Specific Tools for Effecting Desired Changes in the Organization

Change Management

Change Management is the process of moving an organization from its current state
to a desired future state.

Organizations need to change for any number of reasons. They may want to
improve performance, chase opportunities, or respond to a competitor, amongst
others.

What is Change Management?

Change Management is the process by which we prepare for change, manage the
transition, and then monitor the new ways of working. At all times it is important to
ensure that the change remains viable and results in positive outcomes for the
organization.

Each organization is unique, and the change it undergoes will also be unique.
However, Change Management provides us with a set of tools and best practice we
can use to move the organization from its current state to its desired future state.

It is important to realize that Change Management isn’t just the process of managing
the change itself. There are actually several levels of any organizational change.

What is Flowchart?

Flowchart definition: A flowchart is a diagram or simply a pictorial/Visual

representation of an algorithm, process or workflow, etc. The flowchart is used in
many ways to solve a problem whether it in computer programming, functional,
process map, business process modeling/mapping/notation, etc.

Types of Flowchart which are commonly used:

Workflow diagram Swimlane flowcharts
Yes/No charts Influence diagrams charts
Data-flow diagrams System charts
Decision flows Logic charts
Process flow diagram Product charts
Advantages of Flowchart: Since a flowchart is a visual representation, we can use
it documenting simple processes, designing and make programs.

It maintains a good program documentation. These charts help to visualize what is

going on and thereby help to understand a process or problem.

It can be used to standardize a process for effective analysis, efficiency.

With the help of these charts, a process or a program can be studied easily by
making detailed parts and communicate a process for training purpose.

Easy systematic debugging.

It helps a programmer to maintain unnecessary steps in a program and improve it,

and pay attention to that part of the information flow, which is to be modified.

A Good way of communications.

By these charts, we can create an oral presentation and can organize a group or
individual projects with an easy scenario.

These charts serve as a basis for designing new processes.

When we work on a large coding process/program it acts as a roadmap during

process/program preparation phases. In a programming language, the encoded
syntax and the various instruction can be easily checked by the programmer to
ensure that no any mistake and no step/instruction is left.

Disadvantages or limitations of a Flowchart:

Sometimes any modifications or alternations in program logic will usually require a

completely new chart which is an obvious waste of money and valuable time.

When a user works on a large and complicated program, and any misleading
program logic statements or instruction become a pain for the user and this process
become a tedious job for the user and wastage of time.

Conclusion: A Flowchart is very useful for beginners because it has the ability of
pre-preparation process/program, well documentation, efficient coding, efficient
analysis and lots more.
The Prosci ADKAR Model is a goal-based change management model that can be
used to guide both individual and organizational change. The model is different from
many other change management models because is it focuses on guiding change at
the individual level.

Jeff Hiatt developed the ADKAR Model of change in the 1990s. The model is based
on analyzing both successful and unsuccessful change within hundreds of
organizations over a number of years.

The ADKAR model is based on the fact that the main determining factor in whether
a change is successful is people. The model emphasizes that successful change
occurs only when each individual member of the team is able to change

Essentially, employees must support and embrace the change if the organizational
change is to be successful. This is because change happens at the individual level.
For the organization to change, the people within that organization must also
change.

The model shows five sequential actions and their outcomes that are necessary for
successful individual change, and thus successful organizational change.

The ADKAR framework is sequential, with each step building upon the outcomes of
the previous step.
The model allows leaders and change managers to focus their efforts on driving
individual change. Doing this will, in turn, drive organizational change.

The ADKAR Model Steps

1. Awareness
The outcome of this step is that everyone has an awareness and understanding of
the need to change. Each individual needs to be aware of why the change is
happening and why the change is necessary.
Without a full understanding of why the change is necessary employees will be
unmotivated. This makes the change less likely to succeed.

A key role of management in this step is to ensure everyone understands the need
for change.

2. Desire
The outcome of this step is that everyone has the desire to take part in and support
the change.
To achieve this outcome it is important to work with all individuals to achieve three
aims. First, that they feel dissatisfied with the current state of affairs. Second, they
should understand the negative consequences of keeping things the same. Third,
people need to want to participate in the change.

To achieve the final aim it’s important to explain on an individual basis what’s in it
for them. This could mean enhanced job security, a sense of belonging to a team,
career advancement, or even financial incentives.

3. Knowledge
The outcome of this step is the individual having knowledge of how to change.

Individuals need to be given the knowledge of what to do or how to change. They

need to know what to do during the change, and also what to do once the change
has happened.
There are many ways to impart this knowledge:

 Through formal education and training

 Coaching and mentoring

 Workshops

4. Ability
The outcome of this step is that the individual has the ability to show new skills and
behaviors.
A great quality of the ADKAR Model is its distinction between theory and practice.
Once the knowledge of how to change (theory) is in place, then the individual needs
to be supported during the actual performance (practice).

Ways for management to support new ways of working include providing a safe
environment (for example a Model Office), or by continuing to provide coaching and
mentoring.

5. Reinforcement
The outcome of the final step is that the new change or behavior is reinforced within
each individual. This final step is necessary to sustain the change.

Many methods exist to ensure that individuals don’t revert to previous ways of
working or thinking, including:
 Taking corrective actions quickly

 Positive reinforcement

 Feedback

 Rewards and recognition

 Celebrations

This step is often the most difficult to perform. The reason for this is because as
soon as one change is in place the organization has moved on, and is already
thinking about the next change.

ADKAR Model Advantages

There are a number of advantages to using the model, including:

 It focuses on outcomes rather than tasks. Most change management models

focus on what needs to be done but ADKAR focuses on achieving outcomes.
 The model can be used to measure how well the change is progressing. For
each step of the model, progress can be measured at the individual level. Any gaps
identified can then be rectified.

 The model recognizes that it is ultimately people that facilitate change and
not simply processes.

 It provides a clear checklist of things that need to be done to manage

change.

ADKAR Model Disadvantages

There are several disadvantages associated with the model.
 It ignores program management and the need to provide clarity of direction
and the steps that are needed to get to the final destination.

 It is better suited to smaller change initiatives. Only focussing on the people

dimension isn’t enough to make large-scale change happen.

Summary
The ADKAR Model is a change management framework. The steps of the model are
Awareness, Desire, Knowledge, Ability, and Reinforcement.Unlike most other change
management models, ADKAR focuses on the human element of change. It
recognizes that individuals must change in order to make an organizational change
successful.

Force Field Analysis is a great change management tool that is often used for
managing change in the workplace and for achieving successful organizational
change management strategies.

Force Field Analysis is a method for listing and evaluating the forces for and
against an situation. It helps you analyze all of the forces that have an influence on
the current situation. Human behavior is caused by forces – beliefs, expectations,
cultural norms, etc. Some of these forces are positive, pushing us forward, and some
of these forces are negative, preventing us from achieving a setted goal. A force
field analysis diagram demonstrates these driving forces and restraining forces that
would influence a problem. A force field diagram can be used in all kinds of
situations that occur in life from different points of view.

Force Field Analysis Can be Use to:

 Determine whether proposed change practical or not
 Identify obstacles and disadvantages to the desired result
 Help come up with solutions to reduce the influence of the obstacles

Advantages of Force Field Analysis

1. On A Force Field Analysis provides a visual summary of various forces for and
against a particular change, with all the information that has been collected
regarding a potential decision into a single graph.
2. Force Field Analysis help us identify obstacles that lie ahead so that we can make
a plan to strengthen the forces supporting the decision and take actions to reduce or
avoid the forces preventing it.
3. A Force Field Analysis Diagram can be used as a visual aid, and it will help
simplify communication among the staff and to break down communication barriers.
4. A Force Field Analysis diagram can assist the group to develop a common
understanding of the subject, and all the groups members will have a clear concept
of the opinions and the options related to the situation.

Disadvantages of Force Field Analysis

1. Force field analysis requires every group member to participate so that they can
have all the information needed for a better analysis, which can be difficult to
achieve.
2. Unlike other methods, when full participation isn't possible, it would be difficult to
provide a complete picture of the driving forces and restraining forces.
3. Another potential problem is that Force Field Analysis may have a bad influence
on team work. Because a force field analysis may lead to a division in the group
between those who support the change and those who are against the change.

Lewin change management model

Kurt Lewin developed in the year 1947 a change management theory and a change
management model. The change management model of Lewin is one of the most
commonly applied models within the field of change management. The change
management model consists of four phases. These phases are the Unfreeze phase,
the Change or Transition phase and the Freeze or Refreeze phase. During the
Unfreeze phase, the employees within the organization are recognizing that change
is becoming necessary. Within this phase the organization is getting ready to
change. In order to prepare for the change, the organization is creating the
environment to change and the necessary steps are taken to inform and involve the
employees with the change plans. During the Change phase or sometimes referred
to as the Transition phase, the organization is in the process of changing to a new
way of being. This phase is usually a very difficult phase for the employees of the
organization. The reason is that learning to behave differently or to change is usually
associated with resistance, which is based on fear. Usually one refers to the fear of
the unknown. Providing support to the employees is thus very important during the
Change phase. The employees have then the opportunity and the time to learn and
understand the changes that are made within the organization. Support can be given
in the form of education, coaching and training. During the Freeze phase or
sometimes referred to as the Refreeze phase the organization is starting to establish
stability. The changes have been implemented, accepted and have become the new
standard within the organization.
Advantages of the model

 The change model of Lewin is a simple and easily understood model for change.
 The Lewin model has a fewer steps that have to be followed.
 The Lewin model is done through steps and thus can be considered as an efficient model
that is used within the field of change management.
Disadvantages of the model

 During the Refreezing phase, many employees are worried that another change is
coming, so they are in a change shock. This change shock causes employees to not be as
efficient or effective regarding their jobs.
 There is some criticism regarding the Refreeze phase. Organizational change is
continuous and change may occur within several weeks. There is thus no time to settle down
into confortable routines.