Kotter’s 8-step change model provides a proven framework for leading organizational change effectively.
The model focuses on creating urgency, building a guiding coalition, forming a strategic vision, enlisting volunteers, enabling action by removing barriers, generating short-term wins, sustaining acceleration, and instituting change.
Kotter emphasizes that the 8 steps should be worked on simultaneously in a continuous process, not just sequentially.
The model incorporates four key change principles – appealing to both logic and emotions, engaging leaders at all levels, building a volunteer army, and making change stick by anchoring it in the culture.
Learn about how Tallyfy helps organizations implement and sustain change by automating and tracking processes here.
Who is this article for?
- Change management consultants and practitioners looking for a proven framework
- Business leaders and executives leading strategic change initiatives
- Human resources professionals supporting change management efforts
- Project managers overseeing transformational projects and programs
- Department heads and line managers implementing change at a local level
Kotter’s 8-step change model is relevant for anyone involved in planning, leading, or implementing organizational change. The structured approach provides clear guidance for navigating the complexities and challenges inherent in any major change effort.
A Closer Look at Kotter’s 8-Step Change Model for Leading Change
Kotter first introduced his 8-step change model in the 1995 book “Leading Change”. The model provides a holistic, structured approach for leading transformational change in organizations.
Quote
Change is the only constant.
– Heraclitus, Greek philosopher
The 8 steps in Kotter’s change model are:
- Create a sense of urgency – Identify and discuss crises, potential crises, or major opportunities. Examine market and competitive realities. Convince at least 75% of your managers that the status quo is more dangerous than the unknown.
- Form a powerful guiding coalition – Assemble a group with enough power to lead the change effort. Encourage them to work as a team outside the normal hierarchy.
- Create a vision – Clarify how the future will be different from the past. Create a vision to help direct the change effort. Develop strategies for achieving that vision.
- Communicate the vision – Use every vehicle possible to communicate the new vision and strategies. Teach new behaviors by the example of the guiding coalition.
- Empower others to act on the vision – Remove obstacles to change. Change systems or structures that seriously undermine the vision. Encourage risk-taking and nontraditional ideas, activities, and actions.
- Plan for and create short-term wins – Plan for visible performance improvements. Create those improvements. Recognize and reward employees involved in the improvements.
- Consolidate improvements and produce more change – Use increased credibility to change systems, structures, and policies that don’t fit the vision. Hire, promote, and develop employees who can implement the vision. Reinvigorate the process with new projects, themes, and change agents.
- Institutionalize new approaches – Articulate the connections between the new behaviors and organizational success. Develop the means to ensure leadership development and succession.
While the steps appear linear, Kotter emphasizes in his later book “Accelerate” that the steps are really a continuous process that should be worked on simultaneously. He introduced four key change principles:
- Leadership + Management: Change efforts require the support of leaders at all levels, not just top-down management directives.
- Head + Heart: Engaging both logic and emotions is essential for motivating people to change. Data alone is not enough.
- Select Few + Diverse Many: A core guiding coalition is needed, but a broader “volunteer army” must be engaged to scale and sustain change.
- “Have To” + “Want To”: Change happens faster and more completely when people want to change, not just feel they have to.
Fact
A study of 134 employees at a mining company found that over 75% agreed that Kotter’s 8th step of anchoring change in the culture was instrumental to making change stick, resulting in a greater than 75% increase in productivity. (Laig & Abocejo, 2021)
How can Kotter’s 8-step model help your organization implement change?
Kotter’s model provides a clear roadmap for leading change by focusing on the two key elements – people and processes. On the people side, the model emphasizes:
- Making people see the need for change by creating a sense of urgency
- Getting people to feel motivated to change by engaging hearts, not just minds
- Enabling people to change how they work to achieve the vision
On the process side, Kotter stresses that new processes and behaviors must become embedded as the new norm to make change stick. However, people naturally like the status quo, so getting them to adopt new ways of working isn’t easy.
Tip
Use workflow management software to digitize and automate your new processes. This makes it easier to implement and sustain process changes without relying on people to manually follow new procedures. Employees complete tasks through the system, which guides them through the proper steps.
With Tallyfy, you can:
- Explain new processes once by creating reusable templates that guide employees through the proper steps
- Track the real-time status of processes to monitor adherence and identify bottlenecks
- Automate conditional logic to route tasks to the right people at the right time
Real-world example: NetApp’s $14 billion turnaround using Kotter’s model
Data storage company NetApp used Kotter’s 8-step model to transform itself in the face of disruptive competition. Applying the model, NetApp was able to:
- Bundle solutions into packages to provide more customer value
- Streamline its sales approach to improve efficiency
- Expand through global partnerships
The results speak for themselves. After implementing Kotter’s change model, NetApp achieved:
- 44% increase in revenue
- 55% increase in sales
- $14 billion growth in market capitalization
What are the advantages of Kotter’s change model?
While Kotter’s model was introduced in the 1990s, it remains highly relevant and beneficial for organizations today:
- Structured yet flexible: The 8 steps provide a clear framework, but can be worked on continuously and simultaneously rather than purely sequentially (Alaimo, 2022).
- Improves buy-in: Creating urgency and a guiding coalition early on sets the stage for stakeholder commitment (Davis, 2022).
- Holistic approach: The model covers the full lifecycle of change from creating the climate for change, engaging the organization, and implementing and sustaining change (Khankhoje, 2016).
Tip
Remember that Kotter’s 8 steps are meant to be worked on continuously and simultaneously, not just as a one-time, sequential process. Sustaining urgency and generating short-term wins should happen throughout the change effort, not just at the beginning or end.
What are potential disadvantages of Kotter’s model to be aware of?
- The 8-step process takes significant time and resources to implement fully
- Skipping steps or rushing the process can derail the change effort
- The model is relatively top-down and may not engage the frontline sufficiently
- It does not provide detailed tactics for handling resistance to change
Fact
One survey found that only 30% of change programs succeed, often due to employee resistance or lack of management support (McKinsey).
To overcome these risks when applying Kotter’s model, make sure to:
- Dedicate sufficient time and resources to work through all 8 steps thoroughly
- Engage employees at all levels to contribute to the change vision and execution
- Provide ample communication and training to build understanding and ability to change
- Celebrate short-term wins frequently to build and sustain momentum
How Tallyfy enables the key principles of Kotter’s change model
Explaining new processes once in Tallyfy allows you to provide clear guidance to all stakeholders on new ways of working, supporting the “communicate the vision” step.
Conditional logic lets you automate business rules to enable the new vision. For example, automatically assigning tasks, setting deadlines, and updating statuses based on triggers.
Real-time tracking allows you to monitor progress and identify improvements, helping you generate short-term wins and optimize processes over time to sustain change.
Implementing Kotter’s change model is never easy, but following the proven 8-step process and 4 key principles can dramatically improve your chances of success. Tallyfy’s digital workflow platform provides the tools to define, implement and monitor your new processes to enable lasting change. See how it works.
What is Kotter’s 8-Step Change Model?
Kotter’s 8-step change model, developed by John Kotter, is a framework for effectively leading organizational change. It outlines a structured, step-by-step approach to help leaders successfully transform their organizations.
The 8 steps in Kotter’s model are:
- Create a sense of urgency
- Build a guiding coalition
- Form a strategic vision
- Enlist a volunteer army
- Enable action by removing barriers
- Generate short-term wins
- Sustain acceleration
- Institute change
By following this sequence, leaders can overcome inertia, build momentum, and engage employees to drive change forward. The model emphasizes the importance of creating a compelling vision, communicating it clearly, empowering action, and anchoring new approaches in the organization’s culture.
Fact
A study of a mining company found that about 78% of respondents agreed that step 8 of Kotter’s model, instituting change in the company culture, was instrumental in making change initiatives stick (Laig & Abocejo, 2021).
How Can Kotter’s Model Drive Successful Change?
Research has shown that Kotter’s 8-step model can be a highly effective framework for change management across various types of organizations. For example, Davis (2022) examined the suitability of Kotter’s model for change management in libraries and concluded it was an appropriate approach for library leaders to follow.
The healthcare industry is another sector where Kotter’s model has proven beneficial. Khankhoje (2016) explained how the 8 steps enable healthcare organizations to embrace transparency, control costs, expand services, and navigate challenges like an aging population and new technologies. By creating urgency, building coalitions, and generating short-term wins, healthcare leaders can successfully transform their organizations.
What Role Will Technology Play in the Future of Change Management?
As artificial intelligence, automation, and data analytics continue to advance, these technologies will likely play an increasingly important role in organizational change efforts. AI-powered tools could help identify areas ripe for transformation, predict employee reactions to change, personalize communication, and track progress in real-time.
Digital collaboration platforms can make it easier to form guiding coalitions and enlist volunteers across geographies. Augmented and virtual reality may provide immersive training to help employees adapt to new processes and behaviors. Advanced analytics will enable faster generation of short-term wins and data-driven iterations to sustain change.
However, while technology will be a powerful aid, the fundamental principles of Kotter’s model – like creating a compelling vision and empowering employees to act – will still require strong change leadership. As Alaimo (2022) notes, Kotter’s framework will remain highly relevant, with a key focus on building and maintaining a sense of urgency among employees throughout the change process.
References and Editorial Perspectives
Alaimo, C., J. (2022). Embarking on Change. Management for professionals, null, 39 – 45. https://doi.org/10.1007/978-3-030-95048-4_5
Summary of this study
This study explores two types of organizational change – adaptive change which involves smaller, gradual changes and transformational change which is larger in scope and often requires dramatic change. It examines two change models that could be used by HR professionals and leaders to manage change effectively – the Kübler-Ross model which mirrors the emotions employees go through during change, and Kotter’s 8-step change model which emphasizes creating and sustaining urgency throughout the change process.
Editor perspectives
As a workflow automation platform, we at Tallyfy find this study insightful as it provides a practical framework for managing organizational change. Kotter’s 8-step model, in particular, aligns well with our philosophy of creating urgency and momentum to drive change and digitize processes. The emotional aspects covered by the Kübler-Ross model are also crucial to consider when implementing new workflows and systems.
Davis, J. (2022). Dewey Goes Corporate: Examining the Suitability of Kotter’s Change Management Model for Use in Libraries. Journal of library administration, 62, 275 – 290. https://doi.org/10.1080/01930826.2022.2043687
Summary of this study
This article examines the applicability of Kotter’s 8-step change management model, originally developed for corporate settings, in the context of libraries. Based on a review of existing literature, the study concludes that Kotter’s model is indeed suitable for library leaders to follow when implementing change initiatives at their institutions.
Editor perspectives
It’s fascinating to see Kotter’s change model being applied beyond the corporate world to libraries. At Tallyfy, we believe the core principles of creating urgency, building coalitions, generating short-term wins, and anchoring changes in the culture are universally applicable when driving transformation. This study reaffirms the versatility and effectiveness of Kotter’s framework across different types of organizations.
Khankhoje, M. (2016). Change Management in Healthcare Organizations. Social Science Research Network, null, null – null. https://doi.org/10.2139/ssrn.3232774
Summary of this study
This paper examines the rationale, catalysts, benefits, challenges and strategies for change management in healthcare organizations. It discusses Kotter’s 8-step process and the transformation model by Lukas et al. as potential approaches. The Balanced Scorecard is evaluated as a tool for measuring and facilitating change. The paper concludes by emphasizing education, demonstration and inclusion as key to successful change implementation.
Editor perspectives
Change management is especially critical in healthcare, where evolving technologies, policies, and practices constantly reshape how organizations deliver care. As a workflow platform, we appreciate how this study breaks down the complexities of transformation in this sector. Kotter’s structured approach combined with performance measurement using the Balanced Scorecard could be a powerful formula for healthcare organizations to navigate change while ensuring high-quality care.
Laig, R., B., D., & Abocejo, F., T. (2021). Change Management Process in a Mining Company: Kotter’s 8-Step Change Model. , null, 31 – 50. https://doi.org/10.31039/jomeino.2021.5.3.3
Summary of this study
This study assessed the change management process at a mining company using Kotter’s 8-step model. It found that 78% of respondents agreed Step 8 (anchoring changes in the culture) was instrumental, and the 8 steps led to a 75%+ increase in productivity. Change readiness factors like job satisfaction, uncertainty and commitment were significantly correlated with stakeholders’ change perception. The study recommends further research including other relevant variables.
Editor perspectives
At Tallyfy, we’re excited to see a real-world case study quantifying the impact of applying Kotter’s model. The substantial productivity gains reported underscore the power of a structured change approach. It’s also noteworthy how employee change readiness factors directly influence the success of initiatives. As we help digitize workflows, it reminds us to prioritize clear communication, training and support to drive adoption.
Glossary of terms
Change management
Change management refers to the systematic approach and application of knowledge, tools and resources to deal with change. It involves defining and adopting corporate strategies, structures, procedures and technologies to handle changes in external conditions and the business environment.
Transformational change
Transformational change is a major shift in an organization’s strategy, business model, culture or operations. It is large in scope and often requires dramatic changes across the entire company to achieve a desired future state. Examples include mergers, restructuring or launching a new product line.
Sense of urgency
A sense of urgency is the first step in Kotter’s 8-step change model. It involves helping others see the need for change through a bold, aspirational opportunity statement that communicates the importance of acting immediately. Leaders need to identify potential threats and develop scenarios showing what could happen in the future.
Short-term wins
Generating short-term wins is step 6 in Kotter’s model. Short-term wins are visible, unambiguous successes achieved relatively soon after a change initiative begins. They provide evidence that the sacrifices made for the transformation are paying off. This boosts morale, motivation and builds momentum for continued change.
Anchoring changes
Anchoring changes in the culture is the final step in Kotter’s 8-step process for leading change. It involves ensuring that the new behaviors and practices resulting from a change become part of the core of the organization. This requires continuous effort to ensure changes are seen in every aspect of the business and that success is communicated.
