"The Only Constant in Life Is Change" – what the Greek philosopher Heraclitus already knew around 500 years BC is as relevant today as ever and also applies to everyday working life. In an increasingly fast-moving world, companies must constantly adapt to new circumstances in order to remain competitive. But the road to successful transformation is often bumpy. Well-structured change management is needed to avoid stumbling.
Change management ensures that changes in the company are not only planned but also consistently implemented – with as little friction as possible and a high level of acceptance among all stakeholders. Change management tools help you to accompany such processes and lead them to success. These methods and tools offer structure, transparency and a central platform that supports everyone involved on the path to change.
What are change management tools?
Change management tools are special aids or software solutions that support the process of change in companies. They help to plan, organize, communicate and control upcoming changes.
Without clear structures and processes, change can quickly become chaotic and meet with resistance. This is where change management tools come in: They give change a direction, minimize risks and promote acceptance among employees.
What change management tools are there?
Both proven methods and specialized software solutions are available to help you successfully implement change. Both help you to structure the process and implement transformations in your company in a planned manner. Below you will find a few examples:
5 examples of change management methods
ADKAR model:
The ADKAR model (short for Awareness, Desire, Knowledge, Ability, Reinforcement) focuses on the human factor in change management. It is an employee-oriented model that examines the phases of change from their perspective – and thus also their fears and hopes.
Example: A company introduces a new project management system. The reasons for the new system are explained in the Awareness phase. In the Desire phase, employees share their questions and wishes before training on the Knowledge phase begins. In the Ability phase, employees put what they have learned into practice, supported by the Reinforcement phase with regular updates and further training that firmly integrate the system into their day-to-day work.
Kotter's 8-stage model:
John P. Kotter's 8-step model is one of the best-known change management methods and divides the change process into eight clearly defined steps – from creating a sense of urgency to anchoring the change. It provides a detailed roadmap for change and helps to take a systematic approach.
Example: A production company wants to become more sustainable. It starts with Urgency, with management sharing the benefits of green production. Managers form a coalition, develop the vision and communicate it to the team. The first sustainable projects show short-term successes and motivate them to continue. In the end, the sustainability strategy is anchored in the company and declared the new norm.
Lean Change Management:
Lean change management combines the principles of lean management and agility to make change flexible and customer-centric. This approach emphasizes speed, feedback and continuous adjustments during change. The core elements are the use of iterations, feedback loops and a focus on people.
Example: An IT company introduces agile methods in a team. The team tests new Scrum methods in Iterations and uses regular Feedback loops to adapt the process. The needs of the team members are always taken into account and the change takes place gradually to ensure the smoothest possible introduction.
McKinsey 7S model:
The McKinsey 7S model analyzes seven key areas of a company and their interaction during a change process. It considers not only the obvious, structural changes, but also the "soft" factors such as corporate values or employee skills.
Example: A corporation standardizes its global departments. Using the 7S model, it analyzes strategy, systems and values in the subsidiaries and defines uniform corporate values. Adjustments to management skills and training ensure that all locations pursue the same goals and work in a coordinated manner.
Change Curve:
The Change Curve is based on the psychological phases that people go through during a change process. It was originally developed from Elisabeth Kübler-Ross' studies on coping with grief and adapted to understand emotional reactions to changes in the working environment.
Example: An automotive company switches completely to electromobility. Initially, employees meet the change with Shock, Anger, Rejection and Frustration, until training and explanations open up new perspectives for them. In the Acceptance phase, they recognize the new opportunities and finally actively engage in the transformation through Trial and Error and Integration, supported by targeted retraining.
5 examples of change management software
Stackfield:
Stackfield is a project management and collaboration platform that supports the planning, communication and documentation of change processes. For example, there is a text editor for guidelines, a whiteboard for process visualization or a task overview for the implementation of activities. Stackfield is also characterized by its strong focus on data protection and GDPR compliance.
Whatfix:
Whatfix is a Digital Adoption Platform (DAP) that helps companies prepare employees for new tools and processes through interactive guides and in-app training. It supports changes in the technology and process landscape by helping users learn new systems faster in real time.
ChangeGear:
ChangeGear offers comprehensive tools for IT change management and helps to plan and document changes in IT infrastructures in a secure and structured manner.
Scribe:
Scribe helps companies create and share step-by-step instructions for repeatable processes. This platform is ideal for teaching employees new ways of work or the use of software tools by automatically documenting processes and creating easy-to-understand tutorials.
Howspace:
Howspace is a collaborative platform designed specifically for change management and organizational development. The software enables companies to shape change in a participatory way by bundling discussions, workshops and feedback processes in a digital environment.
5 features that change management software should have
- Centralized communication: All parties involved have access to their relevant information at all times and can view the current status of any project they are involved in. This avoids misunderstandings.
- Transparency: With software solutions, tasks and progress can be clearly displayed, which simplifies tracking and makes processes repeatable.
- Efficient task management: Tasks and deadlines can be assigned, monitored and adjusted. This means that every employee has an overview of every step of the change process at all times.
- Role-based access rights: With clearly defined access rights, you can ensure that employees can only access the data that is relevant to them. This ensures information security and keeps employees focused.
- Data protection: Data protection is particularly relevant in change management, as a lot of work is done with internal data, plans and documents. Features such as genuine end-to-end encryption, such as that provided by Stackfield, ensure that confidential information remains secure.
How can change management tools be implemented in a company?
Implementing change management tools in a company is a change management process in itself. Here too, it is important to break down old thought patterns, demonstrate the advantages of the new solution and create acceptance. A clear plan should already be in place before the tool is selected in order to respond specifically to a company's changing needs.
It is advisable to put the tool through its paces in advance to ensure that it meets the individual requirements. This creates a sound basis for argumentation – and thus appropriately implements the first step of Kotter's 8-step model. Subsequently, training and transparent communication ensure that employees can use the new tool efficiently.
Conclusion: Successful change needs the right tools
Well thought-out change management is the key to implementing changes in the company smoothly and sustainably. With the right tools, it is not only possible to structure processes, but also to promote acceptance among all involved stakeholders. Software solutions such as Stackfield offer the ideal combination of organizational and communication options to manage change safely and efficiently.
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