ASSOCIATES GUIDE TO CHANGE. A complete guide to surviving and thriving during change

Transcription

1 ASSOCIATES GUIDE TO CHANGE A complete guide to surviving and thriving during change

2 Table of Contents 1.0 Overview Introduction to Change What is Change? Change vs. Transition Three Phases of Transition You and Change The Change Curve Individual Reactions Worksheet: My Personal Responses to Change Holding On and Letting Go Clarifying Losses Alternatives to Losses Managing It Rebuilding Your Role in Change Overview of Your Role What Do You Need to be Successful During Change? Positive Actions and Choices Frequently Asked Questions about Change Highlights Sysco Talent Management 1

3 1.0 Overview 1.1 Introduction to Change Change is inevitable, constant and opens new doors for both you and Sysco! Change can happen at any time to anyone. When change happens to someone else, it can be fascinating to talk about or observe. However, when change happens to you, it can be worrisome and uncomfortable. When we are confronted with change, we can become uncertain about what lies ahead and have concerns about our job security, increasing workloads, finances, and adapting new skills. Most associates who find themselves the targets of change, experience these same feelings. What you don t realize is that you play a significant role in the success of change here at Sysco. As you face the uncertainties that come with change, one of the most important things you can do is take the time to read this guidebook. After reading this guidebook, you will have: 1. Learned the definition of change 2. Learned the difference between change and transition 3. A solid understanding of the change process and your role in it 4. Answers to questions that will help you succeed 5. A set of tools to help you manage change and reach the outcome you want The most important thing to remember when moving through change is that you are in control of your professional and personal success during change! You can take advantage of change to develop both professionally and personally. Along with change, come opportunities for you to move forward in the organization. Sysco Talent Management 2

4 1.2 What is Change? On the most basic level, change is moving from how things are today, to how things will be in the future. Change happens all around us at home, in our communities, and at work. Change can be dramatic or minor, internally or externally motivated, and anticipated or unexpected. But in all cases, the nature of change remains the same. Everyone responds differently to change. How you react to change determines the impact change will have on you. You control your own response to change; no one can do it for you. Knowing exactly what is changing is essential to embracing what is new. Think about the last change you went through (either personal or professional), such as your supervisor being promoted to another department or you recently moving into a new home. Answer the following questions: What did you think, and how did you feel about the change? What happened that made the change difficult or easy? What do you wish would have happened? How did you deal with the change? Is this the way you usually deal with change? Or was there something different about this instance? 1.3 Change vs. Transition The difference between change and transition is subtle but very important. Change is situational and external to us. It is something that happens, even if we don t agree with it. It is when something stops and something new starts. Some examples of change are: Combining departments at work A new child joining your family The launch of a new product A new process that is designed and implemented Transition is internal; it s what happens in your mind and is how you react as you go through the change. Change happens very quickly while transition occurs more slowly. Sysco Talent Management 3

5 1.4 Three Phases of Transition To manage your reaction to change, it helps to understand the three phases you will go through during change. Excerpt from William Bridges, Managing Transitions Phase One: The Ending, Losing and Letting Go This is where you will let go of the old ways of doing things and who you were in the old situation. Because you are being forced to let go of something you are comfortable with, you may experience: o Fear o Denial o Anger o Sadness o Frustration o A sense of loss Phase Two: Neutral Zone This is where you may find yourself in somewhat of an in-between state. When you are affected by the change, you may often feel confused, uncertain, and impatient. This phase is the bridge between the old and the new; in some ways, you will still be attached to the old way of doing things, while also trying to adapt to the new way of doing things. Because you haven t identified your new role or identity in the new environment yet, you are likely to experience: o Resentment towards the change initiative o Low morale and low productivity Sysco Talent Management 4

6 o o Anxiety about your role, status or identity Skepticism about the change initiative Phase Three: New Beginnings This is where you start to grow and become more familiar with the new reality. You will begin to identify with your new role and how to function in the new way of doing things. This is a time of acceptance and energy. You will have begun to embrace the change initiative and will begin to build the skills needed to work successfully. This is when you will begin to see the early wins from all your efforts through the change process. As this stage, you are likely to experience: o High energy o Openness to learning o Renewed commitment to your role in the organization Sysco Talent Management 5

7 2.0 You and Change 2.1 The Change Curve Whether change is positive, unwelcome, or unknown, most individuals will have a similar emotional reaction to change. This reaction is illustrated in a change curve diagram, which shows the range of feelings and emotions you may typically go through during the course of a change. Excerpt from Kubler Ross 2.12 Shock and Denial This is usually the first emotional response you will have to change. It is typically a temporary defense mechanism that individuals use to give themselves time to absorb the news. It is a natural attempt to protect oneself from the disruption ahead. As the reality of change sets in, you might not want to believe that the change is happening. You might start to pretend that the change is not happening and that if you keep it at a distance, it might go away. Some visible signs of shock and denial could be: Avoiding discussions or any involvement with the change Playing down the possible need for, effects or degree of change Avoiding taking any initiative or beginning new tasks Sysco Talent Management 6

8 2.13 Helplessness and Frustration After the feeling of denial, helplessness and frustration is often the next stage. You may be feeling a lot of emotions, along with grieving for the loss of the old ways of doing things. Before the next stage of adapting to the new situations begins, you may experience resistance and an unwillingness to engage in the change. This is a common feeling when going through change, and it is important to know you are not the only one feeling these emotions and that it will not last forever. It is common for morale to be low, and for selfdoubt and anxiety levels to peak Hurt At this point, you have become aware of the losses associated with the change, and what you have to leave behind. You maybe becoming personally offended or hurt that you have to go through this change. You may reach a point of feeling demotivated and uncertain about your future at Sysco Acceptance and Confidence Crises After experiencing the darker emotions, a more optimistic and enthusiastic mood begins to emerge. You now will begin to accept that change is inevitable and work with the changes rather than against them. This is when you may experience a confidence crisis. As you become more aware of the alternatives, you will find yourself seeking realistic solutions. You will begin to work on practical ways to reinvent yourself in the new reality. You may have thoughts of: Exciting new opportunities Relief that the change has been survived Impatience for the change to be complete 2.16 New Strengths, New Goals and Hard Work You will begin to become comfortable in your new reality and discover your new strengths in the new work environment. This is when you have a sense of dedication and hard work. You are now developing new exciting goals and making plans for the future. You may have thoughts of: This is not as bad as I thought it was This may be better than our old way 2.17 Success and Confidence In this stage you are likely to be fully committed to the change and take ownership for your reaction to the change. You will begin to look forward and plan for the future. You may be feeling: Acceptance Hope Trust Sysco Talent Management 7

9 2.2 Individual Reactions Each person reacts individually to change, and not all will experience every phase. Some people may spend a lot of time in shock and denial, while others who are more accustomed to change may move fairly swiftly into acceptance. Although it is common for people to move from shock and denial to helplessness, frustration and hurt to acceptance, there is no right or wrong sequence. Although you and your colleagues will go through the change process at the same time, you travel at your own speed, and may reach each stage at a different time. Sysco Talent Management 8

10 2.3 Worksheet: My Personal Responses to Change This activity helps call to mind how you respond personally to change, and the environment you need to create to ensure your success. Think of a time in your life when You were deeply challenged by a situation You did not know how you would get through it But you got through somehow Make brief notes here of what happened. How did you feel? What did you do that helped you get through it? What help did you get from others? What resources did you discover in yourself and in others who helped you? How might you draw on these resources in the change that is happening now? Sysco Talent Management 9

11 3.0 Holding On and Letting Go 3.1 Clarifying Losses What we all have in common is that for every change, we go through a transition. The difference between us as individuals is the speed at which we go through that transition and our reaction to a change. Both of these can be affected by a variety of factors. These factors include past experiences, personal preferred style, and the degree of involvement in the change. These exercises will help you figure out exactly what is ending, perhaps why an issue is bothering you, and what you want to do about it. Every transition begins with an ending, and that ending usually represents a loss. Even when the change is a good one, we leave behind the way things were. Ask yourself, What is ending? Then ask, What am I losing in this change? Consider whether any of the following are losses you face and describe them in your own words. What Description Role Status Power/Influence Relationships Memberships Routines/Schedules Personal Future Meaningful Work Personal Identity Skill Other: Adapted from ADKAR Sysco Talent Management 10

12 3.2 Alternatives to Losses What can you do now that you know what is changing? Identify the concern(s) that you just can t seem to let go of. Think about what you have identified that you have lost or that will end. What do you need to rebuild? What might you consider replacing it with? Is there something you might look at differently, perhaps redefine it? What might you need to just let go? Loss How might I: Redefine, Replace, and Reinvent it? What could I do first? If alternatives are not available, should you consider giving it up? Adapted from ADKAR Sysco Talent Management 11

13 3.3 Managing It Action Sort Losses Description Knowing what your alternatives are to your current status quo can impact how you respond to the change and to the ending Decide what isn t over Clearly define what is changing and what will continue to stay the same after the change Accept that there will be a time of mourning. Any change of circumstance can cause us to go through this process. Actively Seek Information While mourning (experiencing a loss) isn t necessary with every change, it may be a part of the process when dealing with major changes. You don't have to go through the stages in sequence. You may skip a stage or go through two or three simultaneously. You may go through them in different time phases. The intensity and duration of the reaction depends on how significant you perceive the loss. The stages you may experience include: Shock and denial Helplessness, frustration and hurt Acceptance and confidence crises New strength, new goals and hard work Commitment, success and self confidence You are in charge of your own transition. You can seek the support of others and use resources available to help make progress toward the new beginning. Ask questions and let your manager know what you need. Sitting idly by and getting frustrated will only lengthen your time in the neutral zone. Actively seek what you need to know. Sysco Talent Management 12

14 3.4 Rebuilding During that in-between time, as you move from the old way of doing things to the new way of doing things, it s important that you take care of yourself. There are four ways you can accelerate your ability to become comfortable with what is new. Many of us are concerned about one over another, you need to determine which one or two that you need. Sometimes you need to: Regain a sense of CONTROL over what seems out of control. UNDERSTAND. Get answers to what is bugging you. Know you are not alone. Know that you are SUPPORTED. Clarify your PURPOSE or sense of meaning. What specifically do YOU need? What could you do differently to regain it? What milestones can I create for myself? Control Understanding Ask questions of your supervisor, ask the tough questions you need to understand ex.. Why are we doing this? Support Are there temporary solutions as the transition begins? (i.e., Is there an opportunity for a temporary change in my schedule?) Purpose How can I add value in the future? What is my new vision of the future? Sysco Talent Management 13

15 4.0 Your Role in Change 4.1 Overview of Your Role At each step of the change process, you have decisions to make that impact your role in the change. Each conversation you have, whether in meetings or in the break room, reflects your choices about the change. It is important that you know what you need to have in order to be successful in the change. Sysco is committed to providing you with plenty of communications. We want you to be knowledgeable and ready for the change. We are counting on you to tell us how well our communications are working. We know we can t just give information in one direction. We want this to be a two-way discussion. We need to ensure that you truly understand what we are doing, that you have a clear picture of the vision, and that you know why the change is important to Sysco, to you, and the success of the company. It is important that you have what you need to be successful during change. In any organizational change, associates often have expectations for what they would like to see happen. We need you to support the change for Sysco to be successful. Sysco Talent Management 14

16 4.2 What Do You Need to be Successful During Change? What would you like to occur? Use the grid below to capture what you would like leadership to do. Simply mark an X in the column for yes, no, or not sure. How you respond to the questions below will give you great insight into what YOU need from leadership in order to be a successful part of the change effort. Don t be afraid to share your results with leaders so they can help you through the change process. What do I want? Yes No Not Sure I want to know Sysco s vision for the future. I want a lot of communication. I want to know the reason for the change. I want to know how this will affect my job. I want to know what is going to be better. I want to know what is going to be worse. I would like to hear the good AND bad news. I want to participate in the planning. I want to participate in the implementation. I want to be able to give feedback to my manager. I want to know who can answer my questions. I want to know more about the transition plan. I want to know the timeline. I would like to know what part I will play in the change. I would like to know how we will measure our success. Adapted from ADKAR Sysco Talent Management 15

17 4.3 Positive Actions and Choices What are your choices? How can you respond? The following table provides examples of choices you can make, and actions you can take throughout the phases of the change that typically have positive outcomes. Making these choices will benefit you and enhance your ability to thrive in an ever changing organization. Preparing for the Change Learn about the change Implementing the Change Ask questions about the future Sustaining the Change Use the new tools and work processes whenever possible Ask how you can help Ask how the change will impact day-to day operations Help the business to achieve its objectives Be results oriented Find out what you can do to prepare for the change Provide input into the solution Avoid reverting back to old processes or ways of doing things Display a positive outlook Find out what skills and abilities you will need to perform effectively after the change is in place Help resolve issues that arise with newly implemented work processes and tools Be open and honest with your feedback about the change Assess your own strengths and opportunities Be quiet and observe during initial phases of the change Take advantage of the change to develop new skills and grow professionally Adapted from ADKAR Sysco Talent Management 16

18 5.0 Frequently Asked Questions about Change Why is change happening now? You may feel that change is happening all of the sudden and that it is directed right at you. In reality, most changes begin outside of Sysco many months or even years before internal changes take place. Most major business changes are in response to changes outside of Sysco in the external marketplace. These external business drivers of change can result in: Loss of market share Competitors generating new business faster than Sysco Competitors cost of doing business is lower, resulting in better prices to their customers A new business opportunity for growth at Sysco What is the risk of not changing? The external marketplace is constantly changing and it is important for companies to successfully adapt to these changes. When these external marketplace changes become apparent inside Sysco, it is important for managers and leaders to make quick decisions to adapt to these changes. Consequences you may experience if Sysco does not change include: Loss of employment Reassignment or transfer to a different department Lost opportunities for promotions and advancement Reduced job satisfaction For Sysco, the risk of not changing could mean: Loss of jobs Failure in the marketplace Bankruptcy or loss of revenue For you, the risk of not changing could mean: Job dissatisfaction Fewer promotional opportunities Lower job security in the long term Loss of employment Sysco Talent Management 17

19 What is the rush? You usually find out about the change after the change is already in progress. Organizations often spend months or even years strategically planning for the changes. Therefore, when change is needed quickly, you may be taken by surprise. If I wait long enough, will the change go away? In order for Sysco to continue to be a successful company, we have to adapt and change with the marketplace despite the resistance we may encounter. This does not mean that change will be bad for you. In fact, many changes result in positive immediate and future outcomes for you. Benefits might include better tools, improved work processes, more secure jobs and new opportunities for you to advance your career. What will change mean to me? Any changes that Sysco makes can include: New ways of doing work New systems or tools New reporting structures New job roles and responsibilities New products or services New markets or geographic locations The way you are impacted by the change depends on your current job, the size of change and most importantly, the choices you make in response to the change. With changes that are small, you may not feel a large impact on your work life. With major changes, you may be doing new work, using new tools, or reporting to a new manager. When the change is implemented, each person will be affected differently. In the end, how you react to the change plays an important role in how the change will impact your job and work environment. So, is there anything good about changing? The good news is: You are not a victim of change. Change involves personal decisions, and the actions you take have a direct impact on the outcome you experience. In other words, you are in control of how you respond to the change. Sysco Talent Management 18

20 What are the benefits of supporting the change? The benefits of supporting the change, especially changes that are critical to the success of Sysco, include: 1. Enhanced respect and reputation within Sysco 2. Improved growth opportunities (especially for active supporters of the change) 3. Increased job satisfaction (knowing you are helping Sysco respond effectively to a rapidly changing marketplace) 4. Improved job security What if I disagree with the change? What if I feel they are fixing the wrong problem? Be patient and keep an open mind. When you have concerns about a change that is happening at Sysco, the first thing you should do is review the business reasons for the change. After reviewing the business reasons for the change, if you still have concerns, talk to you leader(s) and do it in an appropriate manner. What if Sysco has tried before and failed? Every change process is different and always has different steps that need to be taken for the change to be successful. Sysco s goal is to implement the change successfully in a way that works best for everyone at Sysco. The important thing to remember is this is new to ALL of Sysco and we are all experiencing the change together. Sysco Talent Management 19

21 6.0 Highlights Change is a process and starts from the outside Change opens new doors and opportunities for you You have a role in the change, and we need your support to be successful You can take advantage of the change you are about to go through or are going through, to develop personally and professionally You have control over how you react to and what you do for yourself to embrace the change Sysco Talent Management 20