reasons and the risks of delaying change management.
Key Considerations for Determining the Best Time to Start Change Management
How can you determine the best time to start change management? Below are some questions to help assess when to engage change management in your project. Answer "Yes" or "No" to each question and check the evaluation criteria below.
What is the degree of impact on people and daily operations?
Will the change affect only a small number of people?
Will the change not alter key processes or workflows?
Will the disruption to daily operations be minimal?
Is the organizational culture open to change?
Has the organization successfully gone through similar changes before?
Are there subcultures within the company likely to resist changes that are minimal?
Do employees generally embrace new processes and technologies?
Are the goals and expected outcomes clearly defined?
Are the change objectives clearly communicated across all levels of the company?
Is the change clearly aligned with the organization’s strategic goals?
Is there a detailed plan to achieve the expected results?
Are key stakeholders and leaders engaged?
Are key stakeholders involved from the beginning of the decision-making process?
Do leaders support the change and communicate effectively about it?
Is there clarity around each leader’s role in the change process?
Have key risks and challenges been identified?
Have operational and cultural risks associated with the change been identified?
Have challenges been anticipated and addressed?
Is there a contingency plan to deal with unforeseen issues?
Evaluation Criteria:
More than 3 "No" answers: Your project is exposed to significant risks. Change management should be initiated as soon as possible to ensure strategic alignment, stakeholder engagement, and risk mitigation.
1 or 2 "No" answers: While your project seems relatively well-planned, there are still areas that need attention. Consider starting change management soon to minimize the identified risks and ensure a smoother transition.
All "Yes" answers: Your project is in a strong position, with proper alignment between objectives, stakeholders, and risks, and likely already has integrated change management integrated. If change management hasn’t been engaged yet, it is recommended to incorporate it to ensure the project continues successfully, especially in cases of prolonged or complex changes.
References
Harvard Business Review. (1990). "Why Change Programs Don’t Produce Change." Harvard Business Review. Retrieved from [Harvard Business Review] (https://hbr.org/1990/11/why-change-programs-dont-produce-change).
Kotter, J. (1995). "Leading Change: Why Transformation Efforts Fail." Harvard Business Review.
McKinsey & Company. (2015). "The Secrets to Successful Change Management.”
KPMG International. (2018). "Understanding Change Management in a Transforming World."
McKinsey & Company. (2021). "A model for effective change management." McKinsey & Company. Retrieved from [McKinsey] (https://www.mckinsey.com/business-functions/organization/our-insights/a-model-for-effective-change-management).
Planview Blog. (2023). "Why Proactive Change Management is Best for Transformation." Planview Blog. Retrieved from [Planview Blog] (https://blog.planview.com/why-proactive-change-management-is-best-for-transformation/).