Change management: What it is and how it works

A world in which change is the only constant makes complacency impossible for organizations. All business leaders must adapt to the pace of technological change. Adapting to disruption isn't enough anymore. A change management perspective can help organizations get ahead of the competition by challenging the way they think about change.

Over the last quarter of a century, change management has evolved into a discipline. It refers to minimizing disruptions to critical systems and services while making changes in information technology (IT). During changes to systems, processes, and technology, a good change management process is critical for information security.

Exactly what is change management?

Change management can be defined as a game plan. When it comes to controlling the changes that flow through an IT system, product, or development of a software platform, change management refers to the methodologies that surround people, process, and culture. As a result, IT change management helps organizations adapt easily and efficiently to new processes and technologies in information security.

Management expects IT teams to embrace new technology regularly, and they must be able to adapt to constantly changing security and business requirements. When it comes to launching new services, managing existing ones or resolving problems in code, a well-oiled IT change management process is crucial.

Enhancing change capability

Change doesn't happen in silos, which is a fundamental principle of all change management theories. In one way or another, it impacts the entire organization and all its members. As a matter of fact, there are always those who want to maintain the status quo. In other words, in order to make change successful, individuals have to be prepared, equipped, and supported while going through the motions of change.

Employees who have good change management can:

• Understand why the change is taking place

• Rapidly, completely, and proficiently adopt changes

• Participate in disruptive change with your organization

• Feel heard and supported when you have the time and tools to get involved

Providing training and support, and being available to answer questions can help achieve this. To drive the project forward, leadership has to be on board as part of the change management process.

Change management consists of what elements?

Managing change is about ensuring that everyone understands why the change is taking place and how it will be implemented. By doing this, you can ensure that everyone involved in the change project is aligned and happy. Managing change - and resistance to change - may seem daunting at first, but adopting a few key elements of change management will help you succeed.

Typically, they consist of six main parts:

• Leadership alignment: Get leaders to present a united front; this is essential to successfully drive change forward.

• Stakeholder engagement: Secure buy-in from all those affected by the change initiative to ensure they are fully engaged and an integral part of the process.

• Communication: Be prepared to communicate not just once, but over and again, as this helps keep everyone motivated and focused on the task at hand.

• Training: Educate employees to better handle the changes in process, workflow and environment that are coming their way.

• Change impact and readiness: Assess how the change will impact your business processes and people as the organization moves through the paces of change.

• Continuous improvement: Change is good, but monitoring change is better.

  Setting a change management framework

  Supporting your employees through the change process enhances the effectiveness of your change management program. A structured approach - or framework - is essential to guiding individuals through the change and ensuring that they embrace and adopt it. Any organizational change programme can be guided by a change management framework, which consists of a set of action steps. There are three most popular methodologies: ITIL, COBIT, and Agile.

  Practitioners of change will need to resolve these challenges swiftly and efficiently, as most of these frameworks present exciting challenges, but also major complexities. Their ability to apply key change frameworks must be paired with current knowledge of change management. A number of globally recognized credentials allow professionals to demonstrate their expertise as change leaders. Change Management Certifications offered by Prosci, ITIL and Agile are excellent options.

  What is the best change management model for you?

  The management of change is based on a variety of frameworks and models. Kurt Lewin introduced the Lewin's Change Management Model in the late 1940s as a three-stage approach for transforming an organization. Today, many change management frameworks and models are based on his unfreezing, moving, and refreezing model. In addition to the 7S Model, Kotter’s 8-Step Change Model, and Prosci’s ADKAR Model, Kübler-Ross has a variety of models.

  Various change management models emphasize employee-related goals associated with change, while others work to ensure a 360° understanding of the change, or techniques to manage resistance. Organizations can implement change in a controlled and organized manner by following each structure.

  An effective change management process consists of five steps

  Change management processes refer to the stages involved in implementing a change management strategy. In order to navigate the transitions of change, it ensures that all factors are taken into consideration. A few basic steps can be identified in the change management process:

  1. Prepare for change: 
  It involves understanding the changes required and preparing staff members and stakeholders. Through communication and securing leadership buy-in, the change manager supports staff through any concerns.

  2. Create a vision for change: 
  As soon as stakeholders agree to the change, managers need to create a comprehensive and realistic plan to implement it. Besides setting goals and defining key performance indicators (KPIs), the plan should also identify the timeline and resources needed. In this step, the change management team also considers security risks and potential problems.

  3. Implement the changes: 
  To implement the changes, follow the steps outlined in the plan. In order for this process to run smoothly, good management and communication are essential at this stage.

  4. Cement the changes: 
  Ensure the transformation is in place once the changes have been made. Any remaining issues are scrutinized and resolved before the project is closed; this requires monitoring the changes' impacts from a security perspective.

  5. Review and analysis: 
  This final step ensures that the change is beneficial. An analysis of the project post-mortem can help leadership determine whether the change initiative was successful, unsuccessful, or incomplete. With this labeling system, future changes can be made with greater precision and utility.

  In order to carry out updates in a rational and predictable manner, a change management process is used. ISO/IEC 27001 provides more guidance on creating a change management plan. Those familiar with ISO/IEC 27001 know that it is built on effective policies and procedures. Information security practices should be documented and implemented in accordance with guidelines on change management. Regularly check for negative impacts - and improve if necessary.

How can change management be successful?

Regardless of how big or small the change is, a well-thought-out change management process is essential. Modern approaches to change management avoid bottlenecks and minimize risk while breaking down silos, providing context and transparency. There are also the following benefits:

• Improved communication:
  It promotes better communication throughout the organization when employees are informed about changes.

• More productive workers:
  Employees are more likely to concentrate on their work if there is a clear plan in place for how changes will be implemented.

• Better work environment:
  When employees are uncertain about the future, change management provides clarity and structure to help minimize this stress.

• Improved morale:
  Positive work environments are created when employees feel valued as part of the change process and their concerns are heard.

• Enhanced business processes:
  As change brings opportunity, change management can help employees unleash their creativity.

• A competitive advantage:
  Changing a company's position in the marketplace positively impacts its competitive position.

Even so, change management isn't always easy. Despite its drawbacks, it helps organizations stay competitive and resilient in today's digital economy when it does work.

The art of making change stick

Does that mean the end? Actually, no. It is only the beginning of the change management process when it is implemented. After you've started the process, you need to ensure it stays alive and that the benefits are cemented. As the change journey continues, vigilance and reinforcement are required. Now is the time to reinforce the change by developing people's skills, refining processes, and utilizing change readiness.

Before, during, and after a project, change management principles can help you achieve the desired results. It is, however, the customer that will determine the success of your process - that is the best measure. Positive customer experiences have a positive impact on your bottom line, and successful change programmes will positively impact customer experiences. What a worthy return on investment!