Navigate Workplace Change With Ease: Practical Science-Backed Tips

Organisations frequently need to adapt to meet the ever-changing demands of their target market, stakeholders, or economic climate.

But businesses and organisations are more than their bottom lines. They’re groups of people, all working towards common aims.

And as humans, on the whole, we tend to resist change. Especially if it feels out of our control, which it often does during a workplace change process.

I always say that “Uncertainty is the wellspring of anxiety”, and it’s hard to feel secure when change feels like it’s happening outside of your control.

As wellbeing experts, we find psychological models can be really helpful in making sense of what’s happening.

One of the most useful in the world of work is Self-Determination Theory,¹ which explores personal motivation and growth.

As well as illuminating internal (doing something because it is inherently interesting or enjoyable to you) and external (doing something because of external factors, like receiving rewards, avoiding punishment, or gaining approval from others) motivation, it suggests that we all have three key needs:

Competence: Experiencing achievement and feeling a sense of mastery

Relatedness: Feeling that you belong and enjoy meaningful relationships

Autonomy: Having a sense of agency and control over your life and destiny

Through this lens, it is no wonder that employees feel demotivated during the workplace change process. 

They lose the familiar markers to judge their achievements, their sense of belonging is threatened, and they feel like they’ve lost control over their world at work.

Understanding the Impact of the Workplace Change Process

Change in the workplace is often accompanied by a range of challenges and emotional responses.² As organisations undergo transitions, it’s not uncommon for employees to experience various forms of stress and uncertainty. Recognising and addressing these impacts is crucial for a successful change process.

The prospect of workplace change can trigger:

• Increased workloads
• Increased levels of stress
• Fears of job losses and pay cuts
• Lack of clear communication
• Personal self-doubt and lack of confidence
• Confusion around priorities
• A competitive rather than co-operative environment 

Managing Change in the Workplace With Ease

Here are three top tips drawn from positive psychology – “the scientific study of what makes life most worth living.”³

Tip 1: Keep a journal

Having a safe space to reflect is hugely beneficial for our mental health, and journaling can help you identify and prioritise your fears and concerns. It also helps you notice any unhelpful patterns of thought and behaviour so you can respond with healthy coping strategies.

One of the most popular ways to journal is to write out three pages in longhand every morning. 

An idea introduced by Julia Cameron in her seminal book on creativity, The Artist’s Way, these “morning pages” have become a phenomenon and a long-standing routine of millions of people over the decades, including productivity and happiness author Oliver Burkeman.⁴

As Julia Cameron herself explains,

“Morning Pages are three pages of longhand, stream of consciousness writing, done first thing in the morning.

There is no wrong way to do Morning Pages – they are not high art. They are not even “writing.” 

They are about anything and everything that crosses your mind – and they are for your eyes only. 

Morning Pages provoke, clarify, comfort, cajole, prioritise and synchronise the day at hand. 

Do not overthink Morning Pages: just put three pages of anything on the page…and then do three more pages tomorrow.”

Don’t know how to start journaling? Try these prompts to help get the ball rolling:

• What’s on my mind right now?
• How am I feeling today?
• How would I like to feel?
• What am I excited about?
• What am I worried about?
• What do I keep thinking about?
• What challenge or problem am I currently facing?
• What are some resources I can draw on to help meet this challenge or problem?
• What’s something I can do to make today feel amazing?
• What can I do to inch me towards a better tomorrow?

Don’t have time for three pages? Just spending 20 minutes a day, a handful of days a week, has been shown to still make a big difference.⁵

Tools & Resources:

If you’re writing by hand, we love Vent for Change journals because of their sustainability and support of children’s education projects worldwide. This echoes our own registered membership of 1% For The Planet and commitments to support young people’s wellbeing.

Prefer to do things digitally? Check out https://dayoneapp.com/ or https://griddiaryapp.com/ for guided prompts.

Tip 2: Record three good things each day

As humans, we’ve evolved brains that keep us safe rather than make us happy. A core part of this is a negativity bias, which means that we’re more likely to notice the “bad” things in life, like dangers, flaws, or potential losses.

Great if we want to avoid mistaking a snake for a stick while walking in the woods. Not so great when we’re looking at changes in our business and seeing every detail as a potential snake.

A gratitude journal helps us reorient ourselves towards what’s good and what’s working in our lives. While it seems fluffy, recording “three good things” each day has a huge amount of scientific research behind it, showing that it can rewire our brains,⁶ improve sleep,⁷ reduce stress at work,⁸ and enhance psychological resilience.⁹

Don’t know how to start? Here are some prompts to start your gratitude journey:

What are some of today’s highlights?

When we look back at our day, we normally focus on the things that went badly or that we feel guilty about not ticking off our to-do list.

Shifting our focus towards gratitude means that we reflect on our day with a different, less self-critical lens.

By coming up with the highlights, rather than more things to keep you awake at night, you start to calm your nervous system. This, in turn, helps you sleep better, which is a key part of making better decisions and choices.¹⁰

What is one good thing that I often take for granted?

Gratitude doesn’t need to be about the big things in life. 

Very often, due to things like the habituation effect (a psychological phenomenon where repeated exposure to the same stimulus results in a decreased response to it over time), we overlook some of the most basic things that make our lives easier. 

These can include clean drinking water, fast internet (if you’re of a certain age, think back to dial-up!), or someone’s steady, loving presence in our lives.

By noticing what we often take for granted, we can make our lives sparkle again.

How did I receive help or kindness today?

One of the greatest predictors of wellbeing is our relationship with others.¹¹

We can often fall into two camps: judging others for their lack of help and support, or judging ourselves for either giving too much or too little in return.

By stopping these thoughts in their tracks by noticing when we’ve received help or kindness, we start to see the web of social support that we’re a part of. 

And, as part of a wider gratitude practice, it can help to soften the effects of loneliness.¹²

How to record what you’re grateful for:

Be creative when recording your three good things! Write them in your journal, jot them down on cards with your kids, or share them with colleagues or friends in a WhatsApp group or Slack channel.

Tools and resources:

Would a gratitude journal with prompts included help you pick up this habit? The 6-Minute Diary is an amazing journal that’s full of great prompts plus more on the science of gratitude. With over 2 million copies sold, it’s a great way to build your gratitude habit.

Presently is an open-source minimalistic gratitude app for Android, and Gratitude is available on both IoS and Android.

Or pick up some magnetic dry erase cards so you can draw or write down what you’re grateful for with your kids each evening, and then stick them up in your fridge!

Tip 3: Cultivate hope

One of the first things that can take a hit during uncertain times is our sense of hope. 

Hope can take two forms; for some of us, it’s one of our more developed strengths.¹³ This is called “trait” hope, and it means that you naturally think optimistically and expect good things in the future.¹⁴

But we can all develop a sense of hope – a positive thought state. CR Snyder’s Hope Theory breaks it down into three parts that combine to build our sense of hope:¹⁵

Goals: The outcome or object we want to achieve or accomplish, which is the focus of our ambition or effort

Pathways: Possible routes to achieving that goal. These paths also involve plans for managing or overcoming the inevitable obstacles we may face. The more pathways we have, the more we feel our goal is something we can reach.

Agency: Now that we have our pathways and plans, the question is, do we think we can do it? Motivation relies on us believing in ourselves and trusting the pathways we’ve identified or created.

Exercises:

• Use the Circles of Concern, Influence, and Control to identify where you can direct your energy most fruitfully
• Use the following prompts to explore what you hope for:¹⁶
  • Visualise: What is one goal you hope to accomplish in the future?
  • Plan: What three small actions can you take to move you towards this goal? Which one is your first next step? Schedule it and perhaps stack it with another habit
  • Affirm: Think of 3 short sentences that remind you of your strengths and talents, for example, “I am creative and resourceful.” Put these statements up where you can see them.

Sustaining hope during change in the workplace can feel tough. But supporting people to reflect on and identify their goals during the transition can help them feel more heard and understood. 

Feeling heard and understood during times of change can help people move from a fearful state to one that encourages more creativity.¹⁷ This, in turn, can help them generate more ways to achieve their goals and believe in themselves.

The Role of the Leadership Team in Navigating Change

It can be hard to nurture trust during an organisational shakeup. Feeling unsettled puts people on high alert and they’re reluctant to open up. 

This is why it’s so helpful for managers and the leadership team to have a neutral presence come in to share tools, techniques, and insights that help you and your team members find ways to welcome change. 

Here’s a deeper look into…

How leaders can successfully guide their teams through these transitions:

1. Establish a Clear Vision and Communicate It Effectively

Effective leadership starts with a clear vision. When managing change, it’s crucial for the management to articulate the purpose and benefits of the change clearly. 

This involves:

• Defining what the change aims to achieve and how it aligns with the overall business strategy.

• Regularly update all levels of the organisation about progress, upcoming changes, and any adjustments to the plan. This transparency helps reduce uncertainty and builds trust.¹⁸

• Adapting communication strategies to fit different audiences within the business, from senior executives to front-line employees. This ensures that the message resonates with everyone.

2. Engage and Involve Employees Early

One of the biggest hurdles in managing change is overcoming resistance. Engaging employees early in the change process helps mitigate this resistance. 

Leaders can:

• Actively seek input from employees at all levels about the upcoming changes. This not only helps in refining the change strategy but also makes employees feel valued and involved.¹⁹

• Implement channels through which employees can voice their concerns and suggestions. Ensure that these are heard and acted upon where feasible.

• Equip line managers with the tools and information they need to support their teams. Line managers play a critical role in translating broader strategies into actionable steps.

3. Provide Training and Resources

Adapting to new systems or new initiatives often requires additional skills or knowledge. 

Leaders must ensure that employees have the necessary resources to transition smoothly:

• Offer comprehensive training sessions that cover the new processes, tools, or systems. Tailor these programs to different roles within the business to ensure relevance.

• Whenever possible, allow employees to gain practical hands on experience with the new systems or processes before they are fully implemented. This hands-on approach helps build confidence and competence.

• Ensure that support is available through resources such as help desks, FAQs, or online guides to address any issues employees might encounter during the transition.

4. Foster a Positive Culture and Address Concerns

Maintaining a supportive and positive workplace culture is essential during times of change. 

Leaders should focus on:

• Be honest and transparent about the challenges and benefits of the change. Acknowledge the difficulties and reassure employees of the leadership’s commitment to their success.

• Celebrate milestones and recognise the efforts on a team and individual level. Positive reinforcement helps in reducing anxiety and motivating employees to stay engaged with the change process.²⁰

• Actively listen to and address the concerns of employees. Provide clear answers and support to alleviate worries and doubts.

5. Adapt and Evolve

Change is dynamic and ongoing. Effective leadership requires flexibility and adaptability:

• Regularly assess the impact of the change and gather feedback to understand what’s working and what needs adjustment.

• Be ready to make necessary adjustments based on feedback and evolving circumstances. Flexibility in leadership helps in managing unforeseen challenges and ensures a smoother transition.

• Encourage a mindset of continuous improvement and learning. This helps employees to adapt more easily to future changes and fosters a culture of resilience.²¹

6. Address Resistance and Build Resilience

Managing resistance to change is a critical aspect of effective leadership.

Leaders should:

• Identify the root causes of resistance, whether they are related to fear of the unknown, perceived threats to job security, or concerns about increased workloads.

• Promote a culture of ongoing learning to help employees adapt to change and build resilience. Our Navigating Workplace Change Workshop supports this by providing tools for managing change, stress, and overcoming resistance.

• Involve employees in the problem-solving process and encourage them to take ownership of their role in the change. This empowerment can help in reducing resistance and fostering a sense of control.

7. Build a Change-Ready Culture

Creating a culture that is resilient and adaptable to change is crucial for long-term success:

• Promote a culture where adaptability and flexibility are valued and rewarded. This can be achieved through leadership examples and integrating these values into the organisation’s core principles.

• Make sure employees feel comfortable talking about their concerns and ideas about change. Good leadership training can help managers become better communicators, creating a space where open dialogue is the norm.²²

• Encourage collaboration and teamwork to tackle challenges associated with the change. This collective approach helps in leveraging diverse perspectives and solutions.

Embrace Change and Lead with Confidence

Navigating workplace change can be tough, but with the right strategies and leadership, you can guide your team through even the most challenging transitions with confidence and positivity.

By setting a clear vision, getting employees involved, offering the right training and resources, building a positive culture, and tackling resistance head-on, your leadership team can make a big difference in how smoothly the change goes.

If you’re looking for extra support to refine your change management strategies, check out our Dealing with Workplace Change Workshop. Here’s what you’ll get:

• Understand Stress and Uncertainty: Learn about the psychological effects of change and pick up strategies to manage stress effectively.

• Handle What’s Out of Your Control: Discover practical ways to navigate the parts of change you can’t influence.

• Boost Your Sense of Control: Find out how to feel more confident and in charge during transitions.

Keep a Positive Mindset: Get techniques to stay upbeat and proactive, even when things feel uncertain.

References:

1. Ryan, R. M., & Deci, E. L. (2000). Self-determination theory and the facilitation of intrinsic motivation, social development, and well-being.
2. Bordia, P., Hunt, E., Paulsen, N., & Tourish, D. (2004). Uncertainty during organizational change: Is it all about control
3. Peterson, C. (2008). What is positive psychology, and what is it not? Psychology Today – https://www.psychologytoday.com/us/blog/the-good-life/200805/what-is-positive-psychology-and-what-is-it-not
4. Morning Pages https://www.oliverburkeman.com/morningpages
5. How Journaling Can Help You in Hard Times https://greatergood.berkeley.edu/article/item/how_journaling_can_help_you_in_hard_times
6. How Gratitude Changes You and Your Brain: https://greatergood.berkeley.edu/article/item/how_gratitude_changes_you_and_your_brain
7. Gratitude influences sleep through the mechanism of pre-sleep cognitions. https://www.researchgate.net/profile/Alex-Wood-12/publication/23654197_Gratitude_influences_sleep_through_the_mechanism_of_pre-sleep_cognitions/links/5e8a858692851c2f5282c616/Gratitude-influences-sleep-through-the-mechanism-of-pre-sleep-cognitions.pdf
8. Can Gratitude Reduce Your Stress at Work? https://greatergood.berkeley.edu/article/item/can_gratitude_at_work_educe_your_stress
9. A qualitative analysis of the Three Good Things intervention in healthcare workers: https://www.researchgate.net/publication/317579669_A_qualitative_analysis_of_the_Three_Good_Things_intervention_in_healthcare_workers
10. The Good Life: Lessons from the World’s Longest Study on Happiness  Robert J. Waldinger, Marc Schulz Ph.D https://www.amazon.co.uk/Good-Life-Lessons-Longest-Happiness-ebook/dp/B09MVQ8GSH/ref=sr_1_1

    The Relationship Between Gratitude and Loneliness: The Potential Benefits of Gratitude for Promoting Social Bonds https://www.ncbi.nlm.nih.gov/pmc/articles/PMC4873114/

    The Impact of Leadership Communication on Employee Engagement and Organizational Change (Men, 2014)

    Fatigue causes shifts in your internal cost-benefit evaluation of activities and outcomes.

11. The Good Life: Lessons from the World’s Longest Study on Happiness  Robert J. Waldinger, Marc Schulz Ph.D https://www.amazon.co.uk/Good-Life-Lessons-Longest-Happiness-ebook/dp/B09MVQ8GSH/ref=sr_1_1
12. The Relationship Between Gratitude and Loneliness: The Potential Benefits of Gratitude for Promoting Social Bonds https://www.ncbi.nlm.nih.gov/pmc/articles/PMC4873114/
13. https://www.viacharacter.org/
14. https://www.viacharacter.org/character-strengths/hope
15. Hope Theory: Rainbows in the Mind
    CR Snyder
    https://blogs.shu.ac.uk/growplus/files/2020/02/Hope-Synder-paper.pdf
16. https://positivepsychology.com/hope-therapy/#activities
17. The Creative Brain Under Stress: Considerations for Performance in Extreme Environments: https://www.frontiersin.org/journals/psychology/articles/10.3389/fpsyg.2020.585969/full
18. Kramer, R. M., & Tyler, T. R. (1996). Trust in Organizations: Frontiers of Theory and Research
19. Kotter, J. P. (1996). Leading Change.
20. The Impact of Positive Reinforcement on Employee Motivation (Hopper, 2020)
21. Mindset and Resilience: How a Growth Mindset Facilitates Organizational Change (Dweck, 2016)
22. The Impact of Leadership Communication on Employee Engagement and Organizational Change (Men, 2014)