What Is a Change Control Process? +Examples

Organizational change is a complex undertaking. These change projects often coincide with other large transformation projects and may spiral out of control without a tracking process system.

However, with a change control process, change leaders can better manage all incoming change requests, analyze potential blockers, and drive successful implementation.

In this article, we explore the change control process, its stages, and how you can leverage one to create an effective change management strategy.

Change Control vs. Change Management

Although change control and change management are related terminologies, the two have significant differences.

Change Control

Change control is a specific, structured process for managing technical or procedural changes in systems, projects, or workflows. It focuses on identifying, evaluating, approving, and implementing individual change requests while minimizing risks and disruptions.

By emphasizing documentation, risk assessment, and compliance, change control ensures that every modification is thoroughly vetted and executed without compromising the stability or functionality of the system or project.

Change Management

Change management is the broader, overall strategic approach to guiding people and organizations through transitions.

It focuses on addressing the human side of change, such as preparing employees, fostering stakeholder alignment, and mitigating resistance. By emphasizing communication, training, and leadership engagement, change management ensures that organizational goals are achieved while supporting individuals in adapting to new processes, systems, or cultural shifts.

5 Stages of the Change Control Process

When a change project fails, it can expose an organization to risks and incur costs at both the organizational and project levels. Here is a five-stage framework to establish a successful change control process:

1. Initiate change request

The Purpose: To formally identify and document the need for a change. This step ensures that the change is clearly defined and justified before further evaluation.

Key Actions:

• Recognize a problem, opportunity, or external factor that necessitates a change.
• Use a standardized change request form to record details such as – description of the change, reason for the change (e.g., resolving an issue, improving efficiency), expected benefits and outcomes, estimated costs, resources, and timeline.
• Submit the change request to the appropriate authority, such as a Change Control Board (CCB) or project manager.

Outcome: A documented and logged change request ready for evaluation.

2. Evaluate the change request

Purpose: To assess the feasibility, risks, and potential impact of the proposed change on the system, project, or organization.

Key Actions:

• Analyze how the change affects existing processes, timelines, budgets, and resources.
• Identify risks, such as technical challenges, disruptions, or cost overruns, and propose mitigation strategies.
• Involve key stakeholders to gather feedback and understand their perspectives on the change.
• The CCB or relevant decision-makers review the evaluation and decide whether to approve, reject, or request modifications to the change request.

Outcome: A decision on whether the change request can proceed, along with documented approval or rejection.

3. Develop a change management strategy

Purpose: To create a detailed plan for how the approved change will be implemented and communicated to stakeholders.

Key Actions:

• Clearly outline what the change entails and who will be impacted.
• Identify the resources required, such as personnel, tools, and funding.
• Set realistic deadlines and milestones for implementing the change.
• Create a strategy to keep stakeholders informed throughout the process.
• If necessary, develop a plan to train employees or users affected by the change.
• Prepare for potential issues or setbacks during implementation.

Outcome: A comprehensive change management plan that ensures the change is executed effectively.

4. Implement change

Purpose: To execute the change in accordance with the approved plan while monitoring progress and addressing issues.

Key Actions:

• Implement the change incrementally or fully, depending on the plan.
• Track the implementation process to ensure it stays on schedule and within scope.
• Keep stakeholders informed of progress and any adjustments.
• Quickly resolve any problems or disruptions that arise during implementation.
• Verify that the change meets quality standards and functions as intended.

Outcome: A successfully implemented change with minimal disruption and documented results.

5. Close change request

Purpose: To formally conclude the change control process and ensure the change is effectively integrated into regular operations.

Key Actions:

• Evaluate the success of the change by comparing outcomes with initial objectives.
• Gather feedback from stakeholders to understand the change’s effectiveness and any remaining concerns.
• Record the final implementation results, lessons learned, and recommendations for future changes.
• Obtain formal closure approval from stakeholders or the CCB.

Outcome: The change request is officially closed, and the organization moves forward with the updated system, process, or practice.

Benefits of a Change Control Process

During a change implementation project, the change control process provides several crucial benefits, including:

• Improved productivity—Research suggests that the average employee is only productive for three working hours a day. One major reason for this behavior is unclear deliverables or a poorly managed execution process. Change control often rectifies this issue by reducing employee confusion on project deliverables, helping to improve overall employee productivity.
• Effective change communication—Transparency in change management communication is critical to preparing your workforce for an upcoming change and accepting that change at both an individual and company-wide level. Effective change communication will allow you to deal head-on with various barriers to change and reduce internal resistance.
• Decreased cost of change – The change control process effectively reduces risks associated with a change initiative and minimizes the risk of change failure. The streamlined approach results in resource optimization and decreased project costs.
• Reduced risks and unintended consequences – An effective change control process involves assessing and mitigating risks. Companies can avoid unwanted and unintended consequences by anticipating potential challenges and developing plans to address them. This proactive approach promotes business continuity and ensures that changes have a positive impact instead of causing disruption.
• Continuous improvement and feedback integration – One of the most significant benefits of a change control process is its cyclical nature. After changes are implemented, change feedback is gathered and analyzed to ensure organizations always evolve, refine, and improve their processes, systems, and strategies.

Examples Of Change Control Process

Here are some examples of what a change control process looks like.

IT and software changes

An organization needs to upgrade its enterprise software to a newer version with enhanced features and security updates.

Intended Outcome: A seamless software upgrade with minimal impact on daily operations.

Process:

• Submit a request detailing the upgrade’s need, expected benefits, and potential risks, such as downtime or incompatibility.
• Conduct a risk assessment to identify possible disruptions, test the upgrade in a staging environment, and ensure compatibility with existing systems.
• Plan the implementation during non-peak hours, communicate with stakeholders, and back up all critical data.
• Execute the upgrade as per the strategy, monitor performance, and resolve any issues.
• Conduct a post-implementation review to ensure functionality and document outcomes.

Product development changes

A mobile app development team decides to add a dark mode feature in response to customer feedback.

Intended Outcome: A new feature that enhances user experience and meets customer expectations.

Process:

• Propose the feature addition, explaining how it aligns with customer needs and business objectives.
• Assess development time, resource requirements, and potential challenges.
• Create a development and testing timeline, assign tasks, and plan a beta rollout to gather user feedback.
• Build, test, and release the feature incrementally to reduce risks.
• Evaluate user adoption, gather feedback, and incorporate improvements if necessary.

Infrastructure and facility changes

An organization plans to migrate its data to a more secure and efficient cloud server.

Intended Outcome: A successful migration with improved performance and security.

Process:

• Propose the migration, including details about the current server limitations and benefits of the new setup.
• Identify risks such as data loss or downtime and test the migration process with a small dataset.
• Schedule the migration during off-peak hours, inform stakeholders, and prepare a rollback plan.
• Execute the migration in phases, monitor for errors, and validate data integrity.
• Review the migration process, confirm functionality, and document lessons learned.

Organizational process changes

The HR department wants to replace manual timesheet tracking with an automated system.

Intended Outcome: A streamlined time-tracking process that reduces errors and saves time.

Process:

• Submit a request outlining the inefficiencies of the current process and the benefits of automation.
• Assess costs, evaluate potential software options, and ensure integration with existing HR systems.
• Plan a phased rollout, train employees on the new system, and prepare support resources.
• Introduce the automation tool to a small group, address feedback, and expand to the entire organization.
• Conduct a post-implementation review to confirm effectiveness and user satisfaction.

Compliance and regulatory changes

A company must update its data handling policies and systems to comply with new regulations.

Intended Outcome: Full compliance with regulations, reducing legal and reputational risks.

Process:

• Propose changes to data storage, processing, and user consent mechanisms.
• Assess current compliance gaps, identify high-risk areas, and estimate costs for necessary updates.
• Plan the implementation of system updates, employee training, and customer communication.
• Make system changes incrementally, monitor compliance metrics, and address any issues.
• Conduct an audit to confirm compliance and document the process for regulatory review.

Emergency changes

A ransomware attack is detected, requiring immediate containment and recovery actions.

Intended Outcome: A controlled and effective response that minimizes damage and restores operations.

Process:

• Submit an emergency request to isolate affected systems and implement security patches.
• Conduct a quick risk assessment to prioritize actions and identify critical vulnerabilities.
• Prepare an emergency response plan, including system isolation, data recovery, and stakeholder communication.
• Execute the plan immediately, monitor system performance, and document actions taken.
• Perform a post-incident review, identify root causes, and update security policies to prevent recurrence.

Free Change Control Template

Change control requires extensive documentation and manual work. Here’s a free template for the Change Control Process template to get you started!

Tips for Implementing a Change Control Process

Implementing an effective change control process can be a game-changer for organizations, driving efficiency and ensuring that changes are well-executed and aligned with business objectives. However, the journey to successful implementation comes with challenges.

To navigate these complexities and ensure a smooth transition, consider the following tips that have proven beneficial for many organizations embarking on this path.

1. Engage all relevant stakeholders

Stakeholder engagement is the cornerstone of any change initiative. Involving those directly or indirectly affected by a change ensures that multiple perspectives are considered. This engagement fosters a sense of ownership and inclusion, which is critical to the success of the change control process.

Stakeholders also often provide valuable insights that might otherwise be overlooked. Their feedback can identify frustrating roadblocks, enhance the efficiency of the process, and drive a more unified approach to implementing changes.

2. Maintain clear documentation

Having a comprehensive documentation system serves as a historical record of all changes made, which ensures transparency, clarity, and traceability. This documentation becomes an essential resource for any team member who needs to understand the rationale, methodology, and outcomes of previous changes.

Well-maintained process documentation also provides a framework for future changes, ensuring consistency and reducing the likelihood of errors. It facilitates knowledge sharing, making it easier for new team members to get up to speed and contribute to ongoing change initiatives.

3. Establish a change control board (CCB)

A change control board (CCB) is responsible for overseeing the change control process. By bringing together a diverse group of experts and decision-makers, the CCB ensures that changes are evaluated holistically, taking into account various organizational perspectives.

The CCB has a dual role of ensuring that changes align with the organizational objectives while also acting as a gatekeeper to allow only well-planned and essential changes to proceed. This centralized decision-making structure ensures that changes are strategic, beneficial, and well-coordinated.

4. Prioritize changes

It’s not uncommon for organizations to have limited resources, making it crucial to prioritize changes based on urgency, impact, and feasibility. By ranking changes, organizations ensure that the most critical and beneficial changes are addressed first.

A structured prioritization process also fosters better decision-making and reduces the risk of changes that might not yield significant benefits. It clarifies the change control process and ensures alignment with broader organizational goals.

5. Implement standardized procedures

Standardized procedures bring consistency and predictability to the change control process. They outline a clear roadmap for initiating, evaluating, and implementing changes, ensuring that all team members have a common understanding of the steps involved.

Having standard operating procedures (SOPs) in place also reduces the risk of errors and oversights. They act as a safety net, ensuring that all changes—regardless of their size or complexity—are handled with the same level of diligence and care.

6. Provide training and raise awareness

Change control is most effective when everyone involved understands its intricacies. Change management training sessions empower stakeholders with the knowledge and tools they need to navigate the change control process efficiently, ensuring they play an active, informed role.

Alongside training, raising awareness about the reasons for and benefits of changes ensures buy-in from the organization. A well-informed team is more likely to support, advocate for, and effectively implement changes, making the overall process smoother and more successful.

7. Communicate regularly about change status

Communication connects all elements of a change control process. Organizations can foster transparency and trust by keeping stakeholders updated about the status of changes.

Regular communication also provides an opportunity for feedback, allowing for real-time adjustments and refinements. It ensures everyone is aligned and working towards a common goal, making the entire change control process more cohesive and collaborative.

8. Maintain flexibility within the process

Change is inherently unpredictable. Even with the best plans in place, unforeseen circumstances and challenges can arise. That’s why flexibility with the change control process is crucial—it ensures a structured approach to managing change and room to adapt when necessary.

Being rigid can lead to inefficiencies, missed opportunities, or even failures in implementation. Flexibility allows for better responsiveness to a project’s evolving needs and realities, ensuring that the change control process remains effective and relevant.

9. Incorporate a risk assessment

Every change, no matter how well-planned, comes with potential risks. Organizations can identify, evaluate, and mitigate potential threats associated with proposed changes by incorporating a risk assessment stage within the change control process.

A thorough risk assessment not only safeguards against potential pitfalls, but also instills confidence in stakeholders. Knowing that risks have been considered and planned for ensures a more streamlined implementation, reducing uncertainties and enhancing the overall robustness of the change control process.

10. Establish a constructive feedback mechanism

Feedback is a vital aspect of continuous improvement. Establishing a mechanism where employees can share their observations, experiences, and suggestions ensures that the change control process is dynamic and improves over time.

Constructive feedback, when acted upon, can lead to refinements that make processes more efficient, user-friendly, and effective. It fosters a culture of open communication where employees feel valued and heard, promoting greater engagement and collaboration throughout the change control journey.

11. Utilize technology to facilitate change control

In today’s fast-paced business environment, leveraging technology can enhance the efficiency and effectiveness of the change control process. Tools and platforms can automate various stages, provide real-time tracking, and ensure seamless stakeholder communication.

Technology also ensures that data is stored, accessed, and analyzed systematically. This not only brings speed and accuracy to the process, but also provides valuable insights through data analytics, enabling better decision-making and fostering a more data-driven approach.

12. Conduct post-implementation reviews

Once a change has been implemented, it’s crucial to evaluate its effectiveness and the overall efficiency of the change control process. Conducting post-implementation reviews allows organizations to assess what went well and where there might be room for improvement.

These reviews are not just backward-looking; they also provide essential learnings for future change initiatives. Organizations can refine their approach by understanding the successes and challenges of a recently completed change and ensure that subsequent changes are even more successful.

13. Carry out regular audits

Change control processes, like all organizational procedures, benefit from regular audits. These audits dive deep into the workings of the process, ensuring that it’s being followed correctly and identifying areas where it could be improved.

An audit isn’t just about compliance; it’s about continuous improvement. By regularly examining the change control process, organizations can stay ahead of potential issues, ensure alignment with industry best practices, and maintain the process’s effectiveness.

14. Commit to continuous improvement

The business environment is in a constant state of flux, and what works today might not necessarily be the best approach tomorrow. That’s why committing to continuous improvement ensures that the change control process remains relevant, efficient, and aligned with an organization’s goals.

Embracing a mindset of continuous process improvement means regularly evaluating and refining the process. This approach ensures that the change control process not only responds to current needs, but also anticipates future challenges and opportunities, keeping the organization agile and ahead of the curve.

Best Tools for Managing the Change Control Process

Navigating the complexities of organizational change demands more than just strategic planning; it requires robust technological support. The tools that enable, track, and enhance every stage are essential for the success of this methodical approach.

Here are some of the best change management software and project management tools that aid in the change control process:

1. Jira

G2 Rating: 4.3 out of 4 stars

Price: Starts at $10/user/month

Originally designed for software bug tracking, Atlassian’s Jira has evolved into a versatile tool that supports change management processes. Its customizable workflows make it adaptable to a variety of change control scenarios.

Key features:

• Customizable workflows allow for creating workflows that can be tailored to fit specific change control requirements.
• Real-time collaboration empowers teams to work together on change requests, update statuses, and add comments in real time.
• Advanced reporting provides insights into the change control activities, helping teams monitor progress and identify bottlenecks.
• Integration capabilities allow for seamless integration with other tools, enhancing the change control process with additional functionalities.
• Permission and access control ensure that only authorized personnel can submit, review, or approve change requests.

2. ServiceNow

G2 Rating: 4.4 out of 5 stars

Price: Contact for pricing

ServiceNow offers an IT Service Management (ITSM) suite that includes change management functionalities. Its platform allows users to automate change processes, track changes, and integrate with other ITSM practices.

Key features:

• ITSM suite offers a comprehensive toolset that includes dedicated change management functionalities.
• Automated change processes reduce manual steps by automating processes based on predefined criteria.
• Impact analysis assesses the potential impacts of a proposed change on various systems and processes.
• Visual task boards provide a visual representation of change requests, helping teams prioritize and track progress.
• Audit trails ensure compliance by logging every action and change made within the system.

3. Microsoft Project

G2 Rating:4.1 out of 5 stars

Price: Starts at $7/user/month

As a comprehensive project management tool, Microsoft Project can be adapted to track and manage changes, particularly when they’re part of larger projects.

Key features:

• Detailed project planning allows for meticulous planning of changes, including resource allocation and timelines.
• Dependency mapping highlights how different tasks and components are interrelated, aiding in understanding the ripple effects of changes.
• Gantt charts provide a visual representation of project timelines, assisting teams in monitoring progress of change initiatives.
• Resource management keeps track of available resources, ensuring optimal allocation for change tasks.
• Collaboration tools enable team members to communicate and collaborate on change initiatives within the platform.

4. Trello

G2 Rating: 4.4 out of 5 stars

Price: Free version available, price determined by tier

Trello‘s card-based system can be used to represent change requests. Its simplicity and visual nature can be useful for teams that want a straightforward way to track and manage changes.

Key features:

• Card-based system allows each change request to be represented by a card, allowing for a visual and organized layout.
• Flexible boards can be customized to represent various stages of the change control process.
• Team members can add comments, attach documents, and move cards between lists in real time as changes happen.
• Integration with power-ups enhances the tool’s capabilities by integrating with other applications and services.
• Simple invite system and straightforward user interface make team collaboration effortless.

5. Asana

G2 Rating: 4.3 out of 5 stars

Price: Free version available

As a task and project management tool, Asana can be customized to handle change requests, prioritize them, and assign them to appropriate team members.

Key features:

• Task and project management capabilities organize change requests into tasks and projects for structured management.
• Timeline view visualizes the progression of changes, aiding in understanding project timelines and dependencies.
• Priority setting allows teams to prioritize change requests based on various criteria.
• Can be integrated with a wide range of tools to enhance change control functionalities.
• Real-time feedback provides an interactive space for team members to discuss and provide feedback on change requests.

6. Confluence

G2 Rating: 4.1 out of 5 stars

Price: Starts at $10/month

Another product from Atlassian, Confluence is a collaborative documentation tool. It can document change requests, maintain change logs, and store related documentation.

Key features:

• Collaborative documentation provides a centralized space for documenting change requests, procedures, and related information.
• Page templates offer a variety of templates suited for various stages of the change control process.
• Permission settings ensure that sensitive information related to changes is accessible only to authorized personnel.
• Audit logs track changes made within Confluence, providing a history of modifications for accountability.

7. Monday.com

G2 Rating: 4.7 out of 5 stars

Price: Starts at $8/4 seats/month

Monday.com is a work operating system that empowers teams to run projects and workflows with confidence. Its visual project management and team collaboration software is popular for change control and other uses.

Key features:

• Visual Work OS provides a clear view of change processes, from initiation to completion.
• Automation capabilities enable the automation of repetitive tasks in the change control process.
• The integration center connects various tools, enhancing the change control ecosystem.
• Time tracking monitors time spent on change control activities, aiding in resource optimization.
• Customizable workflows offer adaptable boards and templates to fit specific change control methodologies.

Challenges in Implementing a Change Control Process

Here are some of the most significant challenges to implementing a change control process.

• Resistance to change: Employees or stakeholders may show resistance to change due to fear of the unknown, a lack of understanding, or concerns about increased workloads. This resistance can delay implementation and reduce the effectiveness of the change.
• Lengthy approval processes: Excessively long or bureaucratic approval workflows can slow down the change control process, making it challenging to implement changes quickly, especially when dealing with urgent or time-sensitive modifications.
• Inadequate documentation or communication: Poor documentation or unclear communication can lead to misunderstandings, incomplete evaluations, or poorly executed changes. Without proper records, future audits and assessments of the change’s impact may be hindered.
• Managing large-scale changes across multiple teams: Coordinating large-scale changes involving several departments or teams can be complex. Misalignment, resource conflicts, and a lack of unified direction can result in delays or inconsistencies in the implementation.

Change Clicks Better With Whatfix

Tools like the Whatfix digital adoption platform empower organizations to drive user adoption and ensure smooth change transitions. By providing real-time, in-app guidance and personalized learning experiences, Whatfix simplifies complex workflows and equips employees with the skills and knowledge to embrace change confidently. With its ability to automate training, reduce resistance, and enhance productivity, Whatfix serves as a catalyst for successful change management, enabling organizations to adapt and thrive in an ever-evolving environment.

To learn more about Whatfix, schedule a free demo with us today!