What is Organisational Change?
In your role, you will support two types of change:
- Individual change
- Organisational change
Individual change happens when a single person needs to adjust the way they work, such as learning a new process, using new software or changing a personal habit. These changes are usually straightforward and don’t require formal management or big planning. Your role here is to offer guidance, encouragement and any resources the individual might need to adapt successfully.
Organisational change happens when the change affects a whole team, department or the entire organisation. Examples include introducing a new company-wide system, restructuring teams or changing business processes. These changes are usually more complex because they involve multiple people, processes and sometimes technology. They always require careful planning and management to ensure the change is implemented smoothly, everyone understands what is happening and the organisation continues to function effectively.
In short, individual change is simpler and personal, while organisational change is more complex and requires coordinated management. Your role is to support both, but the level of planning and management involved will differ.
Consider the list of changes below. Can you identify which are individual changes and which are organisational changes?
Why Change Can Feel Difficult for People in Organisations
We asked a previous group of Digital Champion apprentices why people resist change. Their responses highlight the wide range of emotions and concerns people may have:
People may resist change because they…
- Worry they will be replaced by technology
- Fear of looking incompetent or making mistakes
- Want to have a voice in decisions and feel included
- Need to understand the purpose behind the change
- Have experienced previous poorly managed changes
- Do not trust those leading the change
- Feel overwhelmed, stressed, or pressed for time
- Fear that new technology or processes could replace their role
The last point is particularly important: none of us naturally like change. Our brains are wired to see change as a potential threat, so resistance is a normal—and in many ways, healthy—reaction. Resistance should be expected, understood and planned for.
Resistance can take many forms, from subtle foot-dragging to open rebellion. Recognising how change makes staff feel is key to successful adoption, especially when rolling out tools like Office 365 across teams.
Watch this short video which explains why people can be reluctant to change.
Why Do our Brains Find Change Difficult?
Ten Most Common Reasons People Resist Change in Organisations
- Loss of control – Feeling their influence or autonomy is reduced
- Uncertainty – Fear of the unknown and how it might impact their work
- Surprise or imposed decisions – Changes imposed without consultation
- Perceived complete overhaul – Feeling everything will be different
- Loss of face – Worrying about reputation or making mistakes
- Concerns about competence – Doubts about skills or confidence to adapt
- Increased workload – Changes adding more tasks or responsibilities
- Ripple effects – Disruption to other staff or departments outside the main initiative
- Past resentments – Lingering dissatisfaction from previous poorly managed changes
- Feeling threatened – Fear that new technology or processes could replace existing roles
Understanding these reasons is critical when supporting colleagues through change, whether adopting new Office 365 tools, improving processes, or rolling out digital initiatives. By acknowledging concerns and providing transparency, guidance, and support, leaders can reduce resistance and foster engagement.
Watch this video which explains how you can rewire you brain to help you manage change in a better way.
Key Things That Lead to Success in Managing Change
As someone skilled in using Office 365 tools, you play a key role in supporting your colleagues, even without formal authority. You share expertise, provide guidance, and help teams navigate changes in tools, processes, or workflows – especially within Microsoft 365. Change can be challenging, and colleagues may feel uncertain or frustrated. By understanding how the change affects others, and responding with patience and empathy, you help your team adopt new ways of working confidently and efficiently, fostering a positive and collaborative digital culture. This can be achieved by:
- Being open and positive about change
- Supporting colleagues and sharing knowledge
- Giving honest feedback and suggestions
- Taking small, manageable steps
- Testing new ideas and approaches
- Observing what works and what could improve
- Responding with patience and empathy
Here are some videos to help you get a better appreciation of the change curve and what to expect when you want to change something.