If you’ve ever introduced a new process, system, or policy at work, you’ve probably encountered at least one employee who pushes back. Some employees thrive on change, but others? Not so much. Maybe it’s the veteran team member who refuses to learn a new software system, or the employee who constantly complains about “the way things used to be.” Either way, resistance to change can slow progress and create tension in the workplace.
So, how do you handle it? With patience, strategy, and a little bit of psychology. Here’s how to help resistant employees adapt—without endless frustration.
1. Figure Out Why They’re Pushing Back
Most employees don’t resist change just to be difficult. Usually, there’s an underlying reason—fear of job loss, insecurity about learning new skills, or just plain comfort in the old way of doing things. Some common reasons for resistance include:
- Worry that they won’t be able to keep up
- Discomfort with new technology or processes
- Feeling like their experience is being devalued
- Fear that change will lead to job cuts
The best way to get to the root of their concerns? Have a conversation. Ask questions, listen without judgment, and acknowledge their perspective. Once you understand their hesitation, you can address it directly.
2. Explain the “Why” (Not Just the “What”)
Telling employees what is changing isn’t enough. You need to tell them why it matters—to them, their team, and the company as a whole. Instead of saying, “We’re switching to a new system next month,” try:
- “This new system will cut down on data entry so you can focus on more important tasks.”
- “We’re making this change so we can stay competitive and avoid layoffs in the future.”
- “This update will actually make your job easier once you get the hang of it.”
When employees understand the bigger picture—and see what’s in it for them—they’re more likely to get on board.
3. Lead by Example
If you expect your team to embrace change, you need to show that you’re doing the same. Employees take cues from leadership, so if you’re dragging your feet or expressing doubt, they’ll follow your lead.
For example, if you’re introducing a new software system, take the time to learn it yourself. Ask questions, share your experiences, and show enthusiasm. When employees see you rolling up your sleeves and embracing change, they’ll be more inclined to do the same.
4. Give Them the Tools to Succeed
Sometimes, resistance comes from feeling unprepared. If employees are struggling with new technology or processes, give them the training and support they need to succeed. This might include:
- Hands-on workshops
- Step-by-step guides
- One-on-one coaching
- A designated “go-to” person for questions
When people feel competent and confident, they’re much more likely to accept change.
5. Address Negative Behavior Without Blame
Some resistance is quiet, but other times, it’s disruptive. If an employee is openly pushing back, complaining, or refusing to cooperate, you need to address it head-on—but in a way that encourages change, not defensiveness.
Here’s a simple framework:
- Bring up specific behaviors – “I’ve noticed you’ve been avoiding the new system.”
- Explain the impact – “That’s causing delays for the rest of the team.”
- Ask about their concerns – “What’s holding you back from using it?”
- Work on a solution together – “How can I help make this easier for you?”
This approach keeps the conversation constructive while making it clear that resistance isn’t an option.
6. Reward Adaptability
People are more likely to embrace change when they see that it’s valued. Find ways to recognize employees who are making an effort, whether it’s a public shoutout, a small bonus, or an extra break for those who complete training early.
Celebrating even small wins can create momentum and encourage others to follow suit.
7. Get Employees Involved in the Process
One of the best ways to reduce resistance? Make employees feel like they have a say in the changes happening around them. Instead of rolling out a new process to them, bring them into the conversation:
- Ask for feedback during brainstorming sessions
- Let them test out new systems and provide input
- Show that you value their expertise and ideas
When employees feel like they’re part of the decision-making process, they’re much more likely to embrace change instead of fighting it.
8. Set Expectations and Stick to Them
At the end of the day, change isn’t optional. Employees need to understand that while you’ll offer support and guidance, there are expectations they have to meet. For example:
- “Everyone needs to complete the training by next Friday.”
- “We expect all employees to use the new system starting next month.”
- “Continued resistance could impact project assignments and performance reviews.”
Being firm (but fair) helps prevent long-term pushback.
9. Check In and Keep the Conversation Going
Change isn’t a one-time event—it’s an ongoing process. Make sure to check in with employees regularly to see how they’re adapting and if they need additional support. This can be as simple as:
- A quick “How’s it going with the new system?” in passing
- A team meeting to discuss progress and challenges
- A casual one-on-one chat over coffee
By keeping the conversation open, you show employees that you’re invested in their success, not just enforcing rules.
10. Know When It’s Time to Make a Tough Call
Despite your best efforts, some employees may continue resisting change to the point that it negatively affects the team. If that happens, you might need to take disciplinary action—or, in extreme cases, consider termination.
Before making that call:
- Make sure you’ve provided ample training and support
- Document all instances of resistance
- Consult HR to ensure fairness and compliance
While it’s never an easy decision, prioritizing the company’s success—and the morale of the employees who are adapting—is crucial.
Final Thoughts
Change is hard. Some employees will resist, and that’s normal. But with the right approach—clear communication, training, patience, and a little bit of firm accountability—you can help even the most reluctant employees get on board.
The key takeaway? Make employees feel heard, supported, and involved. When people understand why change is happening and feel equipped to handle it, they’re much more likely to embrace it.
And who knows? The employees resisting change today might just become the biggest advocates for it tomorrow.
