Insights

How to deal with resistance to change when implementing a new system

Published 16/09/2024

It’s easy to get excited about changes in the organization when you’re involved in implementing them, but the truth is, not everyone in the organization may share your enthusiasm.

Major organizational changes, such as the implementation of a new system, are often met with resistance from employees. Change can be uncomfortable, and employees may oppose it for various reasons. This resistance might stem from fear of the unknown, concerns about job security, or simply dissatisfaction with replacing familiar routines with something new. However, managing the resistance is crucial for a successful change process. To effectively address resistance, it is important to first understand the reasons behind it and then work to overcome them. In this article, we will explore practical strategies to support a smoother transition and reduce resistance.

 

Different types of change

“The real problem is not technical change but the human changes that often accompany technical innovations.”

 – Paul R. Lawrence

 

Change can be divided into different categories; it can be either technical, social, or both. Technical change involves alterations in job tasks or how work is performed. When a new IT system is implemented, employees need to learn the system and understand how it works. The system might be structured in an unfamiliar way or contain tools that employees haven’t used before. In connection with a technical change, social change may also occur. Social change involves shifts in how people interact with one another. When implementing a system, social changes are also likely to occur, such as changes in team composition or employees needing to report to a new manager.

 

The technical changes, that involve learning new tools or technology, can lead to resistance among employees who feel unsure about their ability to acquire new skills. However, social changes can be even harder to overcome. Employees may find themselves in entirely new teams, or a colleague they enjoyed working with might be laid off. This can lead to negative attitudes and strong resistance.

 

Reasons for resistance to change

Lack of Trust

Lack of trust is one reason why employees may resist change. Employees might not always trust that the company or management has their best interests at heart. They may perceive the new routines as worse than the old ones, or they might be convinced that the change will result in fewer working hours or in the worst-case layoffs, regardless of what the manager says.

 

Questioning the need for change

Insufficient communication can lead to employees evaluating the need for change differently than the management. In some cases, this may be because the manager has information that others do not have access to. People are more likely to accept change if they perceive that the risk of not making any changes is greater than the risk of changing direction. If they do not understand why the change is being initiated, they will probably question why the company wants to adjust something that is already working well.

 

Self-interest

The third reason for resistance is that employees believe they will lose something as a result of the change. People tend to focus on how they personally would be affected by the change rather than on how the organization as a whole would benefit.

 

Low tolerance for change

Some individuals are simply less adaptable to change than others. This may involve a fear of failure or a lack of confidence in their own ability to acquire new skills. This is especially apparent with very large or rapid changes, as such changes require more from employees.

 

The role of resistance

Resistance to change can feel frustrating and uncomfortable. As a manager, you might think the problem is impossible to fix and move forward with the change regardless. However, ignoring the problem does not mean that it will solve itself. Although dealing with resistance can be unpleasant, there can be something positive hidden in the fact that resistance actually occurs. The fact that resistance occurs indicates that employees are satisfied with their current way of working, that they care about their jobs, and that they are willing to express their concerns. Rather than viewing dissatisfaction as a problem, see it as an opportunity for constructive discussion.

Encourage employees to share their thoughts, listen to what they have to say, and try to understand the problem from their point of view. Sometimes, it may be enough for employees to understand why the resistance is emerging and why the change is necessary. By listening and engaging with employees, rather than just reacting, it is possible to maintain their commitment to the organization and foster a good work environment in the future as well.

 

7 ways to deal with resistance to change

Clarify the goal and vision

Everyone affected by the change should understand the objective behind it. It is possible that staff members have not been informed about the decision-making process or why this particular system was chosen. Therefore, it is crucial to clearly define the goal and vision for the acquisition at all levels of the organization during the planning phase. Communicate to the relevant parties how the system change can benefit them. Coworkers should be informed about why the change is necessary, how it will impact them, and why it is being implemented right now. They need to understand the motives and reasons behind the decision, as well as gain insight into how the decision evolved within the organization, to be more open to the initiative.

Do you need help choosing the right ERP system for your company? Our article Choose the right ERP System – 6 Steps, outlines some key points to keep in mind.

 

Consider the change from the coworker’s perspective

Put yourself in your coworkers’ shoes and imagine how you would feel if a sudden change impacted your work. Communicate openly with them, keeping in mind how you would want to be informed yourself. Explain how the change will impact their work moving forward and provide clear reference points for how the change will proceed. This helps to create a sense of control.

 

Ask end users for input and ensure a consensus

Sometimes resistance to change can arise when employees feel their opinions and wishes are not heard or taken seriously. Therefore, never make a decision without involving the end users. Check in on how they experience the change and make it clear that their input is valuable. Also listen to their suggestions on how they would implement the change and agree on a timeline and an overall plan for its implementation.

 

Include coworkers in the change project

Make sure to involve key team members in the change project so that employees feel their voices are heard. Engaging team members in the project also creates a sense of ownership over the change.

 

Communicate clear and fact-based information

Be as open and transparent as possible with your employees to build trust and transparency between them and the management. The more open and honest you are in your communication, the less likely they are to start speculating and drawing their own conclusions.

 

Provide employees with the support and resources they need

Do not leave your employees to fend for themselves once the change is implemented. Offer them the support, training and tools they need, and if possible, create opportunities for them to learn from each other and share valuable information and knowledge.

 

Provide space for feedback

People often find change uncomfortable, and employees will continue to need the support of a reliable and positive leader who prioritizes open communication, encourages creativity, and invites everyone to share their thoughts and opinions. While employees expect their leader to manage the change, a leader who involves their team in the process creates a culture where change becomes a shared responsibility.

 

For more tips on implementing a new system in your company, read our article 8 tips for IT system implementation, or find out if the transport and logistics system LogiControl could be a good fit for your business here.