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October 6, 2023

6 Steps to Navigating Change in Community Management

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In the dynamic world of community management, change is inevitable. From technological innovations and shifting community expectations to regulatory updates, navigating these changes is paramount to success in the industry. Leaders in Community Management need to be agile and proactive. You also need to be aware of how change affects your teams who may be more resistant to it. Many instances of change that should result in improvement end up failing due to poor planning, poor communication and lack of stakeholder involvement.  

During my time in the industry, I’ve encountered a number of changes. Some went smoothly, others did not – and they provided valuable lessons. Drawing from these experiences, I've tailored a 6-step strategy that I believe strikes the right balance between being practical and thorough, helping ensure smoother transitions in our organizations. 

Step 1: Preparing Your Organization for Change 

Kickstarting any meaningful change begins internally, laying the groundwork within the organization. Here’s how I’ve approached this crucial initial phase: 

  • Establish a Clear Vision: Before anything else, clarity is paramount. Spell out exactly what objectives you're aiming for and the outcomes you envision. Remember, if you're not entirely sure of the destination, charting a path becomes more challenging. For instance, with new software on the horizon, I always ask: "What tangible benefits are we looking to achieve?" It could be improved communication, streamlined operations, or any number of objectives.
  • Recruit Change Champions: Over the years, I've found that having a dedicated group of allies can be a game-changer. Seek out key individuals within the organization, those with influence and enthusiasm, who'll stand behind and champion the proposed changes. Their support and advocacy can ease the transition for everyone. Identify and onboard your change champions from various functions within your organization. These individuals will not only provide diverse insights but also assist in fostering wider acceptance of the change. 
  • Develop a Comprehensive Plan: With a clear vision and a team of champions at your side, it's time to roll up your sleeves and get into the details. Sketch out the necessary steps, pin down the resources you'll need, and set a realistic timeline. This roadmap not only guides the change but also serves as a reference point to measure progress. Arm yourself with a comprehensive blueprint that includes potential roadblocks and solutions. A meticulously charted plan not only guides your journey but also bolsters stakeholder confidence. 

Step 2: Communicating the Vision 

Communication is the linchpin in the change management process. It begins with articulating the motivation for change. By laying out the reasons driving the shift and underscoring the benefits for the organization and your employees, you address the crucial question of “why”. This is like setting the North Star that everyone can navigate by.  

From there, it’s essential to provide a glimpse into the future – a transparent picture of how the organization will operate after the change. This clarity fosters optimism and gives everyone a shared vision to work towards.  

Communication doesn’t end with vision. Grounding everyone in the process is equally important. By ensuring that each member understands their role, the expected outcomes, and the steps the organization will take, you're essentially creating a collective roadmap. It's about empowering every stakeholder, making sure they see where they fit in the larger scheme and know the steps the organization will be taking.

Step 3: Getting Down to Business 

Action time. Actioning the plan requires a blend of meticulous execution and adaptability. As you embark on the execution phase, remember that no plan is etched in stone. Flexibility can be the difference between a failed initiative and a successful transformation. I recall a time when introducing a digital tool required a pivot to more hands-on training, leading to a smoother adaptation process.  

Emotions run high during changes. Addressing concerns empathetically, showcasing quick wins, and providing support ensure a smoother transition. Organize feedback loops where employees can voice concerns and provide suggestions. Feedback can be gold; it often guides necessary course corrections. 

Step 4: Removing Obstacles Quickly 

Every journey, especially one involving change, is bound to face a few hiccups. The key to successful change management is not expecting these obstacles but being prepared to address them head-on. The first step is to proactively identify potential challenges that might surface during the implementation phase. With these anticipated obstacles in mind, the next step is to devise strategies tailored to counteract or mitigate them. The real test of adaptability is in the execution. When these challenges rear their head, it's imperative to act swiftly, drawing upon the plans we've laid out. By quickly addressing and removing these obstacles, we not only ensure the smooth progression of our change initiative but also reinforce confidence and trust in the entire process. 

Step 5: Systemizing and Embedding the Change 

Change isn't truly successful until it becomes an ingrained part of our daily operations. To transition from a temporary shift to a lasting transformation, we must incorporate the change into the very fabric of our organizations. It's about making it our new normal. Vigilance is key. Watch out for signs of regression or processes not being followed. 

It's our responsibility to ensure every team member is comfortable, confident, and competent in this new landscape. To achieve this, comprehensive training becomes vital. By equipping employees with the knowledge and tools to understand and proficiently execute the new processes, we're not just endorsing change but championing a future where the organization constantly improves.  

Step 6: Evaluate and Refine 

After every significant change, I’ve found it beneficial to pause and reflect. Understanding what worked and what could have been executed better provides crucial insights for future initiatives. 

Post-implementation reflection is crucial. What went well? Which areas needed more attention? Engaging in candid conversations with different stakeholders can offer a well-rounded perspective. Tools like surveys, feedback sessions, and data analytics can also offer valuable insights. 

Remember, every change, whether wholly successful or not, provides a learning opportunity. Documenting these lessons and implementing them in future initiatives cultivates a culture of continuous growth and refinement.  


Navigating change, especially in a dynamic field like community management, is both a challenge and an opportunity. Leaders must approach change strategically. 

Through a blend of planning, stakeholder involvement, transparent communication, and post-implementation evaluation, change can become an opportunity for significant growth. By leaning into a methodical yet adaptable strategy, we can steer our organizations through transitions with minimal turbulence. The steps I've shared here are distilled from years of experience. They aren't an exhaustive list or a magic formula but a blueprint that has served me well over the years. 

Thank you for taking the time to read. Let's continue working collaboratively, leveraging change as a tool for growth and fostering vibrant, resilient communities. 


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Tag(s): Business

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