Starting out as a new project manager in an organisation where change is constant, you will quickly feel like you are caught in a whirlwind of excitement and uncertainty. Trust me, I have been there. In this post, I share my personal journey and insights on why developing change management skills is crucial for success in any environments.
“The only constant in life is change”
– Heraclitus, ancient Greek philosopher
Let’s face it, change is inevitable, especially in organisations where the structure is constantly evolving. From restructuring teams to implementing new processes, there’s always something on the horizon. As a new project manager, developing change management skills isn’t just a bonus—it’s a necessity. It’s about being proactive, adaptable, and resilient in the face of uncertainty. When I first stepped into my role as a project manager, I quickly realised that change was a constant in the organisation. Teams were being restructured, new technologies were being introduced, and processes were being streamlined. It was a lot to take in, but I knew that if I wanted to succeed, I had to embrace change rather than resist it.
Here are a few strategies that helped me develop my change management skills:
Embrace Flexibility
Instead of rigidly adhering to plans, I found it necessary to adapt and pivot to make my work life easier, while also signaling to my colleagues and superiors that I was approachable and flexible to work with.
For instance, during a team restructuring, I seized the opportunity to collaborate with new colleagues, benefiting from their diverse experiences. This allowed me to explore new approaches and gain insights into how different team members’ backgrounds and experiences shape their perspectives.
Communicate Effectively
I used to get so caught up in my work, especially when drafting layouts or performing technical tasks, that I would zone out until I completed them to my satisfaction. During these times, I constantly put off communicating necessary information until the last minute. Fortunately, in the early stages of my career, I managed the majority of my projects single-handedly until reaching the contract awarding stage, making managing changes relatively easy.
However, if an issue arose on the construction site—such as encountering unexpected objects or services during the demolition stage, or receiving a shipment of tiles with different batch numbers, resulting in varying shades—I promptly informed the team. Communicating issues or necessary changes to internal and external stakeholders helps address concerns and provide support as needed. Transparency builds trust and alleviates fears.
Build Relationships
Building relationships quickly, especially when you’ve just started at a new organisation, is vital. PMI emphasises in the PMBOK that strong relationships with stakeholders are fundamental to project success. I reckon one of the most important things that would help project managers is understanding the power dynamics and influence of stakeholders.
In one of my projects, I came across a significant change in the design requirements halfway through the project. It was only because of the relationships I had built that I could easily manage the change without any stress. Recognising the significance of each stakeholder’s role, I actively engaged with them, seeking their input and addressing their concerns. This approach not only showed respect for their expertise but also empowered them to contribute to decision-making processes.
By keeping communication lines open, I could navigate the change smoothly with the internal client and contractors. Collaboratively brainstorming solutions ensured the project remained on track, fostering trust and cooperation among all parties involved. I recommend checking out the stakeholder matrix outlined in the PMBOK. Another great resource with practical examples is “Managing Stakeholder Expectations for Project Success: A Knowledge Integration Framework and Value Focused Approach” by Ori Schibi. This book provides valuable insights into managing stakeholders effectively to ensure project success.
Anticipate Challenges
Change often brings challenges and obstacles. Anticipating potential roadblocks and developing strategies to address them proactively has saved me a ton of headache. Whether it’s resource constraints, resistance from external stakeholders, or challenges due to weather conditions, being prepared has helped me stay one step ahead. One of the most valuable tools available is historical project data. I cannot emphasise enough the importance of referencing historical data to understand the typical challenges in similar projects and how they were dealt with. This is one of the most undervalued tool to help anticipate and respond to challenges.
Learn from Experience
Lastly, every change brings valuable lessons. Take the time to reflect on past experiences, both successes and failures, and identify areas for growth. I know that this process can be time-consuming, and I myself have been guilty of not compiling lessons learned many times at the completion of my projects. However, one of the practices that saved me from laborious documentation at the end of a project was making quick project notes. These would either be at the end of a short project activity or in weekly project summaries. At the end of the day, we need to have a growth mindset, no matter where we are in our career or education. We need to be open to continuous learning for personal and professional development.
Conclusion
As a new project manager in an organisation where change is constant, developing change management skills is essential for success. Embracing flexibility, communicating effectively, building relationships, anticipating challenges, and never stop learning. Remember, change is not something to be feared—it’s an opportunity for growth and innovation.
