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How can you create urgency for change in program management without causing conflict?

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Change is inevitable in program management, but not always easy to implement. As a program manager, you need to create a sense of urgency for change among your stakeholders, team members, and sponsors, without triggering resistance or conflict. How can you do that? Here are some tips to help you communicate, motivate, and facilitate change in a positive and productive way.

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Phillipe Luna

Program Manager | Building & Scaling Tech Communities | Event Management Expert | Advocating for DEI ?????
Sidhartha Shankar

Digital Strategy | Greenfield Plant setup | External Partnership | Pharmaceuticals Manufacturing

1 Identify the need for change

The first step is to clearly define the problem, the solution, and the benefits of change. You need to have a compelling case for why change is necessary, what are the risks of not changing, and how change will improve the program's performance, outcomes, and alignment with the strategic goals. You also need to identify the potential barriers, challenges, and costs of change, and how you plan to address them. Use data, evidence, and feedback to support your arguments, and tailor your message to different audiences and their interests, concerns, and expectations.

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Phillipe Luna

Program Manager | Building & Scaling Tech Communities | Event Management Expert | Advocating for DEI ?????
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Creating urgency for change begins with pinpointing the need. Define the problem, solution, and change benefits compellingly. Outline risks of the status quo and how change enhances program performance, aligning with strategic goals. Identify potential barriers, challenges, and costs with detailed plans to tackle them. Back your case with data, evidence, and feedback. Customise your message to resonate with diverse audience interests, concerns, and expectations. This will set the stage for a smooth transition without conflict.

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2 Involve and engage stakeholders

The second step is to involve and engage your stakeholders in the change process. You need to build trust, rapport, and collaboration among your stakeholders, and make them feel valued, respected, and heard. You can do this by soliciting their input, feedback, and ideas, involving them in decision-making and problem-solving, and acknowledging their contributions and achievements. You also need to communicate frequently, openly, and transparently, and provide clear and consistent information, guidance, and support. You can use various channels and methods to communicate, such as meetings, emails, newsletters, webinars, surveys, workshops, and forums.

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Phillipe Luna

Program Manager | Building & Scaling Tech Communities | Event Management Expert | Advocating for DEI ?????
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Engage stakeholders by building trust, collaboration, and respect. Seek their input, involve them in decisions, and acknowledge their contributions. Communicate openly through meetings, emails, and various channels. Keep them informed and supported.

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Sidhartha Shankar

Digital Strategy | Greenfield Plant setup | External Partnership | Pharmaceuticals Manufacturing
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Classify stakeholders clearly as Change impacted, Influencers and Decision makers. Use appropriate content and approach for each. Impacted - Focus on the impact and ways to manage the impact. E.g. SOPs for new processes, training to use new tools, etc. Influencers - Identify the right set of Influencers and ensure they are active participants in the Change process. Decision makers - Make them a part of the Steering Committee with regular updates and seek decisions.

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3 Create a sense of urgency

The third step is to create a sense of urgency for change among your stakeholders. You need to convey the importance, relevance, and timeliness of change, and how it will benefit them and the program. You also need to create a sense of ownership and accountability for change, and empower your stakeholders to take action and make a difference. You can do this by setting clear and realistic goals and expectations, assigning roles and responsibilities, providing incentives and recognition, and celebrating milestones and successes. You also need to monitor and measure the progress and impact of change, and provide feedback and coaching .

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Sidhartha Shankar

Digital Strategy | Greenfield Plant setup | External Partnership | Pharmaceuticals Manufacturing
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Acclibtanility and ownership of the change and clarity on the professional and personal benefits of the change are key to the acceptance of the change by the stakeholders. Clear visibility into the benefits of the change as well as steps to address any issues and risks will drive the sense of urgency.

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4 Manage resistance and conflict

The fourth step is to manage resistance and conflict that may arise from change. You need to anticipate and understand the sources and reasons of resistance and conflict, and address them proactively and constructively. You can do this by listening empathetically, acknowledging emotions and feelings, validating concerns and perspectives, and providing reassurance and support. You also need to negotiate and compromise, seek win-win solutions, and foster a culture of respect and cooperation. You also need to be flexible and adaptable, and ready to adjust your plans and strategies as needed.

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5 Promote learning and innovation

The fifth step is to promote learning and innovation as part of the change process. You need to encourage your stakeholders to learn new skills, knowledge, and behaviors, and to experiment with new ideas, methods, and tools. You can do this by providing training, coaching, mentoring, and resources, and by creating a safe and supportive environment for learning and innovation. You also need to foster a growth mindset, and a culture of curiosity, creativity, and feedback. You also need to learn from your own experiences, and use them to improve your change management skills and practices.

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Phillipe Luna

Program Manager | Building & Scaling Tech Communities | Event Management Expert | Advocating for DEI ?????
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Promote learning and innovation. Encourage stakeholders to embrace new skills, experiment with ideas, and foster a growth mindset. Provide training, coaching, and resources in a safe, supportive environment. Cultivate a culture of curiosity, creativity, and feedback. Continuously learn from your experiences to enhance change management skills.

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6 Sustain and embed change

The sixth step is to sustain and embed change in your program. You need to ensure that change is not only implemented, but also maintained and integrated into your program's processes, systems, and culture. You can do this by reinforcing and rewarding the desired behaviors and outcomes, and by addressing any issues or gaps that may emerge. You also need to document and share the lessons learned, best practices, and success stories of change, and use them to inspire and inform future changes. You also need to review and evaluate the change process, and identify the areas for improvement and development.

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Sidhartha Shankar

Digital Strategy | Greenfield Plant setup | External Partnership | Pharmaceuticals Manufacturing
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Use the learning and feedback from the program to set up the charter for the next change. An agile program institutes these through the Retrospectives and Planning.

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Phillipe Luna

Program Manager | Building & Scaling Tech Communities | Event Management Expert | Advocating for DEI ?????
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Make change stick. Integrate it into processes, reward success, and address issues. Document lessons and successes to inspire future changes. Regularly review and improve.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you create urgency for change in program management without causing conflict?

1

2

3

4

5

6

7

1 Identify the need for change

2 Involve and engage stakeholders

3 Create a sense of urgency

4 Manage resistance and conflict

5 Promote learning and innovation

6 Sustain and embed change

7 Here’s what else to consider

Program Management

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How can you create urgency for change in program management without causing conflict?

1

2

3

4

5

6

7

1 Identify the need for change

2 Involve and engage stakeholders

3 Create a sense of urgency

4 Manage resistance and conflict

5 Promote learning and innovation

6 Sustain and embed change

7 Here’s what else to consider

Program Management

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