What Is Change Theory? Definition and Applications Explained

With 43% of employees saying their organizations are not prepared to manage change effectively, organizational leaders need to understand and apply change theory.

Change theory aims to understand the dynamics of change and its impact on employees. By using a structured framework to apply change theory, your organization can prevent employee resistance, drive adoption, and ultimately achieve successful change.

In this article, we explain change theory and its applications. Then, we explore five renowned change management models, including the Prosci ADKAR^® Model, and how they enable organizational transformations.

What Is Change Theory?

Change theory examines how and why transformations occur within individuals and organizations. It provides frameworks and models that explain the processes, mechanisms, and factors driving or hindering change. Drawing from disciplines such as psychology, sociology, management and education, change theory offers a structured approach to implementing, managing and sustaining transformation.

Leaders often use change theory to address employee concerns and build confidence. This motivates participation and fosters commitment to change. By understanding the complex dynamics of transformation, change theory is a valuable tool for managing organizational change across various industries.  

A change theory includes key components such as:

• Drivers of change – Internal or external factors that initiate transformation, such as leadership shifts, performance goals, technological advancements, or regulatory requirements.
• Stages of change – Many change models outline the phases and stages of a transformation. For example, the Prosci 3-Phase Process has three phases: Phase 1 – Prepare Approach, Phase 2 – Manage Change, and Phase 3 – Sustain Outcomes.
• Resistance to change – Psychological, structural or cultural factors that cause employee resistance. This can include lack of awareness about the reasons for change, fear of the unknown, and inadequate support.
• Sustainability of change – Embedding new behaviors or systems into the organizational culture to prevent regression.

Understanding change theory helps leaders and practitioners design detailed change management strategies, prevent resistance, and increase the likelihood of successful transformation.

Whether you're leading a corporate restructuring or modernizing government services, grounding your efforts in proven organizational change theories enhances your ability to make strategic decisions and implement them. Our research backs this up, showing that organizations with excellent change management programs are seven times more likely to achieve change success.

Correlation of Change Management Effectiveness With Meeting Project Objectives

Applications of Change Theory

Change theory includes models that are applied to manage different types of transformations. Here are four common applications:

1. Organizational change

Change theory guides organizations through transformations in processes, structures and cultures. It helps leaders prevent resistance, align different groups of impacted people and ensure the success of new initiatives.

Common examples of organizational change include restructuring, mergers, technology adoption and cultural transformation. Applying change theory in these scenarios minimizes disruptions and supports long-term sustainment.

Enterprise-level change initiatives are often more complex than those for smaller organizations. As a result, a structured yet flexible and customizable change methodology, such as the Prosci Methodology, is essential to effectively address diverse transformation projects.

2. Education

In the education sector, change theory and theory of change work together to support improvements in teaching methodologies, curriculum design and institutional policies. While change theory focuses on the implementation of these changes, the theory of change provides a strategic model that outlines the how and why behind the transformations. This dual approach enables educators and administrators to drive innovation and adapt to societal and technological shifts effectively.

Change management in higher education helps institutions address the personal and contextual factors affecting students and teaching staff. This enables strategies that capitalize on future opportunities.

For example, change management models assist institutions in implementing new teaching strategies, updating curriculums, introducing e-Learning platforms, and embedding digital tools to improve educational outcomes. They can also help upskill educators through effective training programs.

However, educational institutions may face change fatigue from managing multiple changes simultaneously. The University of Virginia (UVA) addressed this challenge by partnering with Prosci. Using our Change Management Certification Program, they trained their staff to increase their overall change capability.

3. Healthcare

Healthcare systems use change theory to enhance patient outcomes, implement evidence-based practices, integrate new systems, and adapt to regulatory changes. It also plays an important role in driving behavioral change among healthcare professionals and patients.

A notable example is the implementation of electronic health records (EHR), where change management guides the process. This transformation improves care quality and efficiency while motivating staff to engage with the change.

One health system in Chicago, Illinois, used the Prosci Methodology and our change management training programs to integrate two new organizations and expand their system's presence to nearly 100 locations.

4. Government

Government organizations apply change theory to improve public services, administrative systems and social programs. With change management, they can engage policymakers and leaders, increase public trust and efficiently execute large-scale programs.

These organizations need effective change management to raise public awareness and gain support for initiatives related to policy reforms, modernizing infrastructure and crisis management.

A real-life example of effective change management in government is the Colorado Department of Transportation. They used the Prosci Methodology and our ADKAR Model to inform and engage employees during a large-scale strategic shift. This approach resulted in significant improvements, including a 55% reduction in error rates within the oversize and overweight permit division.

To put change theory into action, organizations and change practitioners use change different change management models. These models address various aspects of the change process, from leadership and communication to individual motivation and structural adaptation. Whether in education, healthcare, government or business, change theory provides a structured foundation to achieve successful transformations.

5 Popular Models in Change Theory

Here’s an overview of five influential models in change theory, their applications, strengths, and challenges:

1. The Prosci ADKAR Model

The ADKAR Model is a renowned approach that positions the individual at the center of successful organizational change. It’s comprised of five elements—Awareness, Desire, Knowledge, Ability and Reinforcement—that individuals must acquire for successful transformation.

Prosci ADKAR Model

In this model, change practitioners prepare, equip and support individuals as they:

• Learn about the change
• Understand its benefits
• Learn their roles and how to perform them
• Adopt and sustain new systems, processes or behaviors

The ADKAR Model’s unique focus on individual journeys and its emphasis on reinforcement set it apart from other frameworks. Reinforcement ensures that new work habits are maintained for the long term, with detailed tactics provided to achieve this.

A major advantage of our ADKAR Model is its proactive approach to resistance. Instead of reacting to barriers mid-project, this model equips leaders to anticipate and address resistance before it arises.

As part of the comprehensive Prosci Methodology, our ADKAR Model is widely used to guide transformations of all sizes, from enterprise digital transformation to smaller employee development projects.

2. Lewin’s Change Management Model

Kurt Lewin's Change Theory, or Lewin's Three-Step Model, created in the 1940s, describes change as a linear process with three stages: Unfreeze, Change and Refreeze.

• Unfreeze: Organizations prepare for change by recognizing the need to shift the status quo and building readiness.
• Change: The transition to new processes, behaviors or technologies takes place.
• Refreeze: New practices are integrated into the organization’s culture to ensure sustainability.

Aligning ADKAR Elements With Iterative Approach

The model's simplicity and clarity make it widely applicable. It offers a straightforward framework for organizations to approach change. However, its linear nature limits its effectiveness for complex or iterative transformations.

Critics note that the model’s high-level guidance lacks actionable tools for dynamic or fast-paced environments. Additionally, it prioritizes collective organizational behaviors over individual change journeys, making it less relevant for modern businesses that require continuous evolution.

3. Kotter’s 8-Step Change Model

John Kotter's 8-Step Change Model provides a structured roadmap for managing large-scale organizational change. Its steps include:

1. Create urgency

2. Build a guiding coalition

3. Form a strategic vision

4. Communicate the vision

5. Remove obstacles

6. Create short-term wins

7. Consolidate gains

8. Anchor changes in culture

Kotter's 8-Step Change Model emphasizes leadership, vision and momentum-building. Its structured flow makes it easy to understand and implement, while early short-term wins maintain engagement and morale.

However, Kotter's model has limitations. Its high-level approach lacks detailed guidance for technical or individual challenges. The linear structure may not suit organizations navigating iterative or rapidly changing environments. Additionally, its top-down focus on senior leadership risks alienating front-line employees and neglects personal barriers to change.

4. McKinsey 7-S Framework

The McKinsey 7-S Model highlights the interdependence of seven internal elements required for successful change:

• Hard elements (easily defined and influenced by management) – Strategy, Structure, Systems
• Soft elements (abstract and rooted in culture) – Shared Values, Skills, Style, Staff

At the heart of this framework are Shared Values, which represent the cultural foundation of the organization and guide alignment among the other elements.

McKinsey 7-S Change Model

The McKinsey 7-S Model is a holistic approach that enables organizations to examine how internal systems interact, ensuring they can support strategic goals. However, its static nature makes it less suited for industries facing rapid or unpredictable change. The model’s complexity can also lead to scattered efforts, as it provides little guidance on prioritizing specific elements for different types of change.

5. Bridges’ Transition Model

Developed by William Bridges, the Bridges Transition Model focuses on the psychological and emotional transitions people go through during organizational change. It distinguishes between external change and internal transition.

Its three stages are:

• Endings – People identify losses and learn to cope.
• The Neutral Zone – A period of adjustment and uncertainty as individuals learn new processes and roles.
• New Beginnings – People accept and embrace the new reality. They understand their purpose and roles and how they contribute to the organization’s goals.

This model’s strength lies in its focus on the human side of change, enabling leaders to create strategies that support employees and reduce discomfort. However, its abstract nature makes it more suitable for smaller, internal transitions rather than large-scale organizational projects. It also lacks detailed steps for managing technical or systemic changes and can be time-intensive to implement.

Comparison of change models

So, which organizational change theory is best for your change project? Here's a quick overview of each model's focus, use case, strengths and challenges:

Comparison of Popular Change Models

Prosci ADKAR Model – Focuses on individual transitions, offering a structured, adaptable approach that addresses resistance and ensures long-term change.

Lewin’s Model – A simple, linear framework for collective organizational changes, but lacks flexibility and depth.

Kotter’s Model – A high-level roadmap for large-scale change with a strong emphasis on leadership and momentum but limited attention to individual challenges.

McKinsey 7-S – A holistic model aligning internal systems and strategies but less effective for dynamic environments.

Bridges’ Model – Centers on psychological transitions, ideal for supporting individuals but not suited for technical or large-scale changes.

Examining the key aspects of these models reveals that the Prosci ADKAR Model is the most effective for guiding organizational transformations that require adoption and usage to succeed. It prioritizes individual transitions, which are fundamental to successful change. Unlike Lewin’s or Kotter’s models, it provides a detailed approach to address personal barriers while aligning them with organizational goals.

As part of the Prosci Methodology, the ADKAR Model combines simplicity with adaptability. It enables practitioners to manage change at both the individual and organizational levels, ensuring sustainable success.

How the Prosci ADKAR Model Drives Organizational Change Success  

Five key factors differentiate our ADKAR Model from other change management models:

1. Prevents resistance

The ADKAR Model prioritizes building change readiness and preventing resistance, unlike the other change models that use a responsive approach to resistance management. Proactive resistance prevention saves time and resources, and increases the potential for change success.

Using tools like the ADKAR Blueprint, change practitioners can anticipate barriers to change and address them through targeted interventions. For example, a lack of awareness about the reason for change is the primary reason for employee resistance.

To mitigate this, change teams can use tactics for targeted communication and sponsor engagement to allay employee fears and highlight the benefits of the change. This helps avoid resistance and motivates people to participate in the transition.

2. Empowers employees

The ADKAR Model empowers employees with the knowledge and skills they need to adopt and use change. This people-centric approach can greatly improve workplace culture metrics, including a 467% increase in employee fulfillment and a 75% reduction in burnout.

Rather than just informing employees about the change and providing a general roadmap, the ADKAR Model enables practitioners to create detailed plans for communication and training for each impacted group of individuals.

It also equips leaders with strategies and tools to engage with people effectively and guide them through change.

3. Enables flexible change management

The ADKAR Model's versatility makes it suitable for varying sizes and types of change. From technological upgrades to cultural shifts and mergers, ADKAR is adaptable to small-scale projects and enterprise-wide transformations.

The model's scalability makes it equally effective for startups undergoing rapid growth or multinational corporations pursuing global restructuring.

4. Simplifies measurement

A significant benefit of our ADKAR Model is its focus on measurability. By evaluating progress at each stage, leaders can identify areas where employees struggle and implement corrective measures.

The Prosci Methodology also provides detailed performance metrics to measure the success of change management projects. Practitioners can also use surveys and employee feedback to monitor and improve the change process.

5. Sustains change

One of the most overlooked aspects of change management is ensuring that new behaviors and processes stick. Without reinforcement, employees often revert to familiar practices, so organizations cannot fully realize the benefits of the change initiative.

Sustainment is essential to change, which is why reinforcement is an ADKAR element. This includes activities like celebrating milestones, rewarding employees, enabling two-way feedback, and creating mechanisms for accountability.

Turn Change Theory Into Action With Prosci

Change theory provides a foundation for understanding how transformations take shape, but its true value lies in application. To achieve lasting impact, organizations need structured approaches to change that move beyond concepts and into real-world execution.

The Prosci Methodology, with its focus on both organizational and individual adoption, offers a practical way to apply change theory effectively. By addressing resistance proactively, equipping employees with the right tools and knowledge, and reinforcing change over time, you can drive successful, sustainable outcomes.