Management of Change, more complicated than you think.

What Is Management of Change?

Management of Change (MoC)  is a structured process for handling changes in an organization—especially those that could impact safety, operations, compliance, or performance. Whether you're swapping out a pump, updating a software system, or tweaking a procedure, people changing roles MoC helps make sure the change doesn’t backfire.

It’s used heavily in industries like oil & gas, manufacturing, and pharmaceuticals, but honestly, every organization could benefit from it. MoC asks the right questions:

  • What is the detailed change?
  • Why is it changing?
  • Who’s affected?
  • Does our permit, or internal procedures have to change
  • What could go wrong?

It’s not about slowing things down—it’s about making sure you don’t speed into a wall.

How It Should Work

A solid MoC process is like a well-rehearsed dance. Everyone knows their steps, and there’s a rhythm to how things move. Here’s how it typically flows:

1. Initiation

Someone needs/wants a change, maybe a new supplier, a process tweak, or a technical upgrade. They submit a change request, outlining what’s being proposed.

2. Impact Assessment

This is the “what could go wrong?” phase. The team evaluates risks, compliance issues, safety concerns, and operational impacts. It’s where you ask:

  • Will this affect production?
  • Do we need new training?
  • Are there legal implications?

3. Approval

Once the risks are understood, the change goes to decision-makers. They either greenlight it, ask for revisions, or reject it outright.

4. Implementation

The change is rolled out. This might involve updating documentation, training staff, or modifying equipment.

5. Review & Closure

After implementation, there’s a final check to make sure everything went smoothly. Lessons learned are documented, and the change is officially closed.


Typical Pitfalls

Even with a solid MoC process, there are plenty of ways to mess it up. Here are the usual suspects:

1. Skipping the Process

Someone makes a change without going through MoC, and suddenly there’s a safety incident or a compliance breach.

2. Poor Communication

If people don’t know a change is happening, they can’t prepare for it. Miscommunication leads to confusion, resistance, and mistakes.

3. Inadequate Risk Assessment

Sometimes the team underestimates the impact. Maybe they don’t involve the right experts, or they rush the analysis. That’s how small changes turn into big problems.

4. Lack of Follow-Up

MoC isn’t just “set it and forget it.” If no one checks whether the change worked or caused new issues, you’re flying blind.

5. Overcomplicating It

On the flip side, some organizations make MoC so bureaucratic that people avoid it altogether. If it takes 12 signatures and three weeks to approve a minor tweak, something’s wrong. Having said that it needs reviewers to look and comment on the proposed change, so maybe twelve signatures AND the comments is right.


The MoC Tool Trap

Let’s talk about the elephant in the server room: MoC tools. On paper, they’re brilliant. They help document changes, track approvals, store historical data, and make audits a breeze. You can pull up a change from three years ago and see exactly who signed off, what risks were flagged, and how it was implemented.

But here’s the catch: they’re not magic wands. Just because a change is logged in a system doesn’t mean it’s well understood.

What They Do Well:

  • Centralize documentation
  • Provide traceability and version control
  • Automate workflows and reminders
  • Support compliance and audit readiness

Where They Fall Short:

  • Clarity of the actual change: Users often struggle to grasp what’s really changing. The language can be vague, technical, or buried in forms.
  • Engagement: People skim. They approve without fully reading. They don’t ask questions or challenge assumptions.
  • Feedback quality: Instead of thoughtful, constructive input, you get generic comments like “Looks good” or “No concerns”—even when there should be concerns.

It’s not that users are lazy. It’s that the tools can make it feel like the change is already decided. The form’s filled out, the risk matrix is green, and the workflow is humming along. So people assume it’s safe to rubber-stamp.

How to Fix It:

  • Use plain language summaries
  • Ask reviewers to comment on specific risks or impacts
  • Train users on what good feedback looks like
  • Treat tools as enablers, not substitutes for real discussion
  • Check progress of MoC and ensure discipline is put in place.


The Myth of Like-for-Like

Ah yes, the famous phrase: “It’s just a like-for-like replacement.” If we had a euro for every time someone said that, we’d have enough to upgrade the whole plant.

In theory, a true like-for-like change means you're swapping one thing for an identical version—same specs, same vendor, same performance, same context. When that’s genuinely the case, the MoC effort can be minimal. You still document it, but it’s mostly a formality.

But here’s the reality: 95% of the time, it’s not truly like-for-like.

Why “Like-for-Like” Often Isn’t:

  • Different vendor
  • Updated materials
  • Changed standards
  • New people
  • Environmental shifts
  • Hidden dependencies

What to Do Instead:

  • Challenge the assumption
  • Use a checklist to verify like-for-like status
  • Document the rationale for low-risk decisions
  • Get a second opinion when in doubt

Even seasoned engineers can miss subtle differences. A second pair of eyes never hurts.


Making MoC Work for You

So how do you avoid the pitfalls and make MoC actually useful?

Keep It Scalable

Not every change needs a full-blown investigation. Have different levels of MoC depending on the complexity and risk.

Train Your Team

People need to know when and how to use MoC. Make it part of onboarding, refreshers, and team meetings.

Use Tools Wisely

Digital platforms can streamline MoC—automated workflows, risk templates, and dashboards help keep things organized.

Encourage a Culture of Change Awareness

MoC works best when people are proactive. Encourage employees to speak up when they spot potential changes or risks.

Learn from Mistakes

Every failed change is a chance to improve. Build a feedback loop into your MoC process so it evolves over time.


Final Thoughts

Management of Change isn’t just a checklist, it’s a mindset. It’s about respecting the ripple effects of change and making sure you’re not just reacting, but planning. When done right, MoC builds resilience, boosts safety, and keeps your organization agile.

But here’s the kicker: it only works if people believe in it. If MoC is seen as a burden, it’ll be bypassed. If it’s seen as a tool for smarter decisions, it’ll become second nature. 

A major role for plant supervision to check actual use of the tool, the content of the reviews not the numbers

So whether you’re leading a team, managing a facility, or just trying to keep things running smoothly, MoC is your ally. Treat it like a living system, adapt it, refine it, and make it work for your world.



Maybe some references:

Here’s a curated list of solid references that explain Management of Change (MoC) from different angles—industry standards, academic insights, and practical applications:

  1. European Industrial Gases Association (EIGA) – MoC Guidelines
    DOC051_25_Management of Change
    A technical document outlining MoC principles, especially for high-risk industries like chemical and gas processing.

  2. Prosci – 6 References to Make the Case for Change Management
    Prosci’s Reference List
    Includes studies from McKinsey, IBM, and LeadershipIQ that support the value of structured change management.

  1. Springer – Change Management: From Theory to Practice
    TechTrends Journal Article
    A scholarly article comparing change management models and how they’re applied in real-world settings.

  1. SafetyCulture – Management of Change Overview
    SafetyCulture MoC Guide
    A user-friendly breakdown of MoC steps, benefits, and examples across industries.

  2. DNV Netherlands – “MoC voor Dummies” Column
    DNV Column on MoC
    A Dutch-language article connecting MoC to ISO standards and practical implementation tips.

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