Lean Change Management

Lean Change Management is a modern approach to implementing changes in organizations that combines concepts from Lean Startup, Agile Management, and traditional Change Management. The focus is on making small, iterative changes that are reviewed and adjusted through continuous feedback. The goal is to make changes more flexible, faster, and with a higher success rate.

  

Fundamentals and Principles of Lean Change Management

Iterative Changes (Minimal Viable Change)

  • Instead of implementing large-scale changes at once, Lean Change Management promotes small yet impactful changes. These "minimal viable changes" allow quick reactions to feedback and enable changes to be made in controlled steps.

Feedback-Driven Process

  • Changes are viewed as experiments where hypotheses are set up and reviewed through regular feedback. The insights gained from this process flow into the planning and adjustment of further measures. This minimizes risks and increases the likelihood of a successful change.

Self-Organization and Collaboration

  • A key element of Lean Change Management is the active involvement of employees in the change process. This reduces resistance and ensures that changes are accepted and supported by those affected. Changes are not imposed from the top but are jointly developed and implemented.

Useful Links:

What is Lean Change Management (German)

Podcast Lean Change Management

 

The Lean Change Management Cycle

Insights (Gaining Insights)

  • The first step in Lean Change Management is gathering insights about the organization's current state. This involves a detailed analysis of existing structures, processes, and dynamics. Common tools in this phase include the Ishikawa analysis (cause-effect diagram) and the 7-S model, which help gain systematic insights into the organization.

 

Developing Options

  • Based on the insights gained, various change options are developed. These options are evaluated based on their potential costs, benefits, and impact on the organization. The goal is to create a solution space that offers different approaches to problem-solving without committing to a specific option too early.

 

Conducting Experiments

  • The selected options are implemented as controlled experiments. These experiments are designed to quickly deliver results that can be reviewed and adjusted if necessary. The Kanban board is a commonly used tool to track the progress of experiments and make it transparent.

 

Review and Adaptation

  • After a certain period, the results of the experiments are evaluated to determine if the changes were successful. This is done by comparing the actual results with the originally formulated hypotheses. Depending on the results, the experiments are continued, adjusted, or abandoned. This constant review and adaptation is a core element of Lean Change Management.

Key Tools and Methods

1. Gaining Insights (Analysis and Preparation)

Before initiating a change, it is crucial to thoroughly understand the organization and its current challenges. The following methods are helpful:

 

  • Ishikawa Analysis (Cause-Effect Diagram): This method is used to identify the underlying causes of problems by systematically examining possible influencing factors. Consultants use this tool to analyze the main causes of problems with the team and understand their impact.
  • 7-S Model: This model examines seven key elements of an organization (strategy, structure, systems, style, shared values, staff, and skills) to assess their alignment and coherence. The application of this method helps consultants recognize the strengths and weaknesses of the organization and develop appropriate change strategies.
  • ADKAR Model: The ADKAR Model (Awareness, Desire, Knowledge, Ability, Reinforcement) focuses on the human dimension of change. It ensures that employees are ready and able to embrace the changes. Consultants use this model to assess employees' readiness and capabilities and plan measures to support the change.

 

2. Developing Options (Creative Problem-Solving)

After gaining the necessary insights, the next step is to develop different options for change. The following methods can be used:

 

  • Lean Change Canvas: A visual tool that maps out the entire change process. The canvas allows all relevant aspects of the change, such as goals, actions, challenges, and stakeholders, to be displayed on one page. Consultants use this tool to work with the team to develop clear and actionable plans.
  • Options Board: An options board visualizes and categorizes various change options. This categorization helps prioritize and focus on the most promising actions.

 

3. Conducting Experiments (Implementation and Adjustment)

Instead of introducing extensive changes at once, Lean Change Management focuses on experiments – small, manageable changes that can be tested and adjusted.

 

  • Kanban Board: This tool from agile project management helps track the progress of experiments visually. Tasks are divided into categories such as "To Do," "In Progress," and "Done," allowing the team to quickly see the current status and any bottlenecks. Consultants use the Kanban board to create transparency and document the progress of experiments.
  • Hypothesis-Based Experiments: Each experiment is based on a hypothesis that describes what change is expected and how it will be measured. These hypotheses are crucial for evaluating the success of experiments. Consultants work with the team to clearly define these hypotheses and ensure that all relevant data is collected to evaluate the success of the experiments.

 

4. Review and Adaptation (Continuous Improvement)

After the experiments are implemented, they are reviewed to determine if the desired results were achieved. This step is central to the continuous learning process in Lean Change Management.

 

  • Review Meetings: Regular meetings where the results of the experiments are analyzed and evaluated. In these meetings, decisions are made about whether to continue, adjust, or stop the experiments. Consultants facilitate these meetings to ensure constructive discussions and clear decisions. (Template)
  • Retrospectives: A special form of review meetings where the team reflects on what went well and what can be improved. Retrospectives foster a culture of continuous improvement and help institutionalize the learning process. Consultants ensure that these retrospectives are conducted regularly and that the insights gained are incorporated into future planning.
    10 ideas for retrospectives, more ideas, guide

 

5 Communication and Change Story

Clear and compelling communication is essential to bringing all stakeholders along on the change journey.

 

  • Developing a Change Story: A well-formulated change story explains why the change is necessary, what it involves, and the benefits it brings to the organization and employees. This story serves as a communication guide and helps clearly and memorably convey the vision and goals of the change.
  • Stakeholder Engagement: An important aspect of Lean Change Management is the active involvement of all relevant stakeholders. Through regular updates and open communication channels, it is ensured that all participants are informed and that their perspectives and concerns are incorporated into the change process.

 

6 Ensuring Sustainability (Long-Term Implementation)

To ensure that changes have long-term effects, they must be embedded in the organizational culture.

 

  • Establishing New Behaviors: The new processes and behaviors must be integrated into daily work through continuous support and reinforcement. This is where training, coaching, and ongoing communication come into play. Consultants develop strategies to ensure this sustainability. 5 steps to the new routine, 7 phases model
  • Continuous Monitoring: Even after the changes have been successfully implemented, monitoring continues to ensure that the new ways of working are maintained and that the organization is prepared for future changes.

 

Useful Links:

Free Change Canvases

Lean Change Management in Action

 

Conclusion

Lean Change Management offers a structured yet flexible method for implementing changes in organizations. By combining agile methods, continuous feedback, and employee involvement, this approach enables more effective, sustainable, and widely accepted changes. Organizations that apply Lean Change Management are better able to adapt quickly to new circumstances and remain successful in the long term.