Leading Through Change When Improving Workflows
Workflow improvements and technology promise gains in productivity and efficiency by focusing work on the right tasks. However, these benefits often come with complex challenges rooted in the human element of organizational change. While streamlined workflows are necessary for any business, it’s crucial to ensure that employees are both equipped and motivated to adopt these changes. Every improvement project I have led has some amount of change associated with it. That’s why it is imperative to always consider change management when making any improvement to a workflow. I have seen changes where leaders perceived them to be small turn out to have huge impacts on their teams because they assumed the change to the workflow would be adopted. Here are thoughts on why change management is important and what leaders can do to help their teams adopt workflow improvements.
The Necessity of Change Management
Even the most well-designed solution can only succeed with a well-developed change management plan. According to McKinsey, 70% of change programs fail to achieve their goals, largely due to employee resistance and lack of management support [1] A thoughtfully developed change management plan not only eases the transition but also secures employee buy-in and long-term sustainability of workflow improvements. Here are some considerations to make when
Effective Communication
Transparency is critical. When leading your team through shifts in workflow, whether through the introduction of automation technology or the elimination of redundant steps, clear and consistent communication is non-negotiable. Employees need to understand the "why" behind the changes alongside the "what" and "how."
Articulate the Vision: Start by clearly explaining the rationale behind the workflow changes. Emphasize the long-term benefits not only for the organization but also for the employees themselves, such as reduced manual effort, increased efficiency, or opportunities for personal growth.
Engage and Listen: Create open forums for discussion where concerns and suggestions from employees can be heard and addressed. This two-way communication fosters a sense of ownership and empowerment.
Training and Support
The integration of new technologies and processes necessitates upskilling. Employees must be provided with ample training to competently navigate new workflows and tools. In my experience, skill development is key to implementing the change because people will feel more empowered and confident when incorporating the improvements into their daily workflows.
Tailored Training Programs: Develop training sessions that are relevant to different job roles and responsibilities that are impacted by the improvements, ensuring that employees receive the specific knowledge they need.
Continuous Learning Platforms: Implement platforms that enable ongoing education and support, such as online modules, workshops, and peer-to-peer mentoring.
Cultivating a Change-Ready Culture
Creating a culture that embraces change rather than resists it is crucial for sustainable success. Gallup's research indicates that organizations with high employee engagement are significantly more likely to succeed in transformation initiatives [2].
Champion Change Agents: Identify and empower key influencers within your organization who can advocate for the changes and mentor their peers.
Celebrate Milestones: Recognize and reward teams and individuals who successfully adapt and contribute to the new workflow processes. Celebrating small wins creates a positive momentum.
Reworking Workflows Collaboratively
When reworking workflows to boost productivity and remove inefficiencies, involve employees in the redesign process. Those who are directly engaged with daily tasks have invaluable insights that can shape more practical and effective workflows. Not everyone’s input will be implemented, but knowing that it was taken into consideration increases the adoption of the other changes.
Collaborative Working Sessions: Conduct working sessions that bring together teams to map out current workflows and identify areas for improvement.
Pilot Programs: Before full-scale implementation, test the reworked workflows on a smaller scale. Use feedback from these pilot programs to refine and improve the processes even further.
Implementing new workflow improvements and technology can positively impact your team's productivity and efficiency. However, the human aspect of this change cannot be underestimated. By fostering a culture of openness, providing necessary training, championing continuous learning, and addressing resistance with empathy and strategy, business leaders can ensure their teams not only accept but embrace these improvements.
Sources:
[1] https://www.mckinsey.com/featured-insights/leadership/changing-change-management
[2] https://www.gallup.com/workplace/231602/right-culture-not-employee-satisfaction.aspx
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Optima Workflow helps clients improve their workflows by redesigning the way they work. Reach out if you and your team need support with workflow improvements.
