Like it or not, change is needed for an organization to adapt to new systems, technology, and practices. However, getting your employees to accept change, even for their development, can be difficult and frustrating for you and them. Effective change management is the best way to have structured decision-making, collaboration, and communication during times like this.
Organizations today leverage change management tools to streamline the process and make it more efficient. Change management tools help businesses handle the ups and downs of shifting to new work methods or processes. They also reduce the time spent on implementation by up to one-third.
Finding the right change management tool can be difficult. There are many options for you to choose from, and not all have features that align with your organization’s needs. In this blog, you’ll learn how these tools can help you seamlessly manage change, key features to look out for, and best tools to consider.
What is change management and why is it important?
Change management is an essential practice for organizations looking to successfully implement new systems, processes, and technologies. Change management tools provide your organization with the ability to manage the risks associated with change, plan and track progress, and create strategies for handling resistance.
By utilizing these tools, you can better manage the costs associated with change and ensure compliance with regulatory requirements. Additionally, change management tools help you to measure the success of changes and identify areas for improvement. But maybe most importantly, change management tools help you to effectively and efficiently implement changes without disrupting day-to-day operations.
What is a change management tool?
Change management tools are digital applications or software used to plan, monitor, and implement change in an organization. They optimize the process of switching to new systems and processes or introducing recent technology into employee workflow.
These tools offer data-driven strategies to help identify potential roadblocks during change and minimize disruptions and risk.
Types of Change Management Tools
- Project Management Tools: Enable you to plan, delegate tasks, and monitor progress effectively.
- Just-in-time Learning and Onboarding Tools: To effectively train current employees on new processes or technology and reduce ramp time when onboarding new hires.
- Process Maps: Great for visualizing various stages of the change management cycle.
- Employee Engagement And Feedback Tools: These allow you to ensure open communication during the change process, ensuring that employees can share their concerns and contribute to the project.
- Analytics and Performance Measurement Tools: Provide data and insights for evaluating performance.
Key Features of Change Management Software
Here a five key features to look out for when choosing a change management software:
- Workflow Automation: To automate manual or routine tasks that take time, reducing errors and saving time.
- Cross-functional Collaboration: It should have a centralized platform for teams to communicate, collaborate, and access important information.
- Robust Analytics and Reporting: For tracking performance and generating impact reports on set KPIs, forecasts, and ROI.
- Integration: Should work seamlessly with other project management tools, CRMs, or collaboration platforms for smooth data flow.
- Change Approval Customization: Allows configurable approval workflows, enabling users to design a tailored workflow and process based on the size, type, or impact of change.
Benefits of Change Management Tools
Change management tools help manage costs associated with change, but that’s not all. Let’s see how change management tools can help make your rollout a smashing success.
They help plan the change
The first step in implementing a change management tool is to analyze the current state of your organization and identify areas of improvement. This can include evaluating your organization’s structure, communication, and operational processes. Once the areas needing improvement are identified, a plan can be developed to implement the changes.
The change management process should also include monitoring progress and providing feedback to ensure that the change is successful. This helps to identify any potential obstacles or challenges that may arise and plan for how to overcome them. Additionally, developing communication strategies to keep stakeholders informed of progress is essential to ensure that everyone is on board and understands the changes.
To further encourage the adoption of the change, it helps to make it easy for your employees. Many teams will consider designing incentives for employees to ensure adoption rather than resistance. These incentives could include bonuses, promotions, or other forms of recognition. Finally, the success of the change should be tracked and measured to ensure that it is making a positive difference in the organization.
They help with the technical side of the change
Change management tools offer an effective way to streamline the technical aspects of change, such as software updates, hardware changes, and system configurations. They also provide visibility into the impact of the change, helping to identify potential areas of improvement.
Change management tools can also help your company to ensure that changes are implemented swiftly and in accordance with policy and industry standards. By taking the complexity out of change management, you can focus your efforts on the future, rather than worrying about the present.
As technology continues to evolve and your company continues to lean into digital transformation, change management tools will become increasingly important to help your company stay ahead.
They help with the employee side of the change
Getting your employees to adopt change is maybe the most difficult aspect of managing it. The success of any change management process relies heavily on the tools used to execute it. In order to ensure that employees are informed and consulted about upcoming changes, effective communication plans must be developed to keep them updated throughout the process. The plans should also provide resources for employees to understand the change and how it affects them.
Consider how your employees look for information and learn about changes. Are they likely to sit through an 80-slide training and retain that information? Meh, probably not. For your team to adopt the change, it's important to provide what they need to know when they need to know it. It's a fact — adults learn by doing. We are much less likely to retain information in a classroom-like setting.
This is why Spekit believes the future is just-in-time learning . When you are planning your communication, training, and enablement, structure it to be in the flow of work for the highest likelihood of success.
It is also important to allow employees to provide feedback and help shape the change process. This will help create an atmosphere of trust and support for employees during the change process. Additionally, by checking in on employee retention and engagement, you can easily and quickly identify any potential issues that could arise.
With the right tools, you can ensure that employees are at the center of the change process and are supported throughout the journey. Doing so will create a more successful and smoother transition for the entire organization. You'll be the hero instead of the bad guy who is forcing everyone to learn something new.
Overall, change management tools provide you with the ability to effectively manage changes and ensure that they are implemented in a timely and efficient manner. By utilizing these tools, you can promote a culture of change and innovation, allowing your company to remain competitive and successful.
How to choose a change management tool
When it comes to selecting a change management tool, there are many factors to consider. Cost is an important factor, and it is important to make sure that the tool fits into your budget. User experience is also important, so you should look for a tool that is easy to operate. If you have a small team, you're likely not going to want to manage a tool that requires heavy coding in order to make it work for your needs.
As your business needs change, it is important to choose a tool that can scale with those changing needs. Integration is an important part of the equation, so make sure that the tool can integrate with existing systems and databases. If your users are working in Slack and Salesforce all day, finding a tool that has integrations where they are working is going to be hugely valuable.
A change management tool that provides backend analytics is also helpful. You'll want to know if the change is being adopted or if the rollout is stalling. Is more training needed? Are there unanswered questions? A change management tool with robust analytics should be able to provide visibility into these questions so you can make informed decisions.
Finally, make sure that the company offering the tool provides timely and reliable customer support.
Best Change Management Tools
Tired of repetitive questions? Sick of rolling out changes that nobody seems to use? Change management is inevitable and essential for company growth, but it doesn’t have to be painful.
Here are some of the best change management tools out there that can give you a seamless change process from planning to execution.
Meet Spekit–your partner in seamless and effective change management. Spekit is a just-in-time enablement software that supports change management by equipping employees with the information they need—from videos to images and files—at the point they need it.
Spekit offers a bite-sized assessment feature to measure the success of change implementation and identify gaps in change adoption. This informs businesses of areas for growth or where they would need to employ additional training.
Spekit also has tons of out-of-the-box customizable templates, playbooks, and guides that you can implement to communicate change, improve onboarding, boost team productivity, drive revenue, and align sales and marketing.
Spekit makes it easy for teams to adopt new changes, with support, coaching, and guidance every step of the way.
- In-app alerts for real-time training
- Multiple-choice assessment and knowledge checks to test retention of training information
- Real-time analytics to uncover insights and training opportunities
- Speks features the ability to upload different forms of information, including GIFs, for agile, flexible, and accessible training.
- Knowledge base to consolidate change information, eliminating poor data quality and scattered knowledge
- Out-of-the-box, customizable change management templates for seamless adoption
- Spekit Flows offers step-by-step guides on new processes and technology to ease adoption and reduce resistance to change.
- SpekitAI for fast content creation
With Spekit, training doesn’t have an end date. Employees can confidently embrace changes, knowing that whenever a question arises, the answer they need is only a click or a hover away.
Whatfix is a SaaS-based platform with features for remote training, employee onboarding, digital transformation, and change management. It leverages in-app learning to support organizational changes and the adoption of these changes.
The app offers pop-ups for announcements, surveys, and reminders, a self-help service feature with videos and links, and an additional feature for creating content.
- Content creation, content aggregation, and content management
- Step-by-step guides and workflows
- Self-service help modules
- On-demand workflow support
Walkme is a cloud-based digital adoption platform for use in employee onboarding and training, product adoption, customer journey analysis, HR, and change management. Walkme also has a low-code editor that could be leveraged to create personalized guides for users in the workflow to enable them to adapt to new processes and ways of working.
- Low-code editor to create personalized guides
- Workflow builder for content creation
- Pre-built workflow templates
- Advanced API support (custom plan only)
- Unlimited Walk-Thrus (custom plan only)
Viima is a change management tool that focuses on collecting ideas from employees and stakeholders and refining these ideas into actionable goals for implementation. It also supports process modeling for different types of ideas and has an analytics tool that analyzes and displays work progress and success.
- An in-depth analytics tool to identify bottlenecks in processes
- Automate and manage processes.
- Evaluation tool to gather, filter, and refine ideas
- Idea challenges for teams
Monday.com offers customizable workspaces and visual project tracking. Teams can organize and prioritize tasks, set deadlines, and assign responsibilities. Features include timeline and Gantt charts, automation, integrations with popular tools, and data visualization.
- Kanban software for workflow management
- Dashboards for real-time data insights
- Task automation tool with notifications and reminders
- Gantt chart to track project milestones
- Centralized, shared docs and files
Giva is an ITIL-aligned change management tool that combines knowledge management, IT service management, IT change management, and asset management into a single app. It supports process definition and documentation and has customizable and configurable out-of-the-box services.
- IT change management dashboard
- Configurable cloud change management application
- ITIL SaaS tool for regulatory compliance
- Third-party integrations
- Reporting and analytics
UserGuiding is a no-code change enablement tool for product adoption. It supports the creation of product walkthroughs and tours for product onboarding and has an analytics feature that analyzes and displays your performance through the onboarding process. UserGuiding also supports in-app surveys and messaging for feedback on product adoption.
- Product tours and walkthroughs
- Segmentation for a unique user experience
- In-app and NPS surveys to measure customer satisfaction
- Analytics and dashboards to track the performance of user onboarding
8. Star Team by MicroFocus
StarTeam is a change management tool created by MicroFocus software to enable process-driven software development. It serves as a single repository for all organizations' projects, managing changes and versions of each project.
- Project and document repository
- Centralized management of teams and assets
- Impact monitoring tool
- Version control to track and manage change
Freshservice is an out-of-the-box IT service management tool that has features for tracking changes through their lifecycle and automating change approvals and notifications. It also has a calendar for scheduling and simplifying meetings with the project’s change advisory board. Freshservice also has a dashboard to monitor changes after implementation for review and further iterations.
- IT change management software to track changes throughout their lifecycle
- Marketing and sales automation
- AI-powered bots and live chats
- Automated alert grouping
Wrike is a work management platform with customizable templates that are tailored to different kinds of work, from IT and engineering to marketing and operations. Wrike combines an organization's processes in one place, from tasks on calendars to project management boards with assigned project statuses and a comprehensive chart showing the number of tasks in each iteration, completed tasks, and other task information.
- Access real-time data, view project progress, and visualize key metrics
- Automated workflows, approvals, and request forms
- Customizable team workspaces
- Third-party integrations
TOPdesk is a service management platform that aims to simplify IT service processes. It has a change management tool for workflow automation and a change explorer that shows you all of the changes and tasks at a glance. TOPdesk also has an editable change planner that shows you everyone's schedule.
- Workflow automation to register recurring processes in templates
- Self-service portal to request changes to templates
- API and integrations
- Knowledge base
12. The Change Shop
The Change Shop is a workplace change management platform that has a range of tools for managing organizational change, including a change simulator that is used to test possible outcomes and results from change implementation in different scenarios. It also has a feature to check an organization's change readiness and if change best practices are being adhered to.
- Team 180 to send emails to teams and request feedback on the overall change
- Organization 180 tools to gauge change readiness
- Progress monitoring and tracking
- Change simulator to see the possible outcome of change implementation
13. IBM Engineering Workflow Management
The IBM Engineering Workflow Management is a tool for engineering lifecycle management that is used to manage code, run standups, plan sprints, and track the progress of tasks. This workflow management tool supports collaboration across teams, linking tasks with execution and development, and enabling automated cross-project reporting.
- Automated and customizable dashboard reports
- Source control management for version control and workspace management
- Customizable portal view of teams and processes
- Enterprise content management and integrations
OrgMapper is an organizational network analysis tool that supports change management by uncovering hidden influencers in the organization and creating a new map that includes these influencers and shows how they impact the success of any change. OrgMapper aims to increase change adoption by using these uncovered hidden influencers.
- Organizational network analysis (ONA) for evidence-based decision-making
- Orgmapper feedback tool for email-integrated continuous feedback
- Diagnostic tool for identifying key influencers in the organization
- Orgmapper academy for training
ServiceNow is a change management tool with a focus on enabling employees to work the way that they want to. It replaces manual processes with automated experiences and has features for providing system users with answers, approvals, and insights at the point they are required. It has AI support tools to deliver frictionless customer experiences and AI-powered technology tools for predictive intelligence in the change process.
- IT service management tool
- HR service delivery to streamline the employee experience
- Hyper-automation and low-code
- Automation engine to connect anything to ServiceNow
16. Rocket Aldon (Rocket Devops)
Rocket Aldon is an application lifecycle management software that automates and simplifies the CI/CD infrastructure delivery process. Its operations control and audit feature manages software version control, enforces build verification tests, and manages integration, testing, and production, focusing on high-value work while ensuring compliance.
- Application deployment and release management
- Management dashboards for visibility
- Process automation and compliance
- Dashboard transparency and collaboration
Asana is a work management platform that supports the connection of tasks and workflows to company-wide goals. Asana also has features for customizable workflow automation, allowing users to no-code custom workflows from scratch or use in-app templates. It also has reporting dashboards that display work progress in real time.
- Asana intelligence for real-time data on task status
- Resource management tool for visibility
- Goals and reporting tool
- Boards to organize tasks
18. ChangeGear Change Manager
Changegear is an AI-driven service management tool by Serviceaide that supports business process automation and workflow automation. It is out-of-the-box software with solutions for asset management, change management, and service management with a customizable service desk that can be set up for each unique organization, automating support for common service requests.
- A central repository of changes
- AI-driven platform for decision-making
- Workflow and business process automation
- Dashboards with visual reporting, metrics, and KPIs
The importance of overcoming resistance to change
Change management is an essential process for successfully rolling out new initiatives — from a small initiative like updating your sales stages to a large-scale digital transformation project like launching a new instance of Salesforce. But we've all seen changes roll out and fail despite our best efforts. That's why putting effort into the process of change management can be incredibly worth it.
It provides a structured approach and helps to ensure that all stakeholders are prepared, willing, and able to embrace and adopt the new initiatives. It helps to reduce resistance to change by addressing the fears and concerns of those affected by it. Change management can also increase the likelihood of success for new initiatives by minimizing the disruption caused by the change and creating a shared understanding of the need for change and the benefits it will bring.
Perhaps most important, change management can help you create a positive environment for the change you are rolling out by providing a well-planned and properly executed process to follow that helps to identify and address any potential issues and risks associated with the change so that they can be addressed in a timely and effective manner. This can help you build trust and make it much easier for your users to adopt the change. Happy users = happy you!
What are the types of change management?
When it comes to change management, one size doesn't fit all. You need to determine the kind of change you are hoping to make and then the type of change management process you should adhere to.
- Organizational change management focuses on managing the people side of change, such as communicating the change to stakeholders and building support for the change.
- Process change management looks at the process or procedural side of changes, such as updating the workflows necessary to support the change changes, such as updating processes or systems to support change.
- Technical change management looks at the technical aspects of the change, such as implementing the new technology or system that supports the change.
- Strategic change management focuses on the long-term requirements and implications of the change, such as setting defined implementation phases and success metrics.
- Finally, operational change management focuses on the day-to-day operations of the change, such as ensuring that the change is implemented correctly and efficiently.
It is important to have the right change management tools in place to ensure a successful transition. With the right tools, you can effectively and efficiently manage the people, processes, technologies, strategies, and operations that are involved with the change. With the right change management tools, you can foster a culture of change and ensure that the change is successfully implemented.
What are the steps in change management?
The ability to manage change is an essential skill. The success of your project (or even your job — no pressure!) can depend on it. But change management doesn't have to be hard. Next, we'll cover the steps in managing change.
- Evaluate the need for change and assess its impact on the organization. This will help you identify the best course of action to take and ensure that the organization is prepared for any potential changes.
- Create a detailed plan for implementing the desired changes. This plan should include a timeline, resources, and any potential risks. It should also take into account the views of all stakeholders, as well as any potential legal implications.
- Communicate the change to everyone in the organization. This will ensure that everyone is aware of the change and how it will affect them. It is also important to provide employees with the resources and support they need to make the transition as smooth as possible.
- Manage the transition. This includes ensuring that all stakeholders are on board with the changes and that the transition is going as planned. It is also important to monitor the change process and make necessary adjustments.
- Celebrate the organization’s successful implementation of the change. Celebrating success is a great way to boost morale and foster a positive work environment.
By following these steps, you can ensure that your transition will be adopted successfully. A good change management tool can be your partner in each of these steps along the way.
Use the Best Change Management Tool
Let's face it. Your employees make frequent mistakes that leave lots of messy data in their wake. They don't follow new processes — either because they simply don't know how or they don't understand why those processes matter. So you may find yourself in an awkward spot where your team is resistant to the changes that must be rolled out to drive the business's success. The more adoption suffers, the more your investments in the change are called into question, killing employee efficiency and productivity.
At Spekit, we believe the secret to unlocking the full value of change management is adoption + enablement. When you make it easy for your team to learn the change without disrupting their flow of work, you drive strong adoption and process understanding from the get-go. Spekit reduces friction and barriers to adopting change, learning new processes, or finding critical information by delivering bite-sized training directly into the apps your team spends their time in — like Salesforce, Slack, and more.
Spekit is a simple, yet SPEKtacular way to train your team, roll out changes, improve the efficiency and productivity of your revenue teams, and drastically improve your data quality so you can drive real business outcomes.
To learn how Spekit can help you manage change in your organization, schedule a demo today.