Change is inevitable in any organization, but managing it effectively is what sets successful businesses apart; in fact, McKinsey research shows that less than one-third of company transformations are considered successful transformations in the long term. But managing change isn't just about staying ahead—it's about thriving. This is where change management software tools come into play, providing organizations with the frameworks and functionalities to implement change smoothly and effectively. This guide will walk you through the importance of change management, the key software tools available, and how they can transform your business operations.

Understanding change management software

Definition and core functionalities

Change management software is a digital platform that helps organizations plan, implement, and track organizational changes while minimizing disruption. These tools provide structured approaches for managing everything from technology deployments to company restructuring.

Core functionalities include:

• Process management: Standardized workflows for change management processes

• Communication: Built-in internal communication tools for stakeholder updates

• Tracking and analytics: Performance monitoring and reporting capabilities

Key features of effective change management software

Effective change management software typically offers features such as:

• Workflow automation: Streamlines repetitive tasks to ensure consistency and save time.

• Collaboration tools: Facilitates communication and teamwork across departments.

• Training modules: Helps onboard employees to new processes or systems.

• Analytics and reporting: Provides insights into the effectiveness of change initiatives and identifies areas for improvement.

• Integration capabilities: Allows seamless integration with existing tools like CRM, HR software, and project management systems.

How change management software differs from traditional project management tools

While traditional project management tools focus on completing specific projects on time and within budget, change management software is designed to handle the broader scope of organizational change. It not only manages tasks and timelines but also addresses the human aspect of change—like employee adaptation and training—which is crucial for long-term success. Research shows that when transformations failed to engage line managers and frontline employees, only 3% were successful.

Types of change management software

IT change management vs. organizational change management

Change management software falls into two main categories:

• IT change management: Structured tools for technology changes like software updates, server migrations, and network upgrades. Focus on minimizing service disruption and managing technical risk, especially since some organizations report downtime costing more than $300,000 per hour.

• Organizational change management: Tools addressing the human side of change including restructuring, process redesigns, and cultural shifts. Emphasize communication, training, and employee adoption.

ITIL framework and compliance considerations

ITIL (IT Infrastructure Library) alignment is critical for IT change management. ITIL-aligned software standardizes four key processes:

• Request: Formal change request submission

• Evaluate: Risk and impact assessment

• Approve: Structured approval workflows

• Deploy: Controlled implementation processes

This approach ensures stability, auditability, and regulatory compliance.

Choosing the right type for your organization

Selecting the right software depends on your primary challenge. If your main goal is to manage technology deployments and reduce IT risk, an IT change management tool is the best fit. If you need to guide your people through strategic shifts and ensure new processes are adopted effectively, an organizational change management platform is more appropriate. Some tools offer capabilities for both, but understanding your core need is the first step to making the right choice, as pursuing technology investments without the capability to manage change can result in a significant erosion of enterprise value.

Top change management software tools in 2024

The leading change management software tools in 2024 serve different organizational needs:

• Enterprise solutions: Comprehensive platforms for large organizations

• Specialized tools: Industry-specific or function-focused options

• Hybrid platforms: Tools combining project and change management capabilities

Guru

Guru is a knowledge management platform combining enterprise AI search, a company wiki, and an employee intranet. It's designed to be a "single source of truth" for organizations, giving employees instant access to reliable, up-to-date information within their workflows.

Key Features:

• AI-Driven Knowledge Management: Builds and maintains a dynamic knowledge base, surfacing the most relevant and trusted information.

• Seamless Integrations: Works with tools like Slack, Microsoft Teams, and Chrome, reducing the need for switching between apps.

• In-Context Knowledge Triggers: Offers suggestions and knowledge directly in the browser, delivering the right information at the right time.

• Advanced Analytics: Provides insights into content usage and identifies knowledge gaps to optimize sharing strategies.

• Customization: Features customizable homepages and content recommendations, allowing teams to tailor the platform to their needs.

Ideal For: Organizations looking to enhance knowledge management, especially those with distributed teams needing quick access to reliable information.

Prosci ADKAR

Prosci ADKAR is a software tool based on a people-focused change management framework. It emphasizes five goals: Awareness, Desire, Knowledge, Ability, and Reinforcement, guiding individuals through their personal change journeys.

Key Features:

• Training and Certification: Offers modules and certifications for change leaders to equip them with necessary skills.

• Tailored Change Plans: Provides templates and tools for creating change management plans aligned with the ADKAR framework.

• Employee Engagement: Focuses on understanding and addressing resistance points through feedback.

• Measurement and Analytics: Tracks progress against the ADKAR goals, providing data-driven insights.

Ideal For: Organizations that prioritize a structured, people-centered approach to change management.

ChangeGear

ChangeGear by SunView Software is tailored for IT service management (ITSM) environments, focusing on IT changes. It ensures compliance and minimizes risks associated with IT operations.

Key Features:

• Automated Workflows: Streamlines change requests, approvals, and notifications for consistent management.

• Compliance and Audit Trails: Offers detailed logging and reporting for regulatory compliance.

• Risk Assessment: Tools to evaluate the potential impacts of IT changes and develop mitigation strategies.

• ITSM Integration: Integrates seamlessly with other ITSM tools, enhancing its utility in IT environments.

Ideal For: IT departments in regulated industries where compliance and risk management are critical.

Giva

Giva is a cloud-based ITSM and change management software known for its simplicity and effectiveness in managing organizational changes.

Key Features:

• Real-Time Change Tracking: Enhances transparency and accountability with real-time tracking.

• Customizable Dashboards: Provides a clear view of ongoing changes and their statuses.

• Incident and Problem Management: Integrates these capabilities to handle disruptions smoothly during changes.

• Reporting and Analytics: Offers tools to evaluate change management performance and refine strategies.

Ideal For: Small to medium-sized organizations seeking an easy-to-use, scalable change management tool.

Monday.com

Monday.com is a flexible work operating system adaptable to various needs, including change management. It supports multiple use cases, from project management to CRM and HR.

Key Features:

• Customizable Workflows: Enables teams to manage change processes, assign tasks, and monitor progress effectively.

• Collaboration Tools: Facilitates real-time communication with features like file sharing and updates.

• Automations and Integrations: Streamlines tasks with automation and integrates with tools like Slack and Outlook.

• Visual Tracking: Uses Gantt charts, Kanban boards, and timelines to track change initiatives visually.

Ideal For: Teams needing a flexible, customizable tool for specific workflows and change management needs.

Wrike

Wrike is a project management tool that includes features for change management. It provides a comprehensive platform for planning, executing, and monitoring changes.

Key Features:

• Robust Task Management: Keeps change initiatives on schedule with real-time task management.

• Custom Workflows: Standardizes change processes across the organization.

• Collaboration: Offers document sharing, real-time editing, and communication tools.

• Analytics and Reporting: Monitors progress and assesses the impact of change initiatives.

Ideal For: Organizations needing a robust tool that supports both project and change management.

ClickUp

ClickUp is an all-in-one productivity platform offering features for both project and change management. It's highly customizable and versatile.

Key Features:

• Task and Time Management: Facilitates task creation, deadline setting, and resource allocation.

• Docs and Knowledge Management: Supports document creation and management, essential for change management.

• Automation and Integrations: Reduces manual effort with automation and integrates with tools like Slack and Google Drive.

• Goal Tracking and OKRs: Aligns change initiatives with broader business objectives through goal tracking features.

Ideal For: Teams looking for a flexible platform to support a wide range of tasks and workflows, including change management.

Quick comparison of top tools

Guru

Best For: Knowledge management
Key Strength: AI-driven insights
Focus Area: Information access

Guru centralizes organizational knowledge and uses AI to proactively surface verified information within your daily workflow. It’s designed for teams who need reliable, contextual answers right where they work.

Prosci ADKAR

Best For: People-centered change
Key Strength: Structured framework
Focus Area: Human adoption

Prosci ADKAR focuses on guiding people through change with a well-defined framework built around Awareness, Desire, Knowledge, Ability, and Reinforcement. It’s ideal for organizations prioritizing cultural alignment and smooth transitions.

ChangeGear

Best For: IT environments
Key Strength: ITIL compliance
Focus Area: Technical changes

ChangeGear supports IT teams with a robust change management system that aligns with ITIL standards. It’s well-suited for managing technical transitions, minimizing risk, and ensuring system stability.

Monday.com

Best For: Flexible workflows
Key Strength: Customization
Focus Area: Process management

Monday.com offers a highly visual, customizable workspace for managing projects and operational processes. Its flexible automation and integration options make it a versatile choice for coordinating change initiatives across teams.

Comparison of features and pricing

Choosing the right change management tool depends on your organization's specific needs, team size, change complexity, and budget. Tools like Guru and ClickUp offer extensive features suitable for larger organizations, while Giva and ChangeGear are tailored for specialized needs or smaller teams. Evaluate each option based on these factors to find the best fit for your organization.

Integrating project and change management

The relationship between project management and change management

Project management and change management are closely related but serve different purposes. While project management focuses on delivering specific outcomes within a set timeframe, change management is about ensuring that the changes resulting from these projects are adopted effectively by the organization. Integrating both ensures that projects not only meet their objectives but also result in sustainable change, creating what Deloitte calls the digital trifecta, which combines strategy, technology, and organizational readiness for maximum positive impact.

Best practices for aligning project and change management processes

To align project and change management processes, consider using integrated tools that allow for seamless communication and collaboration, maintain clear documentation, and provide continuous training and support to employees. Ensure that project plans include change management strategies and that both teams work closely to achieve common goals.

Implementing change management software: a step-by-step guide

Assessing organizational needs

Before selecting a change management software, it's crucial to assess your organization's needs. This includes understanding the type of changes you need to manage, the size of your organization, and the specific features that will support your change management goals.

Selecting the right change management software

Choose a tool that aligns with your needs, budget, and existing tech stack. Consider the features offered, such as automation, integration capabilities, and user-friendliness. Tools like Guru, with its comprehensive features and integrations, might be ideal for larger organizations looking to consolidate their knowledge management processes.

Rolling out the software across the organization

Develop a rollout plan that includes stakeholder engagement, communication strategies, and a phased implementation approach. This ensures that employees are gradually introduced to the new tool, reducing resistance and promoting adoption.

Training and onboarding employees

Invest in training and onboarding to ensure employees are comfortable using the new software. This could include workshops, webinars, and hands-on training sessions. Tools with in-built training modules can simplify this process by providing just-in-time learning.

Measuring the impact of change management software tools

Key performance indicators (KPIs) for change management

Track KPIs such as employee adoption rates and process efficiency improvements, as research shows that organizations measuring performance were far more likely to have met or exceeded project objectives (76%) than those who did not (24%).

Using analytics to track progress and ROI

Leverage the analytics and reporting features of your chosen tool to track progress and calculate the return on investment (ROI), though it's worth noting that 65% of C-suite executives report that their top challenge is quantifying the soft benefits of technology investments.

Continuous improvement strategies

Adopt a continuous improvement mindset by regularly reviewing performance data, gathering employee feedback, and making necessary adjustments to your change management strategies.

Building your trusted layer of truth for change management

Successfully navigating change requires more than just a plan; it requires a single source of truth that everyone in the organization can rely on. The right software provides the foundation for clear communication, consistent processes, and confident adoption. This is where an AI Source of Truth becomes essential.

Guru's approach is built on a simple but powerful framework. First, you connect all your company's information and permissions into a single, unified company brain. Next, employees interact with this brain through a Knowledge Agent to get trusted, permission-aware answers about new processes, policies, and systems right within their workflow. Finally, subject matter experts can correct information once, and the updates propagate everywhere, ensuring the entire organization is working from the most current knowledge. This creates a continuously improving, trusted layer of truth that powers successful change. To see how Guru can become your AI Source of Truth for managing change, Watch a demo.