Technological change management – how to avoid failure?
Technological change is a challenge that almost every company faces today. So why do 70% of these projects end in failure? How can we ensure that employees not only accept new solutions but also use them effectively? Effective change management requires a proper approach, communication, and support at every stage. Discover how to lead your team through this process smoothly and with maximum efficiency.
Why do so many changes fail?
Technological changes often fail because employees don’t understand their purpose. According to research by Prosci Inc., 70% of projects fail due to a lack of understanding of the reasons for the changes and inadequate support from management. If an employee doesn’t understand why the company is switching to a new system, they only see additional obstacles. As a result, the change doesn’t yield the expected results. Instead of embracing the new technology, employees bypass it or revert to old habits. The key lies in proper preparation, leader support, and effective communication.
What exactly is change?
Change encompasses anything that impacts how people work – from implementing a new system and replacing equipment to changing internet providers. Even a small modification, like rearranging desks, can create resistance. However, the impact is far greater with technology. A new system means new tools and skills that employees must learn. If they don’t understand the reason behind it, their resistance grows, and trust in the company decreases. Therefore, every step requires a well-thought-out approach.
Common mistakes in change management
Implementing change in an organization can lead to chaos if not done correctly. Here are some common mistakes that lead to failure:
- Lack of a consistent vision
Changes are often made ad hoc, without a broader plan. If new technology isn’t part of a larger strategy, employees may view it as an unnecessary whim. The lack of context leads them to see the changes as chaotic and sometimes even hypocritical on the employer’s part.
- Poor communication
Imagine arriving at work to find everything has changed overnight. You don’t know why a new system was introduced or how to use it. This is the result of insufficient prior communication. The surprise causes frustration, and employees feel ignored.
- Lack of leader engagement
If company leaders don’t support the change, it’s hard to expect employees to do so. Leaders should be role models, endorsing new solutions and showing their value. Their lack of engagement weakens the process and makes the change lose credibility.
- Inadequate training and support
New tools often require new skills. Without adequate training, employees struggle to adapt. Good training not only helps them understand how the new system works but also demonstrates how to make the best use of it.
- Lack of monitoring and feedback
Every change requires ongoing monitoring. If you don’t check how employees are coping with new tools, you won’t know whether the implemented solution is effective or needs improvement. Regular feedback helps identify issues and resolve them promptly.
Managing technological change – how to implement it effectively?
Thoughtful change management is key to success. Here are steps that will help lead a transformation successfully:
- Early and Clear Communication
The earlier you inform employees about the planned change, the better. Avoid surprises and negative reactions. Explain why the company has opted for a new solution and what benefits it will bring to the team. Employees need to know that the change is a well-considered decision, not a fleeting fancy.
- Communication Plan
Communication isn’t just a one-time meeting. Create a plan that includes various stages of informing employees about the change. This could involve a general meeting, individual conversations with employees, and informative materials. It’s essential to address questions and clear up any doubts at each stage.
- Leader Support
Leaders should be ambassadors of change. They have the most influence on employee morale and attitudes. If the management team supports the new technology and uses it actively, it will be easier to convince the team to embrace the change.
- Consistent Training
Training is essential for every technological change. Employees need to know not only how the new system works but also how to use it effectively in their daily tasks. Tailor the level of training to different employee groups to ensure everyone has the opportunity to understand and master the new tools.
- Monitoring and Adaptation
Monitor progress and listen to feedback from employees. Change is a process that often requires course correction. If you notice that employees are struggling or something isn’t working as it should, make adjustments. Change isn’t rigid – adapting to current conditions is crucial.
Example of system change – a new operating system
Imagine a company transitioning from Windows XP to Windows 11. For some employees, it’s a simple change, but for others, it could be a challenge. The system functions differently, is more advanced, and various features require new skills.
Without proper training, employees may struggle with it, affecting their efficiency. Even if they quickly learn the basics, without support from a trainer, they might never fully explore the system’s capabilities. It’s like learning to swim without an instructor – you can stay afloat, but you won’t get far.
Optimal change management process
Effective change management is based on well-thought-out steps:
- Early Communication: Inform employees about the upcoming change and explain its reasons and benefits. This will help reduce resistance and alleviate concerns.
- Individual Conversations and Gathering Feedback: Give employees a chance to express their concerns and thoughts. These conversations often provide valuable insights that help better prepare the process.
- Systematic Training: Organize workshops or training sessions that prepare the team for working in the new environment. Adjust them to the skill levels and needs of employees.
- Monitoring Progress and Continuous Support: Check how the team is adapting to the new system. Offer technical support and answer questions. Regular contact with employees allows you to address issues before they become serious.
The importance of change management – a case study
Implementing software illustrates the significance of change management. In one case, a company decided to implement an ERP system. Initially, the decision was made by a working group, but they failed to inform the rest of the employees. When it came time for installation, employees didn’t understand why the change was happening or how to use it. Consequently, the system was rejected, and the investment proved unsuccessful.
The takeaway? Every change, especially a technological one, must be carried out according to a plan with full employee involvement. Without this, the change will not only fail to deliver benefits but will also lead to frustration.
Change management is a process that requires preparation, support, and continuous adaptation. Each step, from communication to training, has a significant impact.
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