Sometimes knowing how to change office procedures is necessary if you have co-workers that are averse to it.It is easier said than done.Work with your employees and co-workers to make the transition a smooth one by preparing for change, implementing it gradually, and timing it correctly.
Step 1: Write about the new procedures.
The new procedure should be compared with the existing procedure.The current policy should be covered in your summary.The current practice is what it is.If the employees have been deviating from established procedures already, you may only be changing procedures in order to comply with established practices.What is the new policy?There are concrete goals for complying with the new procedure.These are benchmarks that people can use to know if they are succeeding.It makes sense to give your office benchmarks over the course of the year for how many departments need to be converted to the new system if you want to transition to zero-based budgeting.
Step 2: The cost of implementing a new procedure is estimated.
It is not always the right time to make a change.If the time is right, you need to know how much it will cost to change the procedure.The cost of materials for the change in procedure should be considered.In the electronic filing example, this might be the costs of the software and hardware for the new system, as well as the cost of removing the physical infrastructure for paper filing system.Factor in lost productivity when employees have to learn a new system.Take into account the costs of lost opportunities.While your staff is busy with records, they are not attending to customers or drumming up other business.When you weigh the cost of change, this is a component you must factor in.
Step 3: Take the estimated costs against the resources of your organization.
You can compare the costs of the change in procedure to the organization's resources if you have a good idea of how much it will cost.It is important to consider the margin for error when considering things like time and money.If something goes wrong with the new procedure, you need to be able to afford it as well.
Step 4: Put together a group of people.
No matter how small the change is, it will face resistance.Count on it.Resistance can be weakened before it has a chance to organize.Before you introduce a new policy, you should put together a coalition of those powerful enough to disrupt your plans and get them behind the change.Implementing change is going to be difficult even if you are the boss because you can't get these important stakeholders on your side.It is best to wait until you have a coalition.If the change is unsuccessful, the resistance can undermine your authority.These are the people who will make sure the new policy is carried out.They won't do a good job if they disagree with what they've been told to do.If the change is going to be controversial, feel out possible coalition members individually.You can use their influence to help convince more people.
Step 5: Explain why the change is needed now.
It is difficult to get people to behave differently if they do not think there is an urgent reason to do so.It will be more difficult to implement change in the future if you use your power as supervisor to force them into compliance.Explain to the office why market pressures or opportunities make the suggested change the preferable option between two inevitable outcomes.People don't like to work ten hour days, so if you want to implement a four-day workweek, you may get some resistance.If the office is presented with the choice of a four-day workweek, resistance is likely to be much less.
Step 6: It is a good idea to give a warning in advance.
If you want your employees to know that a new policy is on the way, let them know in advance.They will have time to prepare for the change.Explain to everyone in the office what the class is for, how long it will take, and what portion of the new credential requirements it represents.There are people who can be forgetful.As the clock winds down, it's a good idea to issue periodic reminders.
Step 7: Make sure that your customers will accept the change.
You are most likely implementing a new procedure because you want to be able to better serve the customers you have and find new customers down the road.If your customers won't tolerate the temporary inefficiencies created by the change, it might be a good idea to put it off.You need to make sure that the timing is good for you and your organization as well as your customers.It's probably a poor strategy to suddenly become less efficient around the holidays, if you provide logistics services to local retailers.
Step 8: The summary of the new policy can be given to the office.
Two copies of the summary should be given to the workers in your office once the policy has been explained to everyone.They should have them sign one and keep the other.You have a signed commitment that acknowledges the new policy and agrees to abide by it.
Step 9: Train people who are affected by the change.
Make sure you have enough time to train those who will be affected by the new policy as you inform the entire office.Depending on the scope of the change, training may take an hour or it may be a multiple day or week process.Ensure a smooth transition by making sure everyone understands the new policy and has time to practice, ask questions and get comfortable.
Step 10: Take it easy in the transition.
It's important to implement a large change in procedure in stages.It gives your office staff the chance to make mistakes and become accustomed to the new procedures, as well as giving you the opportunity to revise goals, manage expectations, and adjust the next stages of implementation.The schedule for the transition and training should be shared with everyone who needs to comply with it.People have a better idea of what's expected of them.
Step 11: Listen for feedback.
The people tasked with adopting the new procedure are the ones who will make sure it succeeds.If you want to see the success of the new procedure, you need to listen to the people who are implementing it.Unless you are perfect, there are probably a few circumstances you didn't anticipate.Managers think listening to feedback is weakness.The manager has enough authority to adapt to changing circumstances.A manager in danger of losing their job can listen to and credit subordinates for their input if they are secure in their position.
Step 12: As needed, change the policy.
The new policy may have seemed perfect on paper, but in reality it may not work out as you wanted.Take the feedback you receive and decide if the policy needs to be changed because there will be some push back that is simply a result of being resistant or adjusting to the new procedure.
Step 13: You should monitor the results regularly.
It may take some time for you to see the full effect of your policy change.You might not see the full impact of the change if you don't get feedback after the first month.You need to make sure the policy is having the desired effect.
Step 14: It is necessary to reward high performers.
A method of overcoming resistance is rewarding high performers.In the case of widespread resistance to change, it creates counter incentives to follow the group mentality.If you had to switch the record-keeping system from paper to electronic, you might reward anyone who coverts a certain number of files with a gift certificate to a nice restaurant, a paid day off, or a trip to the spa.