We are hearing from many of colleagues that while new structures and ways of working have been introduced, the reality is… they haven’t yet had time to fully embed them. The day-to-day workload might be feeling intense and, for some, their perception is that they’re still doing everything they were doing before, but with fewer people. So how do you help your team make space for change when you’re all already stretched?

Here are some practical suggestions to help you and your team embed new ways of working without it feeling like “just another thing”, but instead be a positive step forward.

1. Start small and build in

Embedding change doesn’t have to mean big workshops or long meetings. It can be small, intentional shifts.

• Use existing meetings to reflect on what’s working and what’s not.
• Try one new habit or tool at a time e.g., a shared task board, a weekly priorities check-in.
• Ask: “What’s one thing we could do differently this week?”

2. Let go of what no longer serves you

When everything feels urgent, it’s hard to see what’s important. But not everything can, or should, continue.

A thought from one of our Managers:

You can review team tasks and ask:

• What can stop? What can be reduced? What can be paused?
• Use Positive Performance Conversations to explore this with individuals.
• Be brave about letting go of legacy processes that no longer add value.

3. Make time visible

Often, it’s not that people don’t want to embed change, it’s that they don’t feel they have permission to prioritise it.

• Block time in calendars for reflection, planning, or process improvement.
• Encourage “working on the work” not just doing the work.
• Celebrate when people make space for change, even in small ways.

4. Share the load

You don’t have to do it all yourself. Embedding new ways of working is a team effort.

• Invite team members to lead on small improvements.
• Create space for peer learning, and share what approaches are working.
• Use existing networks or communities of practice to share ideas.

5. Be kind to yourself and others

Change takes time. If you’re feeling behind, you’re not alone.

• Acknowledge the pressure and the progress.
• Focus on momentum, not perfection.
• Remind yourself: embedding change is part of the work, not separate from it.

6. Revisit team purpose and priorities

This is a valuable moment to step back and ask: What are we here to do now? Not to redesign the team, that’s already happened, but to redefine how the team works within the new structure.

• Reflect on how the restructure has impacted your team’s priorities.
• Consider what’s changed in terms of capacity, focus, and expectations.
• Be selective: where can your team add the most value now?

Tools like the Team Canvas can help facilitate these conversations, offering a structured way to explore purpose, roles, values, and ways of working. You might also want to join our upcoming Harnessing Employee Voice Workshop, which is designed to help teams co-create new ways of working together.

This kind of reflection doesn’t need to be time-consuming — even a short conversation can help clarify direction and reduce the pressure to “do it all.”

Want to explore this further?

Here are some useful resources:

Book onto the Introduction to Continuous Improvement Workshop (team sessions are available – please contact us if this is of interest.

Leadership and Management Toolkit – Managing Workload and Transition Tool

Harvard Business Review – Stop Doing Low-Value Work

Harriet Robb, Learning and Organisational Development Team