Within project management, change is inevitable. Tasks like bringing in and using new technology, changing organizational structure or releasing new products or product lines, change will impact any organization eventually.
Change can bring excitement and new opportunity, but also brings uncertainty and resistance to change from employees. This is where the impact of the Project Managers is felt, especially when it comes to Organizational Change Management (OCM).
As the drivers of the project, Project Managers are in a position to lead their team through transition periods and make sure changes are embraced by those involved. Below we’ll look at the role of Project Managers in driving Organizational Change Management and how their impact is crucial in easing transition.
1. Understanding the Change and Its Impact
Project Managers must first understand the scope and impact of change themselves before they can lead their team through effective changes. Understanding the “why” of the changes taking place and their expected outcome on their team.
Project Managers are often involved in planning for change initiatives and work with leadership to understand the ideas and purpose of the changes. Having a clear understanding and road map of the change allows the Project Manager to create effective plans for communications, training and support, while being prepared for upcoming challenges and actively addressing them as they develop.
2. Leading Communication Efforts
Clear communication is one of, if not the most essential factor in clean OCM. Project teams and employees can often feel anxious and uncertain about changes and future implications. The best way to mitigate these concerns is through clear and transparent communication.
Project managers lead communication by developing and carrying out plans that focus on critical information all should know. This can include routine check-ins and updates, stakeholder meetings and trade-specific briefs. By understanding who needs to know what, the Project Manager can tailor the message to the audience to ensure all receive all they need.
3. Stakeholder Management and Buy-In
All change initiatives weigh heavily on the stakeholders – individuals or groups who directly influence the changes to the project or project team. Stakeholders can include leadership, team leads and even customers.
Project Managers play a key role in stakeholder relationships. They identify the relevant players in the beginning of the process and how to properly involve them throughout the project life cycle. Project Managers also manage stakeholder expectations and often act as the interface between client/stakeholder and project team/project. They help the stakeholders to understand the short and long term challenges the project team faces regarding changes.
4. Training and Support for Employees
Organizational change will often require that team members learn new skills or tools, along with new systems to pair with. Change can be difficult if team members are not bought in or prepared to change. Project Managers embracing Organizational Change Management should ensure the training and support provided are helping employees adapt.
Working with learning and training teams, Project Managers should design and provide training that teach team members the necessary skills to go with changes. PMs also provide support after training and change is complete to ensure the changes are carried on and create new patterns and systems for the team and project.
Implementing change to the team can help the Project Manager gain confidence in the changes coming and their team.
5. Managing Resistance and Building Resilience
Resisting change is natural for any project team. People often fall back on patterns and habits, so it is crucial for the Project Manager to ensure they address the concerns of their team and express the “why” of the changes to help alleviate concerns.
Project Managers work with leadership to identify the primary causes of resistance, whether fear of job loss or discomfort with new tools/skills. By providing additional training, support or involving concerned employees in the change process, project teams can reduce resistance and increase buy-in.
Creating resilience is also critical in effective change. Project Managers help teams navigate through transition periods by promoting a positive, solution-oriented mindset and celebrating milestones, both big and small.
6. Tracking Progress and Measuring Success
Change is not a quick process, and it’s essential for PMs to track progress throughout the change period. This can vary from tracking both tangible and intangible outcomes. Whether it’s training-based, system adoption or employee involvement and buy-in.
Project Managers use tools to measure success, collect feedback and adjust the change plans. Frequent progress checks can keep all involved parties on the same page and see if the changes are on pace with schedule or expected timelines.
7. Sustaining the Change
Once changes have been adopted, there is still more work to be done. PMs plan a huge role in making sure the changes last down the road and become ingrained in the team’s culture. This might involve refining processes, reinforcing new behaviors or making adjustments based on feedback.
Summary
Project Managers play a key role in Organizational Change Management (OCM). Their role in planning, communication, stakeholder engagement, training and resistance management ensures that change is not only accepted but also sustained long-term. Good Project Managers are key helping organizations navigate periods of change.