Cartoon image of two men having tomatoes thrown at them for announcing changes to the organisationChange, in any circumstance, is often a difficult thing to weather. While some staff may be resistant, it is important to look to the future and understand which operations need to be improved for sustainable, long-term success. It is especially important to evaluate the crucial elements of your organization and identify where the improvement is needed.

Meetings are a core component of any department – and a tool that many overlook when it comes to change in their organization. However, meeting management is crucial to success, since so many results are dependent on the outcomes of meetings.

In this post, we discuss five elements of successful change in operations for automating meetings.

1) Understand the Need for Change

Two wooden signs indicating "Same" in one direction and "change" in the other.This component may sound incredibly simplistic but bears repeating, considering how often it is overlooked. Understanding the need for change is essential for any successful endeavor. After all, how can the status quo be challenged or any innovation occur otherwise?

Dig deep to see where the issues lie and what needs to be changed to improve this. Developing a clear understanding of what’s not working and why it’s not working is required before any motivation to change can be developed.

2) Tackle Fear of the Unknown

Change is scary, yes, but in many cases, it is absolutely necessary. Tackling fear of the unknown is a crucial step in this process and the one that will likely require the most effort. There is often a “this is how we’ve always done it” attitude that impedes progress. However, what came before is often not the solution – if it was, the needs of the organization would be met organically, regardless of changes in the marketplace.

It is crucial to tackle that head on – consult the IT team and highlight that change is inevitable, necessary and worthwhile. Whether the solution is better resource allocation or simply creating a more efficient process, you must champion success by weathering the unknown.

3) Commit to Increasing Competency and Training

Complacency is often a factor in resisting change because participants prefer to avoid risk and stick to what is safe. However, the evolution of technology and rapidly evolving business methods are changing the way we do business, and playing it safe is no longer a path to success. Lifelong learning is essential and has proven to be good for morale, team building and even employee wellness.

Cultivate and reward change to create a workplace culture where this is the norm; people will appreciate the effort and work harder to contribute to it. Implementing simple changes and allowing people opportunities for professional development, whether technology- or skills-based, will yield great opportunity.

4) Open Communication

Many organizations are afraid of opening up the lines of communication, but there is much value in doing so. When bracing for a change, especially when that change is least expected, it is important to strike a balance. There is definitely valuable input to be gained by communicating with all parties, but it is important to maintain your position and be an advocate for change.

5) Benefits and Rewards

Two light bulbs, one of them has "risk" written underneath it, the other one is light up and has "rewards" written underneath it.As stated, it is important to communicate clearly the benefits and rewards from this slated change. Everyone in the organization must understand what the future holds as a result of this change and embrace the reality of that organizational shift.

Socrates once said, “The secret to change is to focus all of your energy, not fighting the old, but on building the new.” Build new systems and processes that you are proud of and that can be embraced by all, and champion changes that are needed to sustain the success of your organization.

Automating meetings is one step in that direction and will demonstrate your readiness and willingness to adapt to the future.