Why is it difficult to change or create a new process flow i

Why is it difficult to change or create a new process flow in an organization?  What problems would you encounter ?

Solution

Organizational process flow, its structure, and culture are integrated tight together. In a matured organization, the process flow is supported by the structure and culture. Changing the process flow without addressing the structural or cultural needs will result in too much resistance to change. On top of that, people who are not the owners of the change will always feel scared and uncomfortable as their status quo will always get challenged. If the change agents try to bring the process change unidirectionally, it is bound to fail because they will not get the support for the people working down the line.

The first problem is to convince the top management itself that the change is necessary. The stubbornness and inflexibility will first be experienced at the top level. The change agents must prepare a proper business case in order to convince the top management for the effectiveness of the process change.

The second layer of resistance will be felt at the middle management level due to two factors - fear of the lack of adaptability and lack of knowledge. This issues should be addressed by rigorous rounds of communications and training sessions. People working down the line can sometimes lack skill and competence to execute the new process. This is another problem to be addressed. Developmental plans can gradually build up the required skill.

Problems may also be encountered in terms of the structural elements of the organization. For example, if the process change requires a high level of communication among the process owners and the structure is mechanistic, the change will difficult to implement. Similarly, for a process flow where the system of checks will be required and hierarchical approvals will be necessary, an organic structure will fail.

Finally, even when the new process flow is established, it will be very difficult to sustain the same because of the lack of interest from the users as well as management for the initial disruptions and loss of efficiency. It will be very difficult to convince them that efficiency and effectiveness can be achieved after the stabilization period and by that time they are convinced, there are high chances that they will use their power to come back to the old process flow.