Why Your Organization Needs AI For Change Management

4 Mins

Published: March 17, 2025

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Imagine transforming a two-hour planning session into a 10-minute task or reducing the time spent writing and tailoring communications by half. This isn't wishful thinking—it's the reality for change practitioners who are effectively leveraging AI.

As you manage multiple initiatives, stakeholder expectations and tight deadlines, AI tools are becoming your game-changing ally, redefining what's possible in change management.

Remember, the purpose of AI for change management is not to replace the human touch essential to successful change. The purpose is to amplify your capabilities and free you to focus on what matters most: the people side of change.

The Change Practitioner's Dilemma

If you're like most change practitioners, you work with competing priorities: multiple initiatives running simultaneously, pressure to deliver faster results, and the constant challenge of creating plans, communications and strategies that drive adoption. You're expected to be everywhere at once, supporting sponsors, coaching managers and guiding impacted employees while maintaining the quality needed for change success.

Prosci research shows how practitioners are getting the help they need: AI is already helping them focus on high-value work by handling routine tasks that consume valuable time.

According to Prosci research, change practitioners are using AI in several key areas:

30% for communication support
22% for content creation
20% for strategy and planning
12% for automation and efficiency
8% for data analysis

Current Uses of AI in CM Work

These numbers tell an important story. AI isn’t the future of change management. It’s already making an impact today.

How much time, money and effort can you save when you subscribe to Kaiya, Prosci's expert AI change management assistant?

Download our free guide to calculate the ROI of bringing Kaiya to your organization.

How AI Transforms Change Management Work

The impact of AI on change management work is significant and measurable. In Prosci's research study, AI and Change Management, nearly half (48%) of change practitioners reported they currently use AI for change management.

We asked respondents open-ended questions to understand how they use AI in their change management work. Their responses are powerful:

29% report increased efficiency
17% use AI for content creation support
16% note enhanced communication
12% say AI facilitates idea generation

Impact of AI on Change Management Work

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These responses reflect the use of general-purpose AI-powered tools. When we asked early users of Kaiya™, Prosci's expert change management AI tool, they reported cutting time spent on change planning by at least 50%, allowing them to focus more on the people side of change.

"If I'm stumped on how to get started crafting something, I can throw my ideas into Kaiya and get great content. I may choose to adjust it, but at least I'm not starting from a blank page."

—Change Practitioner and Kaiya User

A Case Study in AI-Powered Change Success

CHRISTUS Health faced an unprecedented challenge when a bankruptcy situation compressed the typical 12-to-18-month acquisition timeline to just six weeks. Within that narrow window, they needed to prepare their systems, onboard their people, and create a welcoming experience for new employees from the acquired facility.

Using Kaiya, CHRISTUS Health's change management team quickly developed comprehensive change plans for sponsors and people leaders, integrated key elements into communication strategies, and created welcome center materials for new employees.

The result? They successfully completed the entire acquisition integration within the compressed time frame—going from months to weeks—while delivering a seamless welcome experience. New employees reported being "impressed with how warmly they were welcomed and how well we communicated."

This case demonstrates how AI can empower change teams to achieve what would otherwise be impossible under traditional timelines.

How AI Enhances Quality and Consistency

Speed is only part of the equation. Kaiya is revolutionizing the way change practitioners work:

Access proven practices instantly – Draw on research-based approaches without having to search through resources or rely solely on memory.
Maintain consistency across initiatives – Ensure that communications and plans follow a consistent structure and approach, even when working across multiple changes.
Scale your impact – Support more people and more changes without sacrificing quality.
Generate fresh perspectives – Overcome writers block and spark new ideas when you're feeling stuck.
Eliminate repetitive tasks – Automate routine work like drafting initial communications, creating templates, and developing frameworks.

Addressing Common Concerns About AI in Change Management

Despite clear benefits, some practitioners are concerned about incorporating AI into their work. Participants in our AI and Change Management study identified several key areas of concern:

29% expressed a lack of understanding and fear
22% worried about governance
16% mentioned the lagging evolution of change practice
13% cited security concerns

Potential Concerns or Challenges With AI

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These concerns reflect legitimate considerations that organizations must address when implementing AI solutions. However, they shouldn't prevent you from exploring the transformative potential of AI in your change practice.

The key is to view AI as a collaborative partner rather than a replacement for human judgment.

The most effective approach combines AI's capabilities for rapid information processing and content generation with the change practitioner's emotional intelligence, contextual understanding and strategic thinking.

How to Start Incorporating AI Into Your Change Practice

Ready to explore how AI can enhance your change management practice? Here are five practical steps to get started:

Identify your biggest time drains – Which repetitive tasks consume your time without adding proportional value? These are prime candidates for AI assistance.
Start with straightforward applications – Begin with content creation, communications drafting, or plan development—areas where AI excels and provides immediate value.
Refine and customize – Use AI-generated content as a starting point, then customize it to your organization's specific language, culture and needs.
Measure the impact – Track how much time you save and how the quality of your deliverables changes when using AI assistance.
Expand strategically – ̶ As your comfort level increases, explore more advanced applications of AI in strategy development, stakeholder analysis and risk assessment.

The Future of Change Management Is Human + AI

The most successful change practitioners of the future won't be those who resist AI or those who rely on it exclusively. They'll be the ones who learn to collaborate effectively with AI tools, using them to handle routine tasks while focusing their human expertise on the aspects of change that require empathy, creativity and strategic thinking.

Kaiya delivers the transformative potential of AI in change management—not as a replacement for human practitioners but as a powerful ally that helps you drive better outcomes faster.

"No matter the question, Kaiya has the right answers at the right time."
—Tim Creasey, Prosci Chief Innovation Officer

In an environment where change is accelerating and expectations continue to rise, AI equips change practitioners to stay ahead of demands while delivering exceptional results.

Take the Next Step in Your AI and CM Journey

If you’re curious about the ROI of implementing AI in your change management practice, download our ROI Calculation Guide. Learn how AI can transform your change management effectiveness and efficiency, and empower your organization to grow stronger from change.