Change Management

Estimated Reading Time: 6 minutes

Introduction

Change is constant—whether it’s adopting new technology, restructuring teams, or navigating external disruptions. Change management is the structured approach that ensures organisations not only survive these transitions but thrive.

In my career, I’ve had the privilege of leading change projects like Governments BREXIT programme and the Grenfell Tower and Memorial project. These experiences taught me that successful change isn’t just about processes—it’s about people. In this blog, I’ll explain what change management involves, the "as is, to be, and gap analysis" framework, and how to plan a change project effectively.

What is Change Management?

Change management is the systematic process of preparing, supporting, and helping individuals, teams, and organisations make a transition. At its core, change management is about enabling people to embrace change rather than resist it.

Key components of change management include:

• Understanding the need for change – Why is this change necessary?

• Engaging stakeholders – How will this affect those involved?

• Implementing strategies – What steps are needed to achieve the desired outcome?

For example, during the ISO Net Zero guidelines project, change management wasn’t just about drafting technical documents. It was about ensuring organisations could adapt their practices to meet new standards.

The "As Is, To Be, and Gap Analysis" Approach

A common framework in change management is the "as is, to be, and gap analysis" method. This approach helps teams understand where they are, where they want to be, and what’s needed to bridge the gap.

Step 1: "As Is" – Assess the Current State

The first step is to take a detailed look at how things currently operate. Key questions include:

• What processes or systems are in place?

• What’s working well, and what isn’t?

• What’s causing resistance or friction?

During the Grenfell Tower and Memorial project, assessing the "as is" state involved understanding the existing regulatory landscape and identifying barriers to compliance.

Step 2: "To Be" – Define the Desired Future State

Next, you articulate the vision for the future. What does success look like? This phase should be aspirational but grounded in reality.

For instance, with the Governments BREXIT programme, the "to be" state was a seamless regulatory framework that supported businesses post-Brexit.

Step 3: Gap Analysis – Identify the Missing Pieces

Finally, you identify the steps, resources, and changes needed to move from the "as is" state to the "to be" state. This includes:

• Training needs

• Process improvements

• System updates

How Do You Plan a Change Project?

Planning a change project requires careful thought and attention to both the technical and human sides of change. Here’s how to do it effectively:

1. Define the Change

Start by clearly articulating what the change involves and why it’s necessary. Use data, stories, and real-world examples to communicate its importance to stakeholders.

2. Engage Stakeholders

Stakeholders are the people who will be impacted by the change. Engaging them early is crucial. Involve them in the planning process and address their concerns openly.

3. Develop a Change Plan

A robust change plan should include:

• Objectives – What does success look like?

• Key Actions – What needs to happen, when, and by whom?

• Risks and Mitigation Strategies – What could go wrong, and how will you address it?

4. Communicate Effectively

Change can be daunting, so communication is key. Use multiple channels—meetings, emails, visual presentations—to ensure your message reaches everyone.

5. Monitor and Adapt

Once implementation begins, monitor progress closely. Gather feedback and be prepared to adapt your approach if needed. Change is rarely a straight path.

The Human Side of Change

Change management isn’t just about plans and processes—it’s about people. Resistance is natural, but with the right strategies, you can guide your team through it.

Common Challenges:

• Fear of the Unknown – People may worry about how the change will affect them personally.

• Lack of Clarity – Ambiguity can lead to confusion and frustration.

• Change Fatigue – If an organisation undergoes too many changes too quickly, it can overwhelm employees.

Tips for Overcoming Resistance:

• Empathy – Listen to concerns and validate feelings.

• Transparency – Be open about challenges and realistic about what the change entails.

• Involvement – People are more likely to support change if they feel involved in shaping it.

Practical Insights: Lessons from the Field

When planning and delivering change, I’ve found that adaptability is just as important as having a plan. For instance, during the Grenfell Tower and Memorial project, unexpected challenges arose that required us to pivot quickly while maintaining trust with stakeholders.

Another key takeaway is the power of storytelling. Sharing examples of how past changes have benefited individuals or teams can help others see the value in embracing the current change.

Conclusion

Change management is about more than implementing new processes—it’s about helping people transition successfully. By following structured approaches like the "as is, to be, and gap analysis" framework and focusing on both technical and human aspects, you can lead change projects with confidence.

Ready to become a change leader? Our Project Leadership Launchpad Course includes modules on change management, equipping you with the tools to guide organisations through transformation. Let’s take the first step together!