Change Management Handbook

Change Management
Toolkit
BCUHB/Change Management Toolkit/NT/Adapted from MindTools/Oct 2012

Index Pages
Introduction 3
Navigating Through Change Effectively 4-7
Why Change can Fail 8-11
Lewins Change Management Model 12-16
The McKinsey 7S Framework 17-21
The Congruence Model 22-24
Kotters 8-Step Change Model 25-29
The Burke-Litwin Change Model 30-35
Weisbords Six Box Model 36-39
The Change Curve 40-43
Overcoming Cultural Barriers to Change 44-47
Changing Peoples Habits 48-52

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Introduction
This toolkit is designed to assist you to manage the process of change which we are
all experiencing within the NHS. Change affects us all in different ways and it can be
very different for different people.
This toolkit provides with you some theory and models which you can use to support
you manage the change process effectively. It also gives you some information on
how to overcome barriers and resistance to change which you may face when
implementing change and tips on what not to do. The Change Curve is described
which will help you understand the differing needs which staff will have, depending
on where they are on the Curve and you will see a very useful section on how you
can change peoples habits.
I hope that you will be able to use this toolkit as a resource that will support you
during change. The Organisational Development Team can also support you to
implement these models, if you would like further support in this area or any other
are of change management, please do not hesitate to contact us:
Mark Sykes Assistant Director Organisational Development
[email protected]
Nia Thomas Head of Organisational Development & Leadership
[email protected]
Joy Lloyd & Doreen Stuart Organisational Development Manager
[email protected]; [email protected]

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Navigating Through Change Effectively
Change management is a term that is bounced about freely. Sometimes it's a

scapegoat for less than stellar results: "That initiative failed because we didn't focus
enough on change management." And it's often used as a catch-all for project
activities that might otherwise get overlooked: "When we implement that new
process, let's not forget about the change management."
It's a noun: "Change management is key to the project."

It's a verb: "We really need to change manage that process."
It's an adjective: "My change management skills are improving."
It's an expletive: "Change management!"
But what exactly is it?
Change management is a structured approach for ensuring that changes are

thoroughly and smoothly implemented, and that the lasting benefits of change are
achieved.
The focus is on the wider impacts of change, particularly on people and how they, as
individuals and teams, move from the current situation to the new one. The change
in question could range from a simple process change, to major changes in policy or
strategy needed if the organisation is to achieve its potential.
Understanding Change Management
Theories about how organisations change draw on many disciplines, from

psychology and behavioural science, through to engineering and systems thinking.
The underlying principle is that change does not happen in isolation it impacts the
whole organisation (system) around it, and all the people touched by it.
In order to manage change successfully, it is therefore necessary to attend to the

wider impacts of the changes. As well as considering the tangible impacts of change,
it's important to consider the personal impact on those affected, and their journey
towards working and behaving in new ways to support the change. The Change
Curve is a useful model that describes the personal and organisational process of
change in more detail.
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Change management is, therefore, a very broad field, and change management
approaches vary widely, from organisation to organisation and from project to
project. Many organisations and consultants subscribe to formal change
management methodologies. These provide toolkits, checklists and outline plans of
what needs to be done to manage changes successfully.
When you are tasked with "managing change" (irrespective of whether or not you
subscribe to a particular change management approach), the first question to
consider is what change management actually means in your situation. Change
management focuses on people, and is about ensuring change is thoroughly,
smoothly and lastingly implemented. And to know what that means exactly in your
situation, you must dig down further to define your specific change management
objectives.
Typically, these will cover:
1. Sponsorship: Ensuring there is active sponsorship for the change at a

senior executive level within the organisation, and engaging this
sponsorship to achieve the desired results.
2. Buy-in: Gaining buy-in for the changes from those involved and affected,
directly or indirectly.
3. Involvement: Involving the right people in the design and implementation
of changes, to make sure the right changes are made.
4. Impact: Assessing and addressing how the changes will affect people.
Ensuring that an Equality Impact Assessment has been conducted.
5. Communication: Telling everyone who's affected about the changes.
6. Readiness: Getting people ready to adapt to the changes, by ensuring they
have the right information, training and help.
Who's Responsible?
When you are defining your change management objectives and activities, it's very
important to coordinate closely with others: project managers, managers within the
organisation, and the Workforce & Organisational Development function. Ask "who's
responsible?" For example, who's responsible for identifying change agents?
Defining the re-training plan? Changing job descriptions and employment contracts?
And so on.
As every change is different, responsibilities will vary depending on how the change
activities and project are organised. Only when you know who's responsible and how
things are organised in your situation will you know what's within your change

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management scope, and how you'll be working with other people to bring about the
change
Change Management Activities
Once you have considered the change management objectives and scope, you'll
also need to consider the specific tasks. Again, the range of possible change
management activities is broad. It's a question of working out what will best help you
meet the change management challenge in hand, as you have defined it in your
objectives and scope, and how to work alongside other people's and projects'
activities and responsibilities.
The essence of this is to identify the tasks that are necessary if you're going to give
change the greatest chance of success.
Coming from this, the activities involved in managing change can include:
Ensuring there is clear expression of the reasons for change, and helping
the sponsor communicate this.
Identifying "change agents" and other people who need to be involved in
specific change activities, such as design, testing, and problem solving,
and who can then act as ambassadors for change.
Assessing all the stakeholders and defining the nature of sponsorship,
involvement and communication that will be required.
Planning the involvement and project activities of the change sponsor(s).
Planning how and when the changes will be communicated, and organising
and/or delivering the communications messages.
Assessing the impact of the changes on people (Equality Impact
Assessment) and the organisation's structure.
Planning activities needed to address the impacts of the change.
Ensuring that people involved and affected by the change understand the
process change.
Making sure those involved or affected have help and support during times
of uncertainty and upheaval.
Assessing training needs driven by the change, and planning when and
how this will be implemented.
Identifying and agreeing the success indicators for change, and ensure they
are regularly measured and reported on.
Remember, these are just some typical change management activities. Others may
be required in your specific situation. Equally, some of the above may not be within
your remit, so plan carefully, and coordinate with other people involved.

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Key Points:
Change management is a broad discipline that involves ensuring change is

implemented smoothly and with lasting benefits, by considering its wider impact on
the organisation and people within it. Each change initiative you manage or
encounter will have its own unique set of objectives and activities, all of which must
be coordinated.
As a change manager, your role is to ease the journey towards new ways of working,
and you'll need a set of tools to help you along the way.

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Why Change Can Fail
Knowing What Not To Do
There's no denying it change is tough! When thinking about change, we often look
for "how to" tips: How do you start a change process? How do you engage people in
change? How do you make sure you follow through on your change plans?
With something as complex as change, forward-thinking "how-to's" are usually only

half of the picture. So don't just ask how change succeeds, ask why it fails: This can
offer valuable lessons as well!
Look back on a recent change initiative. Have you ever caught yourself saying, "We
should have done this." or "If only we'd done that."? If yes, you can probably
appreciate exploring change from a failure perspective. There are so many variables
to consider in any change project and so many things that can go wrong!
So let's consider "what goes wrong." Learning from experience is very powerful, and
it's worth applying the lessons from other people's mistakes before you start down
the path of change.
Here are seven main reasons that change can fail.
Change Can Fail Because...
1. It's Not Compelling
Change needs a clear and valid reason. Don't "push it through" it's much better to
convince people that it's important and urgent only that way can you get a clear
commitment from others. To ensure that you have a solid foundation to build a
change movement, identify the reasons for the change.
What conditions create the need for change?

What are the underlying causes?
Have you identified and made a case for the change?
Have you identified the one crucial reason for change?
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Do the necessary work up-front to gain people's commitment and build their desire to
see the change through to its completion. Get the right people on board, and start
with a clear rationale and well-defined objectives. Kotters 8 Step Change Model
calls this the need to create a sense of urgency. After all, it's normal human nature to
resist change unless you see a clear reason for it.
For detailed ideas on figuring out where change needs to happen, see the Burke-
Litwin Change Model. This gives you a framework for understanding the dynamics
of organisational change, and for applying it to your situation.
2. It's Not Required
Change cannot be an option. People often don't want to change, and they often
won't, unless they have good reason to. This means that top management must
commit wholeheartedly to the change, and they should accept nothing less from
everyone else.
Do your organisations leaders openly support the change?

Do they "walk the talk" and do as they say?
Do they demand commitment to change?
Do you have a way to measure staff engagement and participation?
Asking people to change isn't enough it needs to be a requirement.
3. It's Not Communicated
You can demand change and create a convincing reason for it, but you also need
excellent communication. Many people may, for good reasons, prefer the status quo
they'd rather leave things as they are. So make sure that the reason for change is
frequently and effectively communicated.
Do your company leaders talk about the change with passion?

Do they express the vision associated with the change?
Do they focus on what's in it for individuals, as well as the overall rationale?
Design communication to win people over. Be sure to address the reasons not to
change if allowed, they may become more important than the reasons to proceed.
The change curve suggests that support for change usually rises slightly at first, and
then drops down before heading back up again. Fear, anger, and resentment are
common at this lower stage, and there's a decrease in commitment. Open, honest,
and sincere communication can play a large role in getting past this.

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4. It Doesn't Involve the Right People
Leaders are important to change. But many other people are also critical to pushing
forward the change process. To avoid an "us vs. them" mindset, seek change agents
throughout your organisation.
Are the people expected to execute the change also involved in the
planning stages?
Do you seek their opinions for implementation ideas?
Do you use insiders to implement the change?
Do you use managers and supervisors to help win support for the process?
Do you engage informal and formal leaders (Kotter's coalition for change) in
the process?
Look throughout your organisation. Identify the people who are most affected by the
change as well as individuals who are in a position to champion the change. By
combining these forces, you can effectively convince people that the change is
aligned with their personal agendas.
5. The Implementation Is Poorly Planned
You may prepare people perfectly. However, unless your change plan is workable
and effective, it probably won't be successful. The road to change has many
obstacles, so your planning has to be as thorough as possible.
Have you considered the impact on people not just on finances and
processes?
Does your methodology fit your business?
Does your methodology fit your corporate culture?
What reward systems (recognition and feedback) can you use to support
the change?
What are your contingency plans, in case things go wrong or need
adjustments?
Do you have enough resources?
What are the consequences of the change to other parts of your
organisation?
What is the cultural impact of the change? What should you adjust to
support the change?
Is your approach flexible enough to survive the unexpected and inevitable
problems?
Do you know when to stop talking and start doing?

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Lewins Change Management Model shows change as a three-stage process:
1. Unfreeze (prepare the organisation for change)

2. Change (help people embrace change)
3. Refreeze (help the changes settle in and become the new reality)
Look at your planning and implementation from this perspective. This may help you
see the bigger picture and keep your vision, despite the struggles you face.
6. Success Takes Too Long to Arrive
Success can motivate. For people to keep going through the pain of change, it helps
to have some obvious "wins" spread throughout the change process. Include some
ways to achieve a few key results early in your implementation plan.
7. There's Too Little Follow-through
Change projects usually get lots of attention up front, but then they can fade out well
before completion. If done well, change can create lots of buzz and excitement.
Then, if you have some quick wins, the momentum can build.
However, this is when change leaders can get lazy. They may consider their work
done and move onto the next project, or they may get bored with the humdrum
activities of implementation, and lose focus on the things that are important. Don't let
this happen! Follow through to the end, and make sure your plan is implemented.
Who is responsible for follow-through?

Is there a clear project manager whose job is to see the project to
completion?
What is your plan to ensure that victory isn't declared too soon?
Are the change agents as motivated and passionate as the leaders? Have
the leaders given the responsibility for passion to other people?
Have you thought about ways to keep high levels of commitment and
determination?
Many of the reasons that change fails can be "turned around" to make change work.
Be aware of both sides of the issue, and you can better prepare for the challenge of
change.
Key Points
It isn't easy to lead or participate in change, and change can fail for many reasons.
Understand what contributes to success and learn what contributes to failure, so
you'll know what to avoid. Then you'll have a more well-rounded and comprehensive
approach to planning and preparation. That's really the key to a successful change.
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Lewin's Change Management Model
Understanding the Three Stages of Change
Change is a common thread that runs through all businesses regardless of size,
industry and age. Our world is changing fast and, as such, organisations must
change quickly too. Organisations that handle change well thrive, whilst those that
do not may struggle to survive.
The concept of "change management" is a familiar one in most businesses today.

But, how businesses manage change (and how successful they are at it) varies
enormously depending on the nature of the business, the change and the people
involved. And a key part of this depends on how far people within it understand the
change process.
One of the cornerstone models for understanding organisational change was

developed by Kurt Lewin back in the 1940s, and still holds true today. His model is
known as Unfreeze Change Refreeze, refers to the three-stage process of
change he describes. Lewin, a physicist as well as social scientist, explained
organisational change using the analogy of changing the shape of a block of ice.
Understanding Lewin's Model
If you have a large cube of ice, but realize that what you want is a cone of ice, what
do you do? First you must melt the ice to make it amenable to change (unfreeze).
Then you must mould the iced water into the shape you want (change). Finally, you
must solidify the new shape (refreeze).

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By looking at change as process with distinct stages, you can prepare yourself for
what is coming and make a plan to manage the transition looking before you leap,
so to speak. All too often, people go into change blindly, causing much unnecessary
turmoil and chaos.
To begin any successful change process, you must first start by understanding why
the change must take place. As Lewin put it, "Motivation for change must be
generated before change can occur. One must be helped to re-examine many
cherished assumptions about oneself and one's relations to others." This is the
unfreezing stage from which change begins.
Unfreeze
This first stage of change involves preparing the organisation to accept that change
is necessary, which involves breaking down the existing status quo before you can
build up a new way of operating.
Key to this is developing a compelling message showing why the existing way of
doing things cannot continue. This is easiest to frame when you can point to
declining performance statistics, poor financial predictions, worrying patient/client
satisfaction surveys, or suchlike: These show that things have to change in a way
that everyone can understand.
To prepare the organisation successfully, you need to start at its core you need to
challenge the beliefs, values, attitudes, and behaviours that currently define it. Using
the analogy of a building, you must examine and be prepared to change the existing
foundations as they might not support add-on storeys; unless this is done, the whole
building may risk collapse.
This first part of the change process is usually the most difficult and stressful. When
you start cutting down the "way things are done", you put everyone and everything
off balance. You may evoke strong reactions in people, and that's exactly what
needs to done.
By forcing the organisation to re-examine its core, you effectively create a

(controlled) crisis, which in turn can build strong motivation to seek out a new
equilibrium. Without this motivation, you won't get the buy-in and participation
necessary to effect any meaningful change.
Change
After the uncertainty created in the unfreeze stage, the change stage is where
people begin to resolve their uncertainty and look for new ways to do things. People
start to believe and act in ways that support the new direction.

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The transition from unfreeze to change does not happen overnight: People take time
to embrace the new direction and participate proactively in the change. A related
change model, the Change Curve, focuses on the specific issue of personal
transitions in a changing environment and is useful for understanding this specific
aspect in more detail.
In order to accept the change and contribute to making the change successful,
people need to understand how the changes will benefit them. Not everyone will fall
in line just because the change is necessary and will benefit the company. This is a
common assumption and pitfall that should be avoided.
Tip:
Unfortunately, some people will genuinely be harmed by change, particularly those
who benefit strongly from the status quo. Others may take a long time to recognise
the benefits that change brings. You need to foresee and manage these situations.
Time and communication are the two keys to success for the changes to occur.
People need time to understand the changes and they also need to feel highly
connected to the organisation throughout the transition period. When you are
managing change, this can require a great deal of time and effort and hands-on
management is usually the best approach.
Refreeze
When the changes are taking shape and people have embraced the new ways of
working, the organisation is ready to refreeze. The outward signs of the refreeze are
a stable organisation chart, consistent job descriptions, and so on. The refreeze
stage also needs to help people and the organisation internalise or institutionalise
the changes. This means making sure that the changes are used all the time; and
that they are incorporated into everyday business. With a new sense of stability,
employees feel confident and comfortable with the new ways of working.
The rationale for creating a new sense of stability in our every changing world is
often questioned. Even though change is a constant in many organisations, this
refreezing stage is still important. Without it, employees get caught in a transition
trap where they aren't sure how things should be done, so nothing ever gets done to
full capacity. In the absence of a new frozen state, it is very difficult to tackle the next
change initiative effectively. How do you go about convincing people that something
needs changing if you haven't allowed the most recent changes to sink in? Change
will be perceived as change for change's sake, and the motivation required to
implement new changes simply won't be there.

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As part of the Refreezing process, make sure that you celebrate the success of the
change this helps people to find closure, thanks them for enduring a painful time,
and helps them believe that future change will be successful.
Practical Steps for Using the Framework:
Unfreeze
1. Determine what needs to change.
Survey the organisation to understand the current state.

Understand why change has to take place.
2. Ensure there is strong support from upper management.
Use Stakeholder Analysis and Stakeholder Management to identify and win

the support of key people within the organisation.
Frame the issue as one of organisation-wide importance.
3. Create the need for change.
Create a compelling message as to why change has to occur.

Use your vision and strategy as supporting evidence.
Communicate the vision in terms of the change required.
Emphasize the "why".
4. Manage and understand the doubts and concerns.
Remain open to employee concerns and address in terms of the need to

change.
Change
1. Communicate often.
Do so throughout the planning and implementation of the changes.

Describe the benefits.
Explain exactly the how the changes will affect everyone.
Prepare everyone for what is coming.
2. Dispel rumours.
Answer questions openly and honestly.

Deal with problems immediately.
Relate the need for change back to operational necessities.

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3. Empower action.
Provide lots of opportunity for employee involvement.

Have line managers provide day-to-day direction.
4. Involve people in the process.
Generate short-term wins to reinforce the change.

Negotiate with external stakeholders as necessary (such as employee
organisations).
Refreeze
1. Anchor the changes into the culture.
Identity what supports the change.

Identify barriers to sustaining change.
2. Develop ways to sustain the change.
Ensure leadership support.

Create a reward system.
Establish feedback systems.
Adapt the organisational structure as necessary.
3. Provide support and training.
Keep everyone informed and supported.
4. Celebrate success!
Key Points
Lewin's change model is a simple and easy-to-understand framework for managing

change.
By recognising these three distinct stages of change, you can plan to implement the
change required. You start by creating the motivation to change (unfreeze). You
move through the change process by promoting effective communications and
empowering people to embrace new ways of working (change). And the process
ends when you return the organisation to a sense of stability (refreeze), which is so
necessary for creating the confidence from which to embark on the next, inevitable
change.

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The McKinsey 7S Framework
Ensuring That All Parts of Your Organisation Work in Harmony
How do you go about analysing how well your team, department, service,
organisation is positioned to achieve its intended objective? This is a question that
has been asked for many years, and there are many different answers. Some
approaches look at internal factors, others look at external ones, some combine
these perspectives, and others look for congruence between various aspects of the
organisation being studied. Ultimately, the issue comes down to which factors to
study.
While some models of organisational effectiveness go in and out of fashion, one that
has persisted is the McKinsey 7S framework. Developed in the early 1980s by Tom
Peters and Robert Waterman, two consultants working at the McKinsey & Company
consulting firm, the basic premise of the model is that there are seven internal
aspects of an organisation that need to be aligned if it is to be successful.
The 7S model can be used in a wide variety of situations where an alignment

perspective is useful, for example to help you:
Improve the performance of an organisation.

Examine the likely effects of future changes within an organisation.
Align departments and processes during a merger or acquisition.
Determine how best to implement a proposed strategy.
The McKinsey 7S model can be applied to elements of a team or a project as well.

The alignment issues apply, regardless of how you decide to define the scope of the
areas you study.
The Seven Elements
The McKinsey 7S model involves seven interdependent factors which are

categorized as either "hard" or "soft" elements:

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Hard Elements Soft Elements
Strategy Shared Values
Structure Skills
Systems Style
Staff
"Hard" elements are easier to define or identify and management can directly
influence them: These are strategy statements; organisation charts and reporting
lines; and formal processes and IT systems.
"Soft" elements, on the other hand, can be more difficult to describe, and are less
tangible and more influenced by culture. However, these soft elements are as
important as the hard elements if the organisation is going to be successful.
The way the model is presented in Figure 1 below depicts the interdependency of
the elements and indicates how a change in one affects all the others.
Look at each of the elements specifically:
Strategy: the plan devised to maintain and build competitive advantage over
the competition.
Structure: the way the organisation is structured and who reports to
whom.
Systems: the daily activities and procedures that staff members engage in
to get the job done.

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Shared Values: called "super ordinate goals" when the model was first
developed, these are the core values of the company that are evidenced in
the corporate culture and the general work ethic.
Style: the style of leadership adopted.
Staff: the employees and their general capabilities.
Skills: the actual skills and competencies of the employees working for the
company.
Placing Shared Values in the middle of the model emphasises that these values are
central to the development of all the other critical elements. The organisations
structure, strategy, systems, style, staff and skills all stem from why the organisation
was originally created, and what it stands for.
How to Use the Model
Now you know what the model covers, how can you use it?
The model is based on the theory that, for an organisation to perform well, these
seven elements need to be aligned and mutually reinforcing. So, the model can be
used to help identify what needs to be realigned to improve performance, or to
maintain alignment (and performance) during other types of change.
Whatever the type of change restructuring, new processes, organisational merger,

new systems, change of leadership, and so on the model can be used to
understand how the organisational elements are interrelated, and so ensure that the
wider impact of changes made in one area is taken into consideration.
You can use the 7S model to help analyse the current situation (Point A), a proposed
future situation (Point B) and to identify gaps and inconsistencies between them. It's
then a question of adjusting and tuning the elements of the 7S model to ensure that
your organisation works effectively and well once you reach the desired endpoint.
Sounds simple? Well, of course not: Changing your organisation probably will not be
simple at all! Whole books and methodologies are dedicated to analysing
organisational strategy, improving performance and managing change. The 7S
model is a good framework to help you ask the right questions but it won't give you
all the answers. For that you'll need to bring together the right knowledge, skills and
experience.
7S Checklist Questions
Here are some of the questions that you'll need to explore to help you understand
your situation in terms of the 7S framework. You can use this list to analyse your
current (Point A) situation first, and then repeat the exercise for your proposed

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situation (Point B), but for the purpose of today we will just look at the merits of the
Model and how we may use it.
Strategy:
What is our strategy?
How do we intend to achieve our objectives?
How do we deal with competitive pressure?
How are changes in customer demands dealt with?
How is strategy adjusted for environmental issues?
Structure:
How is the team, department, service, organisation divided?
What is the hierarchy?
How do the various departments coordinate activities?
How do the team members organise and align themselves?
Is decision making and controlling centralised or decentralised? Is this as it
should be, given what we're doing?
Where are the lines of communication? Explicit and implicit?
Systems:
What are the main systems that run the organisation? Consider financial
and HR systems as well as communications and document storage.
Where are the controls and how are they monitored and evaluated?
What internal rules and processes does the team use to keep on track?
Shared Values:
What are the core values?
What is the corporate/team culture?
How strong are the values?
What are the fundamental values that the company/team was built on?
Style:
How participative is the management/leadership style?
How effective is that leadership?
Do employees/team members tend to be competitive or cooperative?
Are there real teams functioning within the organisation or are they just
nominal groups?
Staff:
What positions or specialisations are represented within the team?
What positions need to be filled?
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Are there gaps in required competencies?
Skills:
What are the strongest skills represented within the team, department,
service, and organisation?
Are there any skills gaps?
What is the team, department, service, organisation known for doing well?
Do the current employees/team members have the ability to do the job?
How are skills monitored and assessed?
Key Points:
The McKinsey 7Ss model is one that can be applied to almost any organisational or
team effectiveness issue. If something within your organisation or team isn't working,
chances are there is inconsistency between some of the elements identified by this
classic model. Once these inconsistencies are revealed, you can work to align the
internal elements to make sure they are all contributing to the shared goals and
values.
The process of analysing where you are right now in terms of these elements is
worthwhile in itself, but by taking this analysis to the next level and determining the
ultimate state for each of the factors, you can really move your organisation or team
forward.

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The Congruence Model
Aligning the Drivers of High Performance
Is your organisation's performance as good as it could be? What could be changed

to improve things and why would this help? Does the key lie in the work itself? Or
with the people doing it? Should you reorganise the corporate structure? Or try to
change the prevailing culture? And why does one organisation seem to thrive on a
certain corporate structure or type of work, while another struggles?
The answer lies in understanding the key causes or drivers of performance and the
relationship between them. The Congruence Model, first developed by David A
Nadler and M L Tushman in the early 1980s, provides a way of doing just this. It's a
powerful tool for finding out what's going wrong with a team or organisation, and for
thinking about how you can fix it.
Understanding the Tool
The Congruence Model is based on the principle that an organisation's performance

is derived from four elements: tasks, people, structure, and culture. The higher the
congruence, or compatibility, amongst these elements, the greater the performance.
For example, if you have brilliant people working for you, but your organisation's
culture is not a good fit for the way they work; their brilliance will not shine through.
Likewise, you can have the latest technology and superbly streamlined processes to
support decision making, but if the organisational culture is highly bureaucratic,
decisions will undoubtedly still get caught in the quagmire.
To avoid this type of incongruence, the Congruence Model offers a systematic wayto
consider the root elements that drive organisational performance. The following
diagram shows how the four critical elements relate to strategy and performance

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How to Use the Tool
To apply the Congruence Model start by looking at each component individually and
then compare and analyse how they relate to one another.
Step One: Analyse each key element separately
Tasks: First you need to understand what work is at the core of your organisation's
performance. Here you are looking at the critical tasks that are done within the
organisation from two perspectives: What work is done, and how is it processed.
Does the work require specific knowledge or skill?

What are the intrinsic rewards involved in completing the work?
Is it mechanistic or creative?
How does the work flow?
What sort of approach is needed to do this work best? Quick? Thorough?
Caring? Analytical? Precise? Enthusiastic? ...
Where are the interdependencies?
People: You know what work is done; now you have to look at who does it. You
need to know what types of people are currently performing the organisation's critical
tasks.
Who interacts to get the work done? Bosses, employees, peers, external
stakeholders.
What skills do the people possess? Knowledge, experience, education,
competencies.
Is there a demographic profile? Age, gender, ethnicity.
What are these people's preferences and expectations for compensation,
reward, career progression, recognition, and organisational commitment?
Organisational Structure: This element involves looking at the formal structure,

systems and processes that support the organisation.
How is the company organised? Mechanistic or organic.

Are there distinct business units or other separations? Regional, functional,
by product, by market.
How distinct and/or rigid are the lines of authority?
How standardised is the work? Rules, policies, procedures.
How is work measured and incentivised and rewarded?
Culture: Here you are concerned with the unwritten rules that define how work is
really done which depends on attitudes, beliefs, commitment, motivation and so
on, as well as the formal elements of process and structure that you have already
examined. This element is the hardest to define, and often the one with the most
influence.
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What do people really do to get work done?
How does information flow around the organisation?
What are the beliefs and values of individuals in the organisation?
What leadership style is adopted?
Is there a political network in play?
Step Two: Analyse how these elements interrelate in your organisation
Once you have identified the major factors in performance for each of the four key
elements, you need to look at how they interrelate. You are looking for areas of
congruence and incongruence.
Work and People: Is the work being done by the right people?
Work and Structure: Is the work done in a well-coordinated manner given
the organisational structure in place?
Structure and People: Does the formal organisation structure allow the
people to work together effectively?
People and Culture: Are the people working within a culture that best suits
them?
Culture and Work: Does the culture support the nature of the work that
needs to be done?
Structure and Culture: Do the formal and informal structures work
cooperatively or do they compete?
Step Three: Plan to Create and Maintain Congruence
Work through the areas of congruence and incongruence you have identified, and
decide what needs to be done to resolve major incongruence and to reinforce
congruence. As you move forward with your plan, strategy, or decision, it's important
to remember that you keep on looking for the things that are well-coordinated, as
well as the things that aren't. It's just as important to reinforce what is currently
congruent, as well as change what's incongruent, and build in processes to ensure
that the current congruence is maintained
Key Points
Organisations are effective when the four key components of performance tasks,
people, structure, and culture fit together. When these elements work in unison to
support and promote high performance, the end result is an organisation-wide
system that functions efficiently and effectively. When pieces are out of synch with
each other, the friction that is caused has a negative impact on the entire process,
which limits the overall productivity that can be achieved.
This makes Congruence Analysis a useful tool for fixing problems in your team or
organisation. Use it to take a look at the organisational components contributing to
your overall performance, and create congruence in and between them people will
be much more satisfied and the work will be done that much more effectively.
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Kotter's 8-Step Change Model
Implementing Change Powerfully and Successfully
Change is the only constant."

Heraclitus, Greek philosopher
What was true more than 2,000 years ago is just as true today. We live in a world
where "business as usual" is change. New initiatives, project-based working,
technology improvements, staying ahead of the competition these things come
together to drive ongoing changes to the way we work. You know that the change
needs to happen, but you don't really know how to go about doing it. Where do you
start? Whom do you involve? How do you see it through to the end?
There are many theories about how to "do" change. Many originate with leadership
and change management guru, John Kotter. A professor at Harvard Business School
and world-renowned change expert, Kotter introduced his eight-step change process
in his 1995 book, "Leading Change." We look at his eight steps for leading change
below.
Step 1: Create Urgency
For change to happen, it helps if the whole department/organisation really wants it.
Develop a sense of urgency around the need for change. This may help you spark
the initial motivation to get things moving. Open an honest and convincing dialogue
about what's happening in the organisation or political arena. If many people start
talking about the change you propose, the urgency can build and feed on itself.
What you can do:
Identify potential threats, and develop scenarios showing what could

happen in the future.
Examine opportunities that should be, or could be, exploited.
Start honest discussions, and give dynamic and convincing reasons to get
people talking and thinking.
Request support from internal and external stakeholders to strengthen your
argument.

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Note:
Kotter suggests that for change to be successful, 75 percent of an organisations
management needs to "buy into" the change. In other words, you have to really work
hard on Step 1, and spend significant time and energy building urgency, before
moving onto the next steps. Don't panic and jump in too fast because you don't want
to risk further short-term losses if you act without proper preparation, you could be
in for a very bumpy ride.
Step 2: Form a Powerful Coalition
Convince people that change is necessary. This often takes strong leadership and
visible support from key people within your organisation. Managing change isn't
enough you have to lead it. You can find effective change leaders throughout your
organisation they don't necessarily follow the traditional organisation hierarchy. To
lead change, you need to bring together a coalition, or team, of influential people
whose power comes from a variety of sources, including status, expertise,
experience and political importance. Once formed, your "change coalition" needs to
work as a team, continuing to build urgency and momentum around the need for
change.
What you can do:
Identify the true leaders in your organisation.

Ask for an emotional commitment from these key people.
Work on team building within your change coalition.
Check your team for weak areas, and ensure that you have a good mix of
people from different departments and different levels within your
organisation.
Step 3: Create a Vision for Change
When you first start thinking about change, there will probably be many great ideas
and solutions floating around. Link these concepts to an overall vision that people
can grasp easily and remember. A clear vision can help everyone understand why
you're asking them to do something. When people see for themselves what you're
trying to achieve, then the directives they're given tend to make more sense.
What you can do:
Determine the values that are central to the change.

Develop a short summary (one or two sentences) that captures what you
"see" as the future of your organisation.
Create a strategy to execute that vision.
Ensure that your change coalition can describe the vision in five minutes or
less.
Practice your "vision speech" often.

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Step 4: Communicate the Vision
What you do with your vision after you create it will determine your success. Your
message will probably have strong competition from other day-to-day
communications within the organisation, so you need to communicate it frequently
and powerfully, and embed it within everything that you do. Don't just call special
meetings to communicate your vision. Instead, talk about it every chance you get.
Use the vision daily to make decisions and solve problems. When you keep it fresh
on everyone's minds, they'll remember it and respond to it. It's also important to
"walk the talk." What you do is far more important and believable than what you
say. Demonstrate the kind of behaviour that you want from others.
What you can do:
Talk often about your change vision.

Openly and honestly address peoples' concerns and anxieties.
Apply your vision to all aspects of operations from training to
performance reviews. Tie everything back to the vision.
Lead by example.
Step 5: Remove Obstacles
If you follow these steps and reach this point in the change process, you've been
talking about your vision and building buy-in from all levels of the organisation.
Hopefully, your staff wants to get busy and achieve the benefits that you've been
promoting. But is anyone resisting the change? And are there processes or
structures that are getting in its way? Put in place the structure for change, and
continually check for barriers to it. Removing obstacles can empower the people you
need to execute your vision, and it can help the change move forward.
What you can do:
Identify, or hire, change leaders whose main roles are to deliver the
change.
Look at your organisational structure, job descriptions, and performance
systems to ensure they're in line with your vision.
Recognise and reward people for making change happen.
Identify people who are resisting the change, and help them see what's
needed.
Take action to quickly remove barriers (human or otherwise).
Step 6: Create Short-term Wins
Nothing motivates more than success. Give your organisation a taste of victory early
in the change process. Within a short time frame (this could be a month or a year,
depending on the type of change); you'll want to have results that your staff can see.
Without this, critics and negative thinkers might hurt your progress.
- 27 -
Create short-term targets not just one long-term goal. You want each smaller
target to be achievable, with little room for failure. Your change team may have to
work very hard to come up with these targets, but each "win" that you produce can
further motivate the entire staff.
What you can do:
Look for sure-fire projects that you can implement without help from any
strong critics of the change.
Don't choose early targets that are expensive. You want to be able to
justify the investment in each project.
Thoroughly analyse the potential pros and cons of your targets. If you don't
succeed with an early goal, it can hurt your entire change initiative.
Reward the people who help you meet the targets.
Step 7: Build on the Change
Kotter argues that many change projects fail because victory is declared too early.
Real change runs deep. Quick wins are only the beginning of what needs to be done
to achieve long-term change. Each success provides an opportunity to build on what
went right and identify what you can improve.
What you can do:
After every win, analyse what went right and what needs improving.
Set goals to continue building on the momentum you've achieved.
Learn about Kaizen and the idea of continuous improvement.
Keep ideas fresh by bringing in new change agents and leaders for your
change coalition.
Step 8: Anchor the Changes in Corporate Culture
Finally, to make any change stick, it should become part of the core of your
organisation. Your corporate culture often determines what gets done, so the values
behind your vision must show in day-to-day work. Make continuous efforts to ensure
that the change is seen in every aspect of your organisation. This will help give that
change a solid place in your organisation's culture.
It's also important that your organisation's leaders continue to support the change.
This includes existing staff and new leaders who are brought in. If you lose the
support of these people, you might end up back where you started.

- 28 -
What you can do:
Talk about progress every chance you get. Tell success stories about the
change process, and repeat other stories that you hear.
Include the change ideals and values when hiring and training new staff.
Publicly recognize key members of your original change coalition, and
make sure the rest of the staff new and old remembers their
contributions.
Create plans to replace key leaders of change as they move on. This will
help ensure that their legacy is not lost or forgotten.

- 29 -
The Burke-Litwin Change Model
Unravelling the Dynamics of Organisational Change
Change is the only constant or so the adage goes. Change is often a complex and
arduous process, and not something you want to attempt without a solid plan. When
organisations need to change, the planning process is often complicated by the need
to change many elements in unison.
This interrelatedness of organisational parts can contribute to the failure of change

programs. When one variable is missed, bypassed, or underestimated the whole
system fails to change, leaving managers and employees with the unenviable task of
putting things back to the status quo. The really brave will attempt the change
process over again; others will accept defeat and resign themselves to doing what
they've always done.
When what people have always done already isn't working however, the results of
failed change can be devastating. Whether it's revamping an accounting process,
implementing a new IT system, or embarking on a new competitive strategy, positive
change is revitalizing and productive. That's why it is so important to understand
what needs to be addressed during any change process and why.
When you understand the dynamics of organisational change, you can apply the
principles to any type of change initiative that comes your way. That's an exciting
and valuable skill to have in todays ever changing climate.
A useful model for understanding the organisational change process is the Burke-
Litwin Change Model published by George H Litwin and W Warner Burke in 1992.
This model shows the causal effects of change between 12 key areas of
organisational design. Using the model, you can learn which organisational variables
to change and why. You can then use this understanding to analyse, diagnose and
even predict the effects of change throughout an organisation.
Understanding the Model

The Burke-Litwin model is used as a guide for identifying and linking factors that are
critical to a successful change initiative. According to the model there are 12 of these
critical factors.
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Tip:
This diagram looks very complex. Please persevere! This is a useful tool, and this
should all eventually make sense!
Input: External Environment

The loop starts with the external environment, shown in dark blue in the model. This
is what creates the need for change. Examples include a weakening in the economy,
shifts in social trends, the arrival of new technology, funding.
By including the external environment as an input, the Burke-Litwin model goes one
stage further than the Congruence Model of organisational performance. It is also
considerably more complex, involving more elements. In developing their model,
Burke and Litwin tried to strike a balance between reflecting the genuine complexity
of the real world, and creating something that people could readily understand and
use.
Throughput: Transformational Factors

Transformational factors are the elements that are core to an organisations
performance. They make up the fundamental structure of an organisation and are
shown in sky blue in the model. If you're going to make significant changes to your
area, or transform an organisation, you need to address these factors.
Mission and Strategy What the organisations people believe to be the

core purpose for the organisations existence;

- 31 -
Leadership The actions, philosophies, and values of senior managers;
and
Organisational Culture The norms of behaviour and values that are
accepted and expected within the organisation.
To effect significant change, or even perform at acceptable levels, these three

elements must be aligned. In the model, these factors are at the top of the loop and
are of over-riding importance when dealing with a change that is intended to shake-
up "the way things are done around here." The arrows showing the interaction
between these transformational factors and the transactional factors described below
are shaded downwards to indicate that, although the upper and lower elements both
impact each other, the impact is stronger in the downwards direction.
Throughput: Transactional Factors

These are the elements of an organisation that are more easily changed, but rarely
have the same kind of impact on organisation-wide performance as the
transformational ones. They are shown in light green in the model. They are
important, but unless the three transformational factors support the change,
modifications in these areas are likely to be temporary.
Structure The way the organisation is set up in terms of roles and

functions, communication, lines of authority, and decision-making.
Systems The processes and procedures that are in place to support
operations.
Management Practices How managers and people with authority and
responsibility execute the strategy on a day-to-day basis.
Work Climate The prevailing attitude and morale of the people working
for the organisation.
Task and Individual Skills The degree of "fit" between the skills required
for the job and the skills of the people doing the job.
Individual Needs and Values The degree to which the processes and
systems within the organisation fulfil the needs of the employees and allow
them to feel satisfied.
Motivation The intrinsic and extrinsic factors that motivate people to
perform well on a consistent basis.
In fact, all twelve elements affect each other, but the arrows on the diagrams show
the relationships between elements that the authors considered the strongest. Even
so, it quickly becomes clear how a change in one element can have an organisation-
wide impact. And while change or improvement in any one of these transactional
factors can affect performance, the effect will only be long lasting if the underlying
transformational elements are aligned.

- 32 -
For example, if you restructure departments and create cross functional work teams
without addressing the deeply held belief that functional groups operate best as
distinct business units, then your restructuring may even be detrimental to
performance. Likewise, if you put in place a top-notch reward and recognition system
to motivate employees, but it doesn't reward people for behaviours that support the
mission, then the effect may be counterproductive.
Output: Individual and Organisational Performance

The outcome of the change is the effect it has on performance shown in gray in the
model. This is the measure of the effectiveness of the change. It also has an impact
on the external environment, which is what creates the loop. Therefore, as the output
changes, so does the input and so the factors of change themselves also change,
once again proving that the only constant is change!
Applying the Burke-Litwin Change Model
So the theory sounds good, but how do you use it? The model's greatest value is as
a framework for understanding the current situation and the collateral impact of
proposed changes.
Step 1: Where is the Need for Change Coming From?
Change initiatives are driven by one of two things: either something isn't working
now, or something won't be working as well as you want it to in the future if you don't
make changes now. Either way, the change initiatives will be focused in one of the
four groups of elements in the model:
1. The External Environment

2. Transformational Factors
3. Transactional Factors
4. Performance
Start by deciding which group your change imperative belongs to. Then identify
which of the elements in each group is key for your situation. In general, the lower
down the model your key element is, the more easily you will be able to effect the
change required.
Step 2: Assess the Current Situation
The next step is to understand the key element in your change imperative in detail.
Use the questions from the following list as a guide, and also explore the other 11
elements, spending more time on those that links most closely with your key
element.

- 33 -
External Environment What is driving the change? How will these
drivers impact the organisation?
Mission and Strategy Is there a clear mission? What is it? Is there a
perceived mission and strategy that is different from the formal one? Do
employees believe in the mission and strategy?
Leadership Who are the real leaders? What style do they use? Is this
style successful?
Organisational Culture What are the unwritten rules of behaviour? Do
any of these rules conflict with what the organisation is seeking to
accomplish?
Structure How are people and functions arranged? How flexible is the
structure? Where are decisions made? How is authority and responsibility
divided up? How is information communicated?
Systems What are the key policies and procedures that define how work
is done? What systems are in place to motivate, reward, recognise and
appraise employees?
Management Practices What style of management is practiced? How do
managers interact with their employees? Are teams used?
Work Climate What is the morale of the staff like? How do people get
along with each other? What systems are used to resolve conflict? Are
there definite dividing lines between units, departments, or locations?
Task and Individual Skills How are job requirements defined? Who
defines them? How well are people matched to their jobs?
Individual Needs and Values Are people generally satisfied at work?
What efforts are made to ensure job satisfaction? What opportunities are
given for professional development and career succession?
Motivation Are staff motivated through formal systems? Is motivation
expected to be intrinsic? What impacts motivation the most?
Individual and Organisational Performance How is productivity
measured? What are the performance levels on these factors? What
should be measured that isn't?

- 34 -
Step 3: Incorporate All Affected Elements into your Change Plan
Now that you understand "what" is happening, you need to figure out what you're
going to change in the key problem element, and what therefore also needs to
change in the main related elements.
This may need to be done as an iterative process: change in one element affects a
second element, which affects a third, yet the change in the third element may
require another alteration back in the first element again.
Key Points
The Burke-Litwin Change Model examines organisational change and provides

insight into how changes in 12 key elements of the organisations design can impact
one another and overall performance. This framework can be used to keep a close
eye on the impact that changes in one area have on all the other areas as
development and implementation of a change plan continues. The more aware you
are of the dynamics of change, the better you will be at managing and dealing with it
as it happens.

- 35 -
Weisbord's Six-Box Model
A Starting Point for Diagnosing Organisational Issues
Is your team, service area, department, Clinical Programme Group, Corporate

function well designed, and does it operate effectively? Or is there a gap between
"what is" and "what should be"?
Too often, gaps like these aren't identified until they're huge, and that's why leaders
and managers should frequently assess their organisation or team for potential
improvement opportunities.
The hard part of this is figuring out where to focus your attention. There are so many
factors that contribute to successful operations, and knowing what to investigate and
spend your time analysing is half the battle.
This is where Marvin Weisbord's Six-Box Model helps. Introduced in his article
"Organisational Diagnosis: Six Places to Look for Trouble With or Without a Theory",
his tool gives you six good places to start looking for improvement in your business.
By paying attention to these key areas, you can start generating options for creating
a stronger organisation.
The Six-Box Model
Weisbord argued that, to be successful, the organisation has to work effectively and
be internally consistent in six key areas:
Purposes The mission and goals of the organisation.

Structure The way that work is organised.
Relationships The way that people interact.
Rewards How intrinsic and extrinsic rewards are linked to work.
Leadership The type of leadership, and how well it keeps business
elements aligned.
Supporting mechanisms Planning, controlling, budgeting, and other
systems that help the organisation meet its goals.

- 36 -
Each of these areas is affected by inputs from the external environment things like
economy, political arena, funding issues. The outputs are the services that the
organisation provides. Figure 1 shows how these elements fit together.
Weisbord suggested a variety of questions in each area to help people use the
model. Answering these questions helps you think about how the organisation
operates currently, how well each area supports the other areas, and what the
organisation can do to improve.
Below, we look at each box in more detail.
Purposes Here you assess the business that you're in, and decide what you're
trying to accomplish. Ask questions like:
Do we have a clear mission and vision?
How well do we use these to establish goals?
How clearly do people understand the goals?
To what extent do we agree on our goals?
How much have workers participated in goal setting?
How can we frame our goals to increase commitment and buy-in?
How well do our goals fit our capabilities and core competencies?
How much difference is there between what we say we do and
what we really do?
- 37 -
Structure Here you assess how work and people are organised. Questions
include:
How well does our organisational design fit our purpose?
What organisational configurations are best for our purpose?
How well does our structure support effective communication?
What differences are there between formal structure and informal
structure? In other words, what are the differences between what's
supposed to be done and what's really done?
Do we have appropriate accountability in both the formal and
informal structures?
Relationships Here you assess how people relate to one another throughout
the organisation.
How important is the team development processes?
How well do people relate and communicate with one another?
How well do people relate and communicate between departments
and units?
How much do people collaborate?
How well are people matched to the roles they perform?
Does the level of interdependence support the purpose and
structure of the organisation?
How much conflict is there?
How effective are conflict resolution processes within the
organisation?
Rewards Here you ensure that people are properly incentivised for doing what
needs to be done.
How well do formal rewards reflect what the organisation wants to
accomplish?
Are informal rewards working effectively?
What actions and results really get rewarded?
To what extent do people consider rewards to be valuable?
How timely are rewards?
Are rewards distributed equitably?
Do rewards support the organisation's vision and goals?
Leadership Here, you're looking at how well the boxes fit together and support
one another. This is the central position in the diagram. Here, the leader is
expected to maintain the right balance between all six key organisational
elements. Questions include:
Do leaders understand the mission and vision?
Do we routinely monitor that our stated purpose is still valid?
Do leaders reflect the organisation's purpose in departmental
goals?
How well do leaders represent organisational values and practice
ethical leadership?
How much do leaders lead, as opposed to managing?
How are leaders chosen?
- 38 -
How effective are leaders at dealing with internal conflict?
Does the primary leadership style support the appropriate direction
of the other five boxes?
Supporting mechanisms Assess the adequacy of coordinating technologies.

Do we have planning, budgeting, and controlling systems in place,
and do we actively monitor them?
How well do policies and procedures support our purpose?
Is the communication process sufficient and effective?
Is there a mechanism for measuring and evaluating performance?
Do we use a training and development process to align worker skill
and performance with expectations? (Tools like coaching for team
performance, competency frameworks, performance and
development reviews will help you develop effective performance
systems.)
With respect to the outside environment, the other element of the model, you
generally have no control over this. However, you can use tools such as PESTLE
analysis and Force Field analysis to understand it better.
Using the Six-Box Model as a Strategic Tool
Weisbord's model doesn't claim to be a revolutionary or an elaborate framework for

looking at strategic options. However, it's a simple and straightforward way to start
the process. And, like other well-established strategic models such as McKinseys
7S framework, and Nadler and Tushmans Congruence Model the Six-Box Model
emphasises the importance of internal consistency and mutually supportive systems.
All of these models emerged in the late 1970s and early 1980s, and, while they take
different approaches, the message is the same: if you create consistency with your
mission, environment, and internal processes, you'll improve your chances of
success.
Key Points
Weisbord's Six-Box Model helps you to simplify organisational analysis and ensure
that structures and processes within your organisation are operating well. Many of
the major issues that may be facing your organisation are likely to be included in one
of the six boxes, which makes this a practical and useful tool.
This model emphasises the need for internal consistency, and it acknowledges the
role of the external environment. As such, it's a logical and practical tool that helps
you determine if you're performing as well as you could.

- 39 -
The Change Curve
Accelerating Change, and Increasing Its Likelihood of Success
Initially, many people want to cling to the past.
Here's the scenario: You have invested vast amounts of time and money in the latest
systems and processes; you have trained everyone; and you have made their lives
so much easier (or so you think.) Yet months later, people still persist in their old
ways: Where are the business improvements you expected? And when will the
disruption you're experiencing subside?
The fact is that organisations don't just change because of new systems, processes
or new organisation structures. They change because the people within the
organisation adapt and change too. Only when the people within it have made their
own personal transitions can an organisation truly reap the benefits of change.
As someone needing to make changes within your organisation, the challenge is not
only to get the systems, process and structures right, but also to help and support
people through these individual transitions (which can sometimes be intensely
traumatic, and involve loss of power and prestige... and even employment).
The easier you can make this journey for people, the sooner your organisation will
benefit, and the more likely you are to be successful. However if you get this wrong,
you could be heading for failure.
The Change Curve is a popular and powerful model used to understand the stages
of personal transition and organisational change. It helps you understand how
people will react to change, so that you can help them make their own personal
transitions, and make sure that they have the help and support they need.
Here, we first look at the theory behind the Change Curve. Then we look at how you
can use it to accelerate change and improve its likelihood of success.
Note:
The Change Curve is widely used in business and change management and there
are many variations and adaptations. It is often attributed to psychiatrist Elisabeth
Kubler-Ross, resulting from her work on personal transition in grief and
bereavement. Here we're describing major change, which may be genuinely
traumatic for the people undergoing it. If change is less intense, adjust the approach
appropriately.

- 40 -
The Change Curve
The Change Curve model describes the four stages most people go through as they
adjust to change. You can see this in figure 1, below. When a change is first
introduced, people's initial reaction may be shock or denial, as they react to the
challenge to the status quo. This is stage 1 of the Change Curve.
Once the reality of the change starts to hit, people tend to react negatively and move
to stage 2 of the Change Curve: They may fear the impact; feel angry; and actively
resist or protest against the changes. Some will wrongly fear the negative
consequences of change. Others will correctly identify real threats to their position.
As a result, the organisation experiences disruption which, if not carefully managed,

can quickly spiral into chaos.
For as long as people resist the change and remain at stage 2 of the Change Curve,
the change will be unsuccessful, at least for the people who react in this way. This is
a stressful and unpleasant stage. For everyone, it is much healthier to move to stage
3 of the Change Curve, where pessimism and resistance give way to some optimism
and acceptance.
Tip:
It's easy just to think that people resist change out of sheer awkwardness and lack of
vision. However you need to recognise that for some, change may affect them
negatively in a very real way that you may not have foreseen. For example, people
who've developed expertise in (or have earned a position of respect from) the old
way of doing things can see their positions severely undermined by change.
At stage 3 of the Change Curve, people stop focusing on what they have lost. They
start to let go, and accept the changes. They begin testing and exploring what the

- 41 -
changes mean, and so learn the reality of what's good and not so good, and how
they must adapt.
By stage 4, they not only accept the changes but also start to embrace them: They
rebuild their ways of working. Only when people get to this stage can the
organisation can really start to reap the benefits of change.
Using the Change Curve
With knowledge of the Change Curve, you can plan how you'll minimise the negative
impact of the change and help people adapt more quickly to it. Your aim is to make
the curve shallower and narrower, as you can see in figure 2.
As someone introducing change, you can use your knowledge of the Change Curve
to give individuals the information and help they need, depending on where they are
on the curve. This will help you accelerate change, and increase its likelihood of
success.
Actions at each stage are:
Stage 1
At this stage, people may be in shock or in denial. Even if the change has been well
planned and you understand what is happening, this is when reality of the change
hits, and people need to take time to adjust. Here, people need information, need to
understand what is happening, and need to know how to get help.
This is a critical stage for communication. Make sure you communicate often, but
also ensure that you don't overwhelm people: They'll only be able to take in a limited
amount of information at a time. But make sure that people know where to go for
more information if they need it, and ensure that you take the time to answer any
questions that come up.

- 42 -
Stage 2
As people start to react to the change, they may start to feel concern, anger,
resentment or fear. They may resist the change actively or passively. They may feel
the need to express their feelings and concerns, and vent their anger.
For the organisation, this stage is the "danger zone." If this stage is badly managed,
the organisation may descend into crisis or chaos. So this stage needs careful
planning and preparation. As someone responsible for change, you should prepare
for this stage by carefully considering the impacts and objections that people may
have.
Make sure that you address these early with clear communication and support, and
by taking action to minimise and mitigate the problems that people will experience.
As the reaction to change is very personal and can be emotional, it is often
impossible to pre-empt everything, so make sure that you listen and watch carefully
during this stage (or have mechanisms to help you do this) so you can respond to
the unexpected.
Stage 3
This is the turning point for individuals and for the organisation. Once you turn the
corner to stage 3, the organisation starts to come out of the danger zone, and is on
the way to making a success of the changes.
Individually, as people's acceptance grows, they'll need to test and explore what the
change means. They will do this more easily if they are helped and supported to do
so, even if this is a simple matter of allowing enough time for them to do so.
As the person managing the changes, you can lay good foundations for this stage by
making sure that people are well trained, and are given early opportunities to
experience what the changes will bring. Be aware that this stage is vital for learning
and acceptance, and that it takes time: Don't expect people to be 100 percent
productive during this time, and build in the contingency time so that people can
learn and explore without too much pressure.
Stage 4
This stage is the one you have been waiting for! This is where the changes start to
become second nature, and people embrace the improvements to the way they
work. As someone managing the change, you'll finally start to see the benefits you
worked so hard for. Your team or organisation starts to become productive and
efficient, and the positive effects of change become apparent.
Whilst you are busy counting the benefits, don't forget to celebrate success! The
journey may have been rocky, and it will have certainly been at least a little
uncomfortable for some people involved: Everyone deserves to share the success.
What's more, by celebrating the achievement, you establish a track record of
success: Which will make things easier the next time change is needed.

- 43 -
Overcoming Cultural Barriers to Change
Moving to a High Performance Culture
How does BCUHB approach change? How do you approach change? Do people
respond with a sharp intake of breath when they first hear about a proposed new
initiative and then go on to try and find reasons why it won't work? Or do they react
by saying things like "What a great idea, and we could also.." In other words, is your
corporate culture against or for change?
Corporate culture is a powerful force that runs through every organisation. It is

defined as the attitudes, experiences, beliefs, and values that operate within an
organisation. And these undercurrents define people's behaviour, and how an
organisation gets things done, in either positive or negative ways.
When successful change is the desired outcome, these cultural factors play a very
important role. If an organisation has had a negative experience of change in the
past, then change will be that much more difficult the next time around. Likewise, if
the prevailing attitude is represented by the saying, "If it isnt broken, don't fix it", then
making any kind of change will be met with that much more resistance.
Effecting change is difficult at the best of times. When you encounter resistance due
to cultural elements, it can be even more frustrating. This is because the very
elements of corporate culture are so difficult to see and pinpoint.
It is worth remembering here that while culture issues can present barriers to
change, they can also support change and goal achievement. To overcome cultural
barriers the best way to start is to look at the characteristics of a high performance
culture. Once you know what you "should" be doing or promoting, it is easier to make
a plan to revamp your current situation.
There is no such thing as a perfect culture. An organisation's culture is unique and

special and it evolves from all the experiences, growth, and development that have
already occurred. So while there is no ideal to aspire to, what you do want to do is
set in place characteristics that will help your CPG and organisation adapt to
whatever comes its way. There's a saying that "the only constant is change" which
has some truth to it, so every organisation needs to encourage values, beliefs, and
structures that support change
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The Characteristics of High-Performance Cultures
By definition, one of the main differences between high-performance cultures and

low-performance ones is their ability to adapt and change. In general terms, a low-
performance organisation is one in which there are many barriers to change. When
organisations are able to embrace change and easily implement systems to support
it, they tend to be more successful.
The following chart lists cultural characteristics the support and obstruct change.
Is your department, service, CPG, or organisation more on the left or right hand side
of the chart?
Cultural Barriers to Change Cultural Supports for Change

Fear and distrust thinking that Trust in the organisation and the
everyone is out for themselves people that work there
Concern with short-term profits and Long-term business focus
the bottom line
Hierarchical structure with top-down Employee empowerment to make
decision making decisions
Looking for blame and fault, people Personal accountability and
shirk responsibility responsibility
Poor communication the Open and honest communication
"messenger is shot", information is information is sought after
hidden, employees are uninformed
and sceptical
Preference for the status quo, Openness to new ideas and ways of
believes what is currently being doing things
done is the right thing to do
Failure is covered up Failure triggers investigation and
analysis
Crushing of new ideas, with criticism Promotion of innovation and
given with intent to find fault creativity
"Us versus Them" mentality, turf Cross functional teams
wars between departments or
business units
Top management talks a big game Top management that leads by
but doesn't do much themselves example
Enforcement of very rigid policies Flexibility of rules, processes, and
and rules that don't allow for much procedures that can be adapted to
judgment suit the situation
Negative attitude start by looking Positive attitude start believing
at all the things that will go wrong success will be achieved

- 45 -
If your department, service, CPG, or organisation is parked on the left side of the
chart, there's no time like the present to address these cultural issues. Not only will
these issues hamper your attempts to change, they may cause inefficiencies, discord
and disconnection between employees, departments, managers and service users.
Overcoming Cultural Barriers
The nature of the cultural barriers your department, service, CPG, or organisation
faces will be unique to your organisation. Nonetheless, there are some principles
that you can apply right now that will help you as you move your culture from low-
performance characteristics to high-performance ones.
What Gets Rewarded Gets Done

Reward and recognition programs are highly effective means to motivate and
reinforce change. When culture has to change, you need to get creative and identify
specific behaviours or outcomes that represent the cultural elements you want to
promote. If you have a culture that prefers the status quo, then you might consider
setting up an improvement programme where people are rewarded for the
improvements they suggest.
At the same time, analyse your existing reward programs to ensure that you aren't
inadvertently rewarding the behaviour you want to eliminate. If you are currently
recognising people for adhering to policies and procedures, are you at the same time
discouraging new ideas and turning out robots?
Tip:
Remember that rewards don't need to be financial. Most people respond well to
recognition for good performance, whether that is an e-mail or letter from their
manager, leader or an Executive Director, or a mention in a departmental meeting or
corporate bulletin.
Practice What You Preach

When it comes to cultural change, the most important single element of success is
leadership. As the head of service/department/ team, or a manager, you cast a
powerful shadow of influence over your peers and employees. This means you must
model the behaviour, attitudes, and values you want represented within the
organisation. When people see you making an effort, that will make them want to
follow suit.
**It is important to reflect here on the BCUHB Values and how, as leader/manager
display these values openly to your staff.
Encourage Involvement and Ownership

When people have changes thrust upon them, it is only human nature that they will
display a certain amount of resistance. If people feel no involvement or ownership,
- 46 -
"not-invented here" syndrome sets in, and it can be difficult to subsequently win
people around. Through consultation and involvement, people will experience
greater control over the changing environment they are working in, and so they will
be able to contribute positively rather than resist the change.
Say It Over, and Over, and Over Again

Changing an element of culture doesn't happen overnight. These patterns of doing
things take a long time to develop. You need to communicate what you want done,
and why, on a regular basis. Risk over-communicating if you need to because at
some point, the message will resonate with each and every employee. If you let up,
you risk allowing old patterns to re-emerge. Keep driving the message home until the
new characteristic is firmly entrenched as a cultural characteristic.
Build a New Reputation

The aspects of your culture that you want to change away from need to be
highlighted and then decisively quashed. Be open and forthright about what wasn't
working and then create a new image for your team, department, or organisation.
You might create a slogan or mantra that depicts what you intend to represent. If
your tag line is, "We own our decisions" then eventually you will be known as the
department that takes responsibility and commits to making right the results of less
than optimum decision making.
Be Passionate
Finally, anything that requires changing requires enthusiasm. Show your passion
and commitment to the cause every day. When you unequivocally believe that a
certain aspect of your culture needs to be changed, you will display that belief in
everything you do. As you pass your passion on to others, you will create a chain
reaction that culminates in a successful change initiative. This will also increase your
"change agility" for next time.
Key Points:
An organisation's culture is deeply embedded in its experiences, the way people

work there, and their shared values and beliefs. It's not something that's quick or
easy to change. However, if your organisation's culture is creating barriers to the
organisation's progress, it's one of the key elements that you need to address when
planning your strategic and change initiatives.
By analysing your organisation's culture, and addressing any key barriers to change,
you can help make your change initiative more successful. With perseverance,
communication, and passion, you can build a new story and encourage new ways of
working. And so you will build a higher-performing culture which is fundamental to
your organisation's ability to adapt and change, and to its long-term success.

- 47 -
Changing People's Habits
Encouraging and Sustaining New Behaviours
How can you get a leopard to change its spots?
You've just come back from a course about managing meetings, full of enthusiasm
for changing the way that you work. You're going to turn up to meetings on time,
every time. And when you're in the chair, you'll start promptly, even if everyone else
isn't there yet.
However, after a couple of weeks, it's clear that this isn't really working. Other
meetings overrun, and whilst you endeavour to get to yours on time, your colleagues
don't seem to be making any effort. With key people missing, you can't make any
progress, and you find yourself wasting time just hanging around. Frustrated, you
gradually return to your old way of doing things.
This is a very common story. Even when you're enthusiastic about changing your
own habits and behaviours, it is not always easy to do so. And encouraging others to
change their habits can be even harder! How people behave at work is not just down
to their personality and particular skills. There are numerous contributory factors,
including organisational structure and processes, and the overall business culture.
Creating sustainable behaviour change
In many cases, if you want to create sustainable behaviour change, it's not enough
just to attend a series of training workshops. Chances are that you'll need to change
the way your department/service operates, as well. If you work through the two
stages below, your programme will be much more likely to succeed.
Stage 1: Ensure that the case for change is compelling
You're unlikely to succeed in the tricky business of changing people's habits if the
people you're asking to change don't think it is worthwhile. As such, the first thing
you need to do is make sure that your arguments for change are compelling.

- 48 -
Above all, you need to have a robust business case. This should go beyond simply
detailing how the expected benefits will exceed the time and money that it will take. It
must also show that there's enough spare "organisational focus" available right now
to make it work. There's a limit to the number of "new" things that any organisation
can concentrate on at one time, and taking too much on will inevitably have a
negative impact on the delivery of some of your organisations initiatives.
You must think through the impact that the desired new behaviour will have on:
Costs.
Revenue.
The quality of the service, or service user experience.
The productivity of staff, technology, or other assets.
The time taken to complete processes.
The amount or extent of reworking or restructuring required.
Service user satisfaction levels.
The speed, effectiveness and quality of decision-making.
Being able to demonstrate likely benefits in these areas will help you to overcome
resistance to your plans from those who need to change.
Now, build all of this information into a stakeholder communication plan.
Stage 2: Create the environment for behaviour change
Next, you must develop an understanding of what will drive and reinforce the
behaviour you want to encourage. The questions given below will help you to start
thinking about this, but there may be other areas specific to your organisation that
you should investigate as well.
You can use a fishbone diagram to record your answers.
Employees
How will the service/CPG/organisational structure support or encourage

your new behaviours?
What support will people require to develop the skills, understanding and
knowledge needed to behave in the "new way"?
What will be the most effective way for this support to be delivered? For
example, should you deliver this through training courses, workshops, or
peer/manager mentoring/coaching?

- 49 -
Key senior people
How do the values of senior managers get reflected in the way that the
service/CPG/organisation works? Will this reinforce or work against the
new behaviours you want?
How do these people reward positive behaviours and discourage unwanted
ones in their teams?
Are there any existing people who are positive role models that you could
get other people to follow?
Could these senior people support you and become effective advocates,
agents or sponsors of change?
History
How has the organisation evolved? Have behaviours been influenced by

predecessor organisations before the creation of BCUHB? Have some
behaviours originated from a previous strategy or from a priority of the
organisation that may now have been abandoned? If so, how can you
demonstrate to people that things have moved on?
Processes and systems
How will existing processes and systems support the new behaviour?
Location
What impact does remote working, office layout and location have? Are
there any challenges that arise from the organisation's geographical
structure which need to be taken into account in designing your
implementation approach?
Technology
Which technologies do people have access to in the organisation? What

technological barriers and opportunities are there?
Measures and controls
What types of measures are important within the service/CPG/organisation,

and what kind of controls are in place? How will these support or hinder the
way that you want people to behave?

- 50 -
Service Users and other external stakeholders
Do the needs of stakeholders outside your organisation have a significant

influence on behaviours?
Reward
How are individuals and teams recognised and rewarded? To what extent
does this vary across the organisation? And what impact will this have on
your change?
How important is behaviour in considering an individual's overall
performance?
In what circumstances is poor behaviour overlooked?
To what extent could existing Workforce & Organisational Development
tools within the organisation support or hinder the implementation of the
new behaviour? (These could include performance management
processes, competency frameworks, and agenda for change systems.)
Organisational culture
What is important to the organisation as a whole?

What "cultural paradigm" does the organisation operate within?
How do we live and breathe the BCUHB Values and Behaviours which
have been created by the staff themselves?
When you're thinking about changing people's behaviours, think about as many of
these questions as possible.
Tip:
Many existing habits and behaviours are subconscious. People have got so used to
doing something in a particular way, that they do it without thinking. Even if you're
aware of these things, you may have no idea how they became habits in the first
place. New staff may remark on them, but, before long, chances are they'll be
behaving in just the same way!
To change these die-hard habits, you need to make your staff aware of them. Show
people why they're no longer appropriate. Then reinforce the new behaviours you
want within the organisation, until they themselves become habits.

- 51 -
Ensuring success
When it comes to improving the chances of successfully changing people's

behaviours, there are a number of things that are worth doing:
Limit the number of areas that your program needs to address. Your
fishbone diagram may indicate a complex set of things that need to happen
in order to achieve the desired new behaviour. If this is the case, look again
at your initial plan, and include only the actions that are really critical to
making a difference. You'll have a much better chance of succeeding if you
can focus on a few key things that need to change.
Recreate your fishbone diagram in a workshop with key change
advocates and change agents. This will not only make your preparation
more robust, but it will also engage these people early in the programme,
and strengthen their sense of ownership of the plan.
Consider what consequences individuals will experience if their
behaviour doesn't change. If the new behaviour is not reinforced through
systems or processes, or if it's not integrated into how performance is
measured, it's going to be more difficult to implement successfully. If
appropriate, consider monitoring people's progress within your performance
management system.
Ensure that individuals see the change as compelling. It's not enough
for you to see that something needs to be done others must too.
Remember, existing behaviours and habits are likely to be deeply rooted,
and are often taken for granted.
Respected role models are critical for success. When you introduce a
new IT-based system, for example, itll be obvious whether it's working well
for your organisation or not, however changing behaviour is less clear cut.
People need to see what good behaviours look like in practice.
Key Points:
Peoples' habits and behaviours are influenced by a complicated set of factors. Some
are driven by the individual's capabilities and experience, and others by elements
within the organisation where they work. By using the approach above, you'll be able
to determine the key issues that you need to take into account when implementing a
behavioural change program within your department/service/CPG or organisation.

- 52 -

Change Management Handbook

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Change Management

BCUHB/Change Management Toolkit/NT/Adapted from MindTools/Oct 2012

Navigating Through Change Effectively 4-7

Why Change can Fail 8-11

Lewins Change Management Model 12-16

The McKinsey 7S Framework 17-21

The Congruence Model 22-24

Kotters 8-Step Change Model 25-29

The Burke-Litwin Change Model 30-35

Weisbords Six Box Model 36-39

The Change Curve 40-43

Overcoming Cultural Barriers to Change 44-47

Changing Peoples Habits 48-52

BCUHB/Change Management Toolkit/NT/Adapted from MindTools/Oct 2012

Mark Sykes Assistant Director Organisational Development

Nia Thomas Head of Organisational Development & Leadership

Joy Lloyd & Doreen Stuart Organisational Development Manager

BCUHB/Change Management Toolkit/NT/Adapted from MindTools/Oct 2012

Change management is a term that is bounced about freely. Sometimes it's a

It's a noun: "Change management is key to the project."

But what exactly is it?

Change management is a structured approach for ensuring that changes are

Understanding Change Management

Theories about how organisations change draw on many disciplines, from

In order to manage change successfully, it is therefore necessary to attend to the

Typically, these will cover:

1. Sponsorship: Ensuring there is active sponsorship for the change at a

BCUHB/Change Management Toolkit/NT/Adapted from MindTools/Oct 2012

Change Management Activities

BCUHB/Change Management Toolkit/NT/Adapted from MindTools/Oct 2012

Change management is a broad discipline that involves ensuring change is

BCUHB/Change Management Toolkit/NT/Adapted from MindTools/Oct 2012

With something as complex as change, forward-thinking "how-to's" are usually only

Here are seven main reasons that change can fail.

Change Can Fail Because...

1. It's Not Compelling

What conditions create the need for change?

2. It's Not Required

Do your organisations leaders openly support the change?

Asking people to change isn't enough it needs to be a requirement.

3. It's Not Communicated

Do your company leaders talk about the change with passion?

BCUHB/Change Management Toolkit/NT/Adapted from MindTools/Oct 2012

5. The Implementation Is Poorly Planned

BCUHB/Change Management Toolkit/NT/Adapted from MindTools/Oct 2012

1. Unfreeze (prepare the organisation for change)

6. Success Takes Too Long to Arrive

7. There's Too Little Follow-through

Who is responsible for follow-through?

Understanding the Three Stages of Change

The concept of "change management" is a familiar one in most businesses today.

One of the cornerstone models for understanding organisational change was

Understanding Lewin's Model

BCUHB/Change Management Toolkit/NT/Adapted from MindTools/Oct 2012

By forcing the organisation to re-examine its core, you effectively create a

BCUHB/Change Management Toolkit/NT/Adapted from MindTools/Oct 2012

BCUHB/Change Management Toolkit/NT/Adapted from MindTools/Oct 2012

Practical Steps for Using the Framework:

1. Determine what needs to change.