Many people confuse project management and change management because they’re each management processes that center around tasks and stakeholders. However, which processes or people you manage differ in each scenario.
Understanding the differences —and overlap — between project and change management can help you perform better and delegate work more accurately. Today we’ll discuss the differences in these concepts, how they are managed,and how any team can use monday.com to boost efficiency.
Change management and project management are two distinct yet complementary disciplines that work hand-in-hand to deliver successful organizational change. While they share the common goal of implementing new solutions, their focus and approach differ. Understanding where these disciplines overlap and where they diverge is key for business leaders looking to drive change.
In this comprehensive guide, we’ll compare change management vs. project management across critical facets like definitions, intent, processes, tools, and measurement. We’ll also look at how to unite these disciplines to create an integrated framework for change Let’s dive in!
Defining Change Management and Project Management
Change management involves applying structured processes and tools to lead the “people side” of change. The goal is to ensure employees impacted by a project embrace, adopt, and utilize the associated solution. Proper change management ensures individuals have the ability, motivation, and support needed to make the transition.
In contrast, project management utilizes specific practices and techniques to deliver a new product, service, or result with a defined scope, quality, timeline, and budget. Project management keeps the technical delivery of a solution on track.
Intent Behind Each Discipline
The intent behind both disciplines is complementary:
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Change management aims to guarantee impacted employees successfully adopt a change,
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Project management seeks to ensure the change or solution itself is designed, developed, and implemented in an effective manner.
Think of it this way – change management targets the people, while project management focuses on the project.
Where Attention Is Focused
The focus of change management and project management also differs:
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Change management spotlights the employees, stakeholders, and end users who must adopt a change and alter behaviors or workflows.
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Project management concentrates on the tasks, activities, and timelines required to build and deploy a technical solution or system.
Change management homes in on those impacted by the people side of change, while project management zooms in on the change itself.
Factors That Influence Scale
The factors that dictate the scale of effort for each discipline vary:
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The level of change management required depends on the change’s attributes, the organization’s readiness, and degree of human adaptation needed.
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Project management complexity stems from the project’s technical intricacy and scope.
For instance, an IT systems upgrade will require more robust project management than rolling out a simple policy change. Yet that policy change may demand extensive change management if it alters longstanding employee behaviors.
Process Steps and Phases
Both project and change management follow a phased process:
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Change management utilizes a 3-phase approach:
- Prepare for change
- Manage change execution
- Sustain change outcomes
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Project management operates via process groups laid out in guides like PMBOK:
- Initiation
- Planning
- Execution
- Monitoring and control
- Closing
While varied, the processes are aligned and collaborative.
Tools and Templates
Dedicated tools and templates are used for each method:
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Change management employs tools like stakeholder maps, impact assessments, readiness surveys, communication plans, and training designs.
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Project management utilizes tools like charters, work breakdown structures, Gantt charts, budget forecasts, and risk matrices.
Both tool kits are essential to formalize and organize efforts.
Metrics for Success
The metrics used to gauge success also differ:
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Change management measures adoption levels, proficiency gains, utilization, and impact on results.
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Project management evaluates whether scope, budget, timeline, and technical specifications were met.
But to get the full picture, KPIs from both disciplines should be examined.
Who Fills Each Role
Different professionals typically fulfill each role:
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Change managers coordinate systems of support and驴lead readiness planning.
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Project managers oversee technical workstreams and direct the project team.
But close coordination between both is imperative.
Unified Value Creation
As we’ve explored, change and project management have distinct purposes. But integrating these practices is key to maximize value. Consider these tips:
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Involve both project and change leaders in initiative design.
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Align project plans and change management plans.
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Schedule regular check-ins to keep efforts interconnected.
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Share risks, issues, and dependencies across groups.
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Track and share insights on adoption metrics.
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Incorporate change management steps into project schedules.
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Celebrate joint milestones and wins.
Blending these disciplines creates a cohesive strategy primed for change success. Although different in focus, change management and project management together provide the complete framework to transition from current to future state.
Overcoming Resistance to Change
Even with solid change management and project management, resistance can still emerge. Here are some tips for overcoming change resistance:
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Clearly communicate the business case and avoid vague abstraction when sharing change details. Be transparent.
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Involve resisters early to hear concerns. Make them part of the solution.
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Offer additional support and training to boost confidence in new abilities.
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Share quick wins to reinforce the change’s positive direction and impact.
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Reward participation in the change process and celebrate innovators.
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Listen and empathize with emotions. Don’t dictate. Discuss opportunities.
With the right strategies, resistance can become an opportunity for positive growth and engagement.
Driving Change in Your Organization
The combination of disciplined project management and human-centered change management creates an environment primed for adoption and results. But executing either in isolation limits success potential.
Take time to assess your own organization. Consider where mature practices are in place, and where there are gaps or misalignment. Develop an integrated roadmap to bring these disciplines together for game-changing impact.
We covered a lot of ground comparing project and change management. What key insights resonated most or surprised you? What integration opportunities do you see for boosting change capability in your company? Share your takeaways and ideas in the comments below!
Implementation of a new technology
Often, an organization implements new technology to create significant long-term benefits. However, every new technology has a learning curve, and some employees may find it easier to understand than others. For example, you may introduce a new point-of-sale system to your storefronts, or you could implement a new employee engagement software program in your human resources department.
A change manager can ensure the appropriate employees are thoroughly trained to use the new technology. Then, they can identify individuals who may be struggling to adapt to the new technology and allocate more time or resources to their training.
What is change management?
For some companies, this looks like a communications plan that ensures all team members know of an upcoming change and then slowly begin implementing it. However, complete change management involves a change manager who looks at all aspects — how might an upcoming change affect people? What tools, training, or support might they need during the transition and moving forward?
Change Management vs Project Management
How does change management complement Project Management?
Change management complements the project management process by supporting the human side of the equation. Because each discipline focuses on different aspects of a project (and ultimately its success), both project management and change management should work in tandem to ensure a project’s intended outcomes and overall organizational success.
Do change management and project management work together?
The disciplines of change management and project management are both necessary when executing a project or initiative. Each discipline brings the critical structure needed for effectively implementing change and achieving the results you want. Yet, change management and project management must work together to achieve successful change.
What is change management in project management?
Change managers can ensure project management teams understand how people are reacting to the changes, and project managers can use that feedback to adapt their strategies and improve outcomes. There are different ways to incorporate change management into your project management practice.
What is project management?
The term “project management” can at once feel both obvious and vague. While most people intuitively understand what project management is, it’s useful to refer to the official definition. The PMBOK guide describes project management as the application of knowledge, skills, tools, and techniques to meet project requirements.
