OD and Change Management

Question 2:

Describe the role you as a Trainer (Internal / External ) will play to manage the change of
Performance Management System in your / client organisation.
Answer 2:
Before describing the role of a trainer in the event of change in the PMS system of the
organization, let us first see what is change management , its process and characteristics:
Change management is defined as the methods and manners in which a company describes
and implements change within both its internal and external processes. This includes preparing
and supporting employees, establishing the necessary steps for change, and monitoring pre-
and post-change activities to ensure successful implementation.Significant organizational
change can be challenging. It often requires many levels of cooperation.
Characteristics of organizational Change

Change happens because of the pressure of both internal & external forces in the organization.

Change in any part of the the Organisation affects the whole org.

Change may affect people, structure, technology and other elements of the organization.

Change also affects the rate of speed and degree of significance of the organization.

Change may be reactive or proactive.

Cycle of Change

Negation : When first faced by change of any type, a person's first reaction is Negation. It
means the person feels it is impossible and is not willing to accept change at all.

The next stage is that of Justification: where person tries to find reasons for his not accepting
or rejecting the change. He may say or think. 'What was wrong with the old way, it worked so
well..

The third stage is exploration: If the change is impossible to resist, then the person is forced
into, or agrees to explore the possibilities of introducing or accepting the change. For example
OK, if this happens, then what? What are the possible outcomes?

The last stage is that of resolution: where the person accepts and integrates the change and it
becomes part of routine or his personality - Then the person faces the next change.

As an internal trainer, I would need to keep all these steps in the change process when I am
working for the change in PMS process.
Principles of Change Management

1. Address the “human side

2. Start at the top systematically.

3. Involve every layer.

4 Make the formal case.

5. Create ownership.

6. Communicate the message.

7. Assess the cultural landscape.

8. Address culture explicitly.

9. Prepare for the unexpected.

10. Speak to the individual

Models of Change Management :

There are several models in place for understanding and managing change. Following are some
of the common change management models:

1) General model of planned change

2) Force Field Analysis
3) Lewin’s three step model of change
4) ADKAR model of change
5) Kubler Ross change curve
6) John Kotter's change model
7) Nudge theory
8) Bridges' Transition Model.
9) McKinsey 7 S Model

Assuming I am an Internal Trainer in an organization , I would take the following steps &
measures to manage the change of Performance Management System in my organization:
 1) Change of any type is usually not welcome in organizations by many, especially change
in old processes. Hence as a trainer I would first need to understand why this change
was needed?
2) Understand the key differences in the old & new process.
3) Find out the merits in the new system and how it would be beneficial to all.
4) Know the key drawbacks of the old system and how it impacted the organisation.

So I would need to do my extensive homework of understanding these things in great details

before I can actually help the organization and its employees to readily adopt and adapt to the
new PMS system. For this I might need to meet many HR employees, and seniors in the
organization as well who brought out these changes.

Now coming to the process of how I would help in managing this new change, I would like to
adopt the ADKAR model of Change Management:

ADKAR: Awareness, Desire, Knowledge, Ability , & Reinforcement.

It is evident that since a new system of PMS has been launched, as an internal trainer I will need
to design training modules and conduct cascading training sessions in small teams or
department wise.

THE Entire Cycle of training i.e ADDIE model will be followed to conduct these trainings.

ADKAR: Awareness, Desire, Knowledge, Ability , & Reinforcement.

A) Awareness:

1) Make sure that the HR team announces the change to employees well ahead of
Time.
2) Explain the reasoning behind the change, including the current pain points and
potential benefits of the new system.
3) Give an opportunity to employees to ask questions and make suggestions. This can
be done in the training or in the post training sessions as well.
B) Desire:

1) Try to gauge employees’ reactions to the change.

2) Identify Champions and use their support.

3) If employees are resistant or indifferent,address their concerns or show them at a

customized level also as to how the change will benefit them personally.

C) Knowledge:
 1) Provide training or coaching to show what employees need to do after the change
takes place.

2) Address any skill gaps.

3) Offer resources such as process flowcharts, that employees can refer later on.

D) Ability:

1) Schedule practice runs before the change is fully implemented.

2) Monitor performance immediately following the change and provide constructive

feedback.

3) Set reasonable goals and metrics at the start.

4)Adjust processes as necessary.

E) Reinforcement:

1)Monitor the change over time to ensure it fulfills your desired outcome.

2) Use positive feedback, rewards, and recognitions to encourage employees to keep following
the new process.

So as an Internal Trainer I would be following the above process to help manage the change
process i.e change in the PMS System.

Some other points and steps that are important are as below:

1) Change in PMS system will affect all employees as it is an HR driven process, active
involvement of HR team would be required.
2) Along with class room theoretical knowledge, practical sessions as to how to use the
new system would be required.
3) Give ample time to the employees to get familiar with the new PMS system ,before the
actual goal setting or appraisal process starts.
4) Give reference slides or brochures for reference after trainings.
5) Conduct multiple sessions, refresher sessions.
6) Arrange for helpdesk for some days for employees who need help or have doubts even
after the training session.
7) Give complete handholding in the first appraisal session after launce.
8) Include visible support from top management and HOD’s.

Thus , the above process and points will be followed by me to manage the said change process.