The need for change management in the project management process

Change Management vs Project Management 

Change management and project management are closely related but distinct concepts. Project management is the overall process of planning, organizing, and managing resources to achieve specific goals and objectives in specific time while change management is the process of identifying, assessing impact of changes and implementing changes to a project or organization.

One key difference between the two is that project management focuses on the overall management of a project, while change management focuses on managing changes to a project. 

Another key difference is that project management is proactive, and it aims to anticipate and mitigate risks, while change management is reactive, it aims to respond to changes that have already occurred. 

For example, a project manager would anticipate the risk of bad weather and have a plan in place to manage it, while a change manager would respond to the changes that happen due to bad weather, and make adjustments to the project schedule and budget as needed.

10 Reasons for need of change management in project management

Let’s learn what are those 10 reasons that make change management an essential part of project management.

1. Minimizing negative impact of change 

Minimizing the potential negative impact of changes on the project’s timeline, budget, and overall success is one of the key benefits of change management. This is achieved by identifying potential changes early on and developing strategies to manage and mitigate their impact.

For example, during the project’s development phase in a software engineering, the client requests to add new features that were not included in the initial scope. These changes could have a significant impact on the project timeline and budget. With a change management process in place, the project manager would have the ability to assess the impact of the changes on the project schedule and budget, seeking approval from stakeholders, and re-allocating resources as necessary. And as a result, the project would be able to accommodate the changes with minimal disruption to the project’s timeline and budget.

2. Mitigating the risk of changes 

Mitigating the risk of changes is another key benefit of change management. This is achieved by identifying potential changes early on and developing strategies to manage and mitigate their impact.

For example, let’s say a project is underway to launch a new product, and during the development phase, a competitor releases a similar product. Without a change management process in place, the project team would not have anticipated this risk, and it could have a significant impact on the project’s success. However, with change management, the project manager would have identified the risk of a competitor releasing a similar product and have a plan in place to manage it. This could include assessing the impact of the competitor’s product on the project’s objectives and revising the project’s marketing and sales strategies to differentiate their product and mitigate the risk.

3. Ensuring that changes are made in a controlled and organized way. 

Ensuring that changes are made in a controlled and organized way is another key benefit of change management. This is achieved by implementing a structured process for evaluating, approving, and implementing changes.

For example, let’s say a project is underway to launch a new website, and halfway through the development phase, the client requests changes to the website design. Without a change management process in place, these changes could be made without proper evaluation or approval, leading to a chaotic and disorganized process. 

However, with change management in place, a formal process for evaluating, approving, and implementing changes is established. This process includes a clear set of guidelines and procedures for submitting, evaluating, and approving change requests, and specifying who has the authority to approve changes. As a result, changes are made in a controlled and organized way, minimizing the potential negative impact they may have on the project’s timeline, budget, and overall success.

4. Getting stakeholder buy-in 

Increasing stakeholder buy-in and support for changes is an important aspect of change management. This is achieved by involving stakeholders in the change management process, ensuring that changes are understood, supported, and implemented in a way that aligns with the project’s goals and objectives.

For example, let’s say a project is underway to launch a new product, and during the development phase, the client requests changes to the product’s features. Without involving stakeholders in the change management process, the changes could be made without proper evaluation or approval, leading to lack of support from stakeholders. 

However, with change management in place, the project manager would involve stakeholders in the change management process by communicating the change request to them and seeking their input and feedback. As a result, stakeholders have a better understanding of the changes and are more likely to support them, which increases their buy-in and support for the changes.

5. Improving communication and collaboration 

Improving communication and collaboration among project team members and stakeholders is an important aspect of change management. This is achieved by involving all relevant parties in the change management process and ensuring that information is shared and discussed in a timely and effective manner.

For example, let’s say a project is underway to launch a new software and during the development phase, changes are requested by the client. Without effective communication and collaboration among project team members and stakeholders, these changes could be made without proper evaluation or approval, leading to a lack of support from stakeholders. 

However, with change management in place, the project manager would involve all relevant parties in the change management process, including project team members and stakeholders, by communicating the change request and seeking their input and feedback. As a result, project team members and stakeholders have a better understanding of the changes and are more likely to support them, which improves communication and collaboration among project team members and stakeholders.

6. Increasing the likelihood of project success 

Increasing the likelihood of project success by ensuring that changes align with the project’s goals and objectives is a key benefit of change management. This is achieved by evaluating the impact of changes on the project’s goals and objectives and ensuring that only necessary and beneficial changes are implemented.

For example, let’s say a project is underway to develop a new mobile app, and during the development phase, changes are requested to add new features that were not included in the initial scope. Without a change management process in place, these changes could be made without proper evaluation or approval, leading to deviation from project’s goals and objectives. However, with change management in place, the project manager would evaluate the impact of the changes on the project’s goals and objectives, and if necessary, seek approval from stakeholders and re-allocate resources as necessary. As a result, the changes align with the project’s goals and objectives, which increases the likelihood of project success.

7. Helping to prioritize changes 

Helping to prioritize changes and make decisions on which changes to implement and which to reject is an important aspect of change management. This is achieved by assessing the impact of changes on the project’s schedule, budget, resources, and overall objectives and determining whether the change is necessary and beneficial to the project.

For example, let’s say a project is underway to launch a new product, and during the development phase, the client requests changes to the product’s packaging. Without a change management process in place, these changes could be made without proper evaluation or approval, leading to unnecessary changes that may not align with the project’s goals and objectives. However, with change management in place, the project manager would assess the impact of the changes on the project’s schedule, budget, resources, and overall objectives. If the change is deemed necessary and beneficial, the project manager would seek approval from stakeholders and re-allocate resources as necessary. If not, the change would be rejected, and the project would continue on its original course.

Another example would be a construction project, where during the project’s execution phase, the client requests changes to the building’s layout or materials. Without a change management process in place, these changes could be made without proper evaluation or approval, leading to unnecessary changes that may not align with the project’s goals and objectives. However, with change management in place, the project manager would assess the impact of the changes on the project’s schedule, budget,

8. Increasing the efficiency of the project 

Increasing the efficiency of the project by reducing the need for rework or corrective action is an important aspect of change management. This is achieved by implementing a structured process for evaluating, approving, and implementing changes, which helps to ensure that changes are made in a controlled and organized way, minimizing the potential negative impact they may have on the project’s timeline, budget, and overall success.

For example, let’s say a project is underway to launch a new website, and halfway through the development phase, the client requests changes to the website design. Without a change management process in place, these changes could be made without proper evaluation or approval, leading to errors and inconsistencies in the website design, and requiring rework and corrective action to fix them. However, with change management in place, a formal process for evaluating, approving, and implementing changes is established. This process includes a clear set of guidelines and procedures for submitting, evaluating, and approving change requests, and specifying who has the authority to approve changes. As a result, changes are made in a controlled and organized way, minimizing the potential negative impact they may have on the project’s timeline, budget, and overall success, and reducing the need for rework or corrective action.

9. Maintain the project scope 

Helping to maintain the project scope by ensuring that changes are managed in a controlled way is an important aspect of change management. This is achieved by implementing a structured process for evaluating, approving, and implementing changes, which helps to ensure that changes align with the project’s goals and objectives and that only necessary and beneficial changes are implemented.

For example, let’s say a project is underway to build a new office complex and halfway through the construction, the client requests changes to the building design, such as adding extra floors or changing the location of elevators. Without a change management process in place, these changes could be made without proper evaluation or approval, leading to deviation from the project’s scope and objectives. 

However, with change management in place, a formal process for evaluating, approving, and implementing changes is established. This process includes a clear set of guidelines and procedures for submitting, evaluating, and approving change requests, and specifying who has the authority to approve changes. As a result, changes are made in a controlled and organized way, aligning with the project’s scope and objectives and ensuring that only necessary and beneficial changes are implemented, which helps to maintain the project scope.

10. Increasing the chances of meeting project deliverables 

Increasing the chances of meeting project deliverables by identifying and managing potential issues caused by change is a key benefit of change management. This is achieved by identifying potential changes early on and developing strategies to manage and mitigate their impact, which helps to ensure that the project stays on track and meets its deliverables.

For example, let’s say a project is underway to launch a new product, and during the development phase, a competitor releases a similar product. Without a change management process in place, the project team would not have anticipated this risk, and it could have a significant impact on the project’s success, causing delays, and additional costs. 

However, with change management, the project manager would have identified the risk of a competitor releasing a similar product and have a plan in place to manage it. This could include assessing the impact of the competitor’s product on the project’s objectives, revising the project’s marketing and sales strategies to differentiate their product, and implementing a plan to mitigate the risk. As a result, the project stays on track and meets its deliverables, increasing the chances of project success.

Final Words 

It is crucial to incorporate change management in your projects to ensure their success. Without a structured process for evaluating, approving, and implementing changes, your project may be at risk of deviation from its goals and objectives, delays, and additional costs. By implementing change management, you can minimize the potential negative impact of changes on the project’s timeline, budget, and overall success, increase stakeholder buy-in and support for changes, improve communication and collaboration among project team members and stakeholders, increase the likelihood of project success, and increase the efficiency of the project by reducing the need for rework or corrective action. So take the initiative, start incorporating change management in your projects today, and see the difference it can make in the success of your project