11 Tips for Leading Teams Through Organizational Changes
Navigating organizational changes can be a daunting task for any team leader. This article presents expert-backed strategies for guiding teams through transitions, from fostering open communication to building flexibility for unexpected challenges. Drawing on insights from seasoned professionals, these tips offer practical approaches to maintain team motivation, align with business outcomes, and successfully pivot in fast-moving situations.
- Foster Open Communication During Transitions
- Invest in Upskilling for Strategic Shifts
- Lead by Example in Challenging Projects
- Co-create Solutions with Team Input
- Pivot Business Model with Radical Transparency
- Embrace Adaptability in Fast-Moving Situations
- Break Transitions into Manageable Steps
- Align Team with Concrete Business Outcomes
- Personalize Approach to Maintain Team Motivation
- Remain Composed While Reorganizing Resources
- Build Flexibility for Unexpected Challenges
Foster Open Communication During Transitions
We had to lead our team through a significant change when we transitioned from short-term project work to building longer client partnerships. Initially, this was uncomfortable for many team members. The way we measured success changed, and people were uncertain about how it would affect their roles.
What helped most was maintaining simple and honest conversations. We didn't attempt to cover everything in one meeting. Instead, we held discussions in smaller groups where people could speak freely. This approach gave us a clearer picture of their concerns and demonstrated that we were listening to them.
We also emphasized what wasn't changing. Quality standards, teamwork, and client care remained the same. This provided people with a sense of stability. A few team members adapted quickly, so we asked them to share their approach. Others followed once they saw it working.
If I had to offer advice, I'd say don't overcomplicate the message. People don't fear change as much as they fear the unknown. Keep communicating, remain present, and ensure your actions align with your words. Over time, the new direction begins to feel less like a disruption and more like the way forward.
Invest in Upskilling for Strategic Shifts
We underwent a significant shift a few years ago when one of our largest clients substantially changed their hiring model. They transitioned from primarily contract placements to a focus on direct hires. For us, this meant retraining our recruiters, restructuring our incentive systems, and updating how we positioned ourselves in the market. It was a major transition that could have unsettled our team.
My first step to prevent disruption was to communicate with complete transparency. I explained why the change was occurring, what it meant for the business, and how it would create long-term growth opportunities for the firm. I wanted the team to understand this wasn't a reactive move but a strategic pivot that would ultimately make us more competitive.
The next step was to invest in upskilling. Recruiters who had been comfortable with short-term contract placements needed to develop stronger skills in sales and relationship building. We created new playbooks, launched peer-to-peer learning sessions, and provided access to formal training resources. To maintain high morale, I made it a point to recognize the first few recruiters who closed direct-hire deals. We highlighted their success across the company, which gave others confidence that they could thrive in the new model as well.
Of course, not everyone embraced the shift immediately. In a few one-on-one conversations, I discovered that some recruiters were nervous about losing their footing in an area they knew well. In those moments, my role was to listen, acknowledge their concerns, and connect them directly to resources or mentors who could help bridge the gap. That individual attention went a long way in reducing resistance.
My top advice for leaders navigating change is not to overlook the human element. When a business model or core process changes, the first thing team members worry about is how it will affect their role and their ability to succeed. Be upfront about the "why," equip people with the tools to adapt, and create early wins that prove the new approach works. If you do those things consistently, you can turn initial resistance into momentum.
Lead by Example in Challenging Projects
When I took over a major infrastructure upgrade project for a local council in Sydney, the specifications changed halfway through. Originally, it was a straightforward pole-to-pole power upgrade. Then, they decided to switch everything underground for aesthetic and safety reasons. That's not a small tweak — it's a full shift in logistics, budget, manpower, and risk.
Half the crew was rattled. Some had never done underground trenching or pit installations at scale. Morale dipped. Timeframes tightened. That was the change I had to lead through — not a slide deck or seminar, but boots on the ground, gear on, wires live, risk high.
The first thing I did was pull the team together, lay it all out—clear, direct, no sugarcoating. "This isn't what we signed up for, but it's what we've got. And we're capable. So let's get it done." I broke the new job down into stages. Brought in an experienced trenching subcontractor to mentor the younger electricians. Made sure every worker knew their role, day by day. Communication tightened. No grey areas.
I didn't just bark orders. I was in the trench, hauling cable, laying conduit, showing that leadership isn't a title — it's action. Once they saw I wasn't above the grind, the whole tone shifted. The team adapted. We finished on time, with zero safety incidents, and picked up another job from the council after that.
What I'd tell anyone leading through change: don't fake confidence. Own the unknowns, but control what you can. Give people structure, support, and your presence — not just your voice. Most importantly, don't hide in the office. Get involved with your team. That's where leadership is tested. That's where trust is built.
Co-create Solutions with Team Input
One of the biggest changes we led recently was repositioning our services. We observed that clients didn't just want full-cycle recruiting, but rather desired flexibility. As a result, we broke our offering into distinct parts that they could use depending on their stage of growth. Leading that shift was about posing the right question to the team: "How do we make this work better for the clients we serve today?" We conducted brainstorming sessions, created space for ideas, and ensured everyone understood the broader market context behind the change. When people understand the "why," they bring much stronger solutions to the "how."
Once we committed, I made it a point to reinforce progress in real-time by acknowledging contributions in team meetings and reminding everyone that even small wins were steps in the right direction. Change can feel overwhelming, but when the team sees their input in the solution and their efforts recognized along the way, momentum builds naturally. My advice: don't just communicate decisions, co-create them. You'll spend more time upfront, but you'll earn alignment and trust that make the transition endure.
Pivot Business Model with Radical Transparency
After the pandemic struck, Angel City Limo had to shift most of their business practically overnight. It was a tough few weeks, as our core business, airport transfers and event shuttles, imploded, and the team was unsure what the future held. I dropped our previous plan and focused on private leisure travel and local tours, as clients were still willing to use these services. It has been a complete rethink in terms of routes, prices, and even marketing, starting with the basics.
The key to our success was radical transparency. While I openly shared numbers with the team to help them understand the challenges, I also outlined the top-line growth potential of private transportation, which was in huge demand. We trialed our new approach on a small scale, and we celebrated our early victories to gain momentum. Buy-in occurred naturally by including the team in decisions instead of being dictatorial.
I suggest that honesty and action go hand-in-hand. When teams feel trusted to handle the truth and know a way forward, they are more likely to work effectively. Don't try to sugarcoat everything - acknowledge the ambiguity, but let people help build the solution. This approach worked wonders for us in keeping up team spirits, and as a result, we were able to leave with a more diversified set of opportunities.
Embrace Adaptability in Fast-Moving Situations
During the pandemic, Ohio courts transitioned almost overnight to remote hearings. This shift created challenges with technology, courtroom protocol, and client communication. I took the lead in testing video platforms, coordinating with court clerks, and drafting internal guidelines for virtual appearances. We conducted mock hearings to identify potential issues before they could affect actual cases.
I also set the expectation that mistakes were part of the process. By removing the fear of failure, the team was willing to experiment, adapt, and share feedback. Clients remained informed and reassured because we communicated proactively.
My advice: in fast-moving situations, leaders should model adaptability. Implement changes quickly, but create space for trial and error. Speed combined with a willingness to learn sets the tone for the entire organization.
Break Transitions into Manageable Steps
When we moved from small-batch roasting on one machine to running multiple roasters at once, it was a big change for the team. Everyone was accustomed to working in a single rhythm, with one set of cues and one batch in motion. Suddenly, there were overlapping roast cycles, more noise, and tighter timing. The risk of mistakes increased, as did the pressure.
I focused on breaking the transition into clear, repeatable steps. We started with shorter shifts where each person shadowed a batch on the new setup without the pressure of full production. I encouraged open conversations about what felt awkward or uncertain so we could adapt the process together. For anyone leading through change, my advice is to give your team time to experience the new system in a low-stakes environment and make them part of refining it. People commit more fully when they help shape the way forward.
Align Team with Concrete Business Outcomes
When we shifted our digital strategy to prioritize kiosk traffic over traditional ad metrics, it required a full reset on how the team measured success. We moved away from impressions and clicks, and instead focused on verified device sales driven by location-based performance. That meant tighter alignment between media strategy, analytics, and our retail placement teams.
I guided the transition by setting clear benchmarks and weekly review cadences. We kept communication open and direct. Every team member saw how their decisions tied to store-level impact. We also simplified our dashboards to focus only on the KPIs that mattered. That helped the team stay focused and confident, even when legacy systems pulled in different directions.
Change works when you keep it concrete. Tie new metrics to specific business outcomes. Cut out unnecessary reports. Set regular checkpoints. Most of all, keep the team involved. If they understand the purpose and can see the effect of their work, they won't just accept the change, they'll improve it.
Personalize Approach to Maintain Team Motivation
When leading organizational change, I've found that maintaining team motivation is absolutely critical to success. As an Executive Director, I made it a priority to take a personal interest in each team member's work during periods of uncertainty, which helped them feel valued despite the shifting landscape. I would regularly meet with individuals to understand their concerns, highlight the importance of their specific contributions, and ensure they saw how their work connected to our broader objectives. This personalized approach not only kept morale high but also reduced resistance to change as people felt their voices were being heard throughout the transition. My advice to others leading change initiatives is to remember that organizational change is ultimately implemented at the individual level, so taking time to connect with team members personally can make the difference between resistance and enthusiastic adoption.
Remain Composed While Reorganizing Resources
When faced with an unexpected surge of guests at Horseshoe Ridge RV Resort, I had to quickly lead our team through a significant operational change. Drawing inspiration from Coach Bill Belichick's Super Bowl approach, I remained composed and focused on reorganizing our resources to meet the immediate challenge rather than becoming overwhelmed by the disruption.
I gathered our key team members for a brief but clear communication session, outlining the situation and assigning specific responsibilities based on each person's strengths. My advice to others leading change initiatives is to maintain composure under pressure, communicate clearly about what needs to happen, and demonstrate confidence in your team's ability to adapt.
The most important element was showing through my actions that I believed we could successfully navigate the transition, which helped create a sense of calm determination throughout the team.
Build Flexibility for Unexpected Challenges
Our company had established a distributed team model long before COVID-19 became a reality, which proved to be invaluable when the pandemic hit. Instead of scrambling to adapt like many organizations, we were able to continue operations seamlessly because our developers were already accustomed to working in their own environments and on their own schedules. The key strategy that made this transition successful was our focus on results rather than physical presence, giving team members autonomy while holding them accountable for their deliverables.
For leaders managing change initiatives, I recommend building flexibility into your organizational structure before it becomes necessary, as this creates resilience when unexpected challenges arise. Trust your team members to rise to the occasion when given clear expectations and the freedom to meet those expectations in ways that work best for them.
