Organizational changes are an inevitable part of today's business operations. Whether it's a merger, growth, restructuring, or strategic shift, successful change management requires solid human resources expertise. An external expert brings an unbiased perspective, specialized knowledge, and additional resources to the change process at precisely the most critical moment. A professional partner helps engage employees in the change, minimize risks, and ensure the organization remains functional throughout the transition. An external perspective is often worth its weight in gold when objective evaluation and practical tools are needed for implementing change.
Organizational changes bring with them numerous challenges that can jeopardize the success of the entire change process. Resistance to change This is perhaps the most common – it manifests as employee distrust, fear, and even active resistance to change. In one Finnish technology company, uncertainty caused by a merger led to key employees resigning when communication about future plans was inadequate.
Another significant challenge is communication failure. When information doesn't flow sufficiently, rumors and misunderstandings arise, which erode trust in management. A retail company in Helsinki encountered this problem when an organizational structure reform was implemented without a clear communication plan.
Skills gaps represent the third key challenge. New ways of working and technologies require employees to have new types of skills, and without proper training, this can lead to decreased efficiency and frustration. In the financial sector, adapting to digitalization has been particularly challenging for experienced employees.
Lack of management commitment is also a critical stumbling block. When supervisors themselves do not act in accordance with the change, it is difficult for personnel to adopt new ways of working. This was concretely seen in a manufacturing company, where middle management's resistance made reforming quality control very challenging.
Staff uncertainty about the future and changes to their own roles can cause significant stress and a decline in well-being at work. This, in turn, is reflected in increased absences and decreased productivity, as observed in several of our client companies during periods of change.
The help of an external HR expert is particularly valuable in certain change situations. Mergers and acquisitions They bring with them complex personnel issues – merging different corporate cultures, harmonizing employment terms, and engaging staff require specialized expertise that is rarely found in sufficient quantities in-house.
Staff reductions are another critical situation where an external partner brings valuable objectivity. The legally compliant execution of the process, humane treatment, and motivation of the remaining staff require a professional approach.
It should be noted that, as of July 1, 2025, the scope of the Co-operation Act will change significantly. The Act will in its entirety only apply to companies that regularly employ at least 50 employees, whereas the previous threshold was 20 employees. In smaller companies with 20–49 employees, change negotiations will only be required in limited cases, such as when planning to lay off at least 20 employees.
Also, the minimum durations of change negotiation will be halved from the current – in the future, the minimum duration of negotiations concerning workforce reductions will be only seven days or three weeks instead of the previous 14 days or six weeks. This gives companies the opportunity to react more quickly to changing situations. One of our client companies avoided lengthy legal processes and improved its corporate image when we were involved in supporting the process of a difficult change negotiation.
As a new provision, the law will include a requirement to reserve time for the investigation of employment services starting from July 1, 2025. If change negotiations concern the termination of at least ten employees, the employment relationships of those being terminated cannot be ended until 30 days have passed since the negotiation proposal was submitted to the employment authority.
Rapid growth phases bring recruitment challenges and the need to develop HR processes. As a company grows, previous informal operating models are no longer sufficient, and more systematic personnel management is required. A Helsinki-based software company found itself in a situation where its staff doubled in size within two years, and managing this growth would have been impossible without external support.
Strategy changes often require adjustments to the expertise profile as well. When a client company targets new markets or develops new types of products, assistance is needed in identifying skill needs and creating development plans.
Internationalization brings complexity in the form of labor law, cultural differences, and global human resource management. Addressing these challenges requires specialized expertise that smaller companies rarely possess in-house.
Signs of needing external help include increased staff turnover, higher rates of sick leave, burnout among supervisors, and declining results from staff surveys. These are red flags that should be addressed promptly.
A professional HR partner offers a wide range of services to support the organization through various stages of change. Change communication planning and implementation among these is of paramount importance – clear and consistent communication reduces uncertainty and builds trust. We create communication plans for our clients that take into account different target audiences, communication channels, and timing.
Employee support programs help individuals adapt to change. These can include workshops, individual coaching, or group discussions that address the emotions triggered by change and provide practical tools for adopting new ways of working.
Management coaching is a critical part of successful change. Supervisors are at the forefront of change, and their ability to address employee concerns and lead by example is crucial. Our coaching sessions develop change management skills and address challenging personnel situations.
Developing expertise is important when change requires new skills. We help identify skill gaps and build effective training pathways that ensure staff readiness for new tasks.
Recruitment support is needed when an organization requires new talent due to change. We help shape attractive employer brands, streamline recruitment processes, and ensure the right people are found for critical roles.
Legal advice is particularly valuable in the context of staff reductions and reorganizations. Compliance with labor laws and ensuring fair processes protect the company from reputational damage and legal consequences. It should be noted that the Act on Co-operation within Undertakings is being reformed on July 1, 2025, at which point the minimum durations for change negotiations will be halved and the scope of application will change. We help our clients navigate these changes and ensure that processes are carried out efficiently and in accordance with the law.
Supporting employee well-being is emphasized during times of change, when stress and uncertainty often increase. We offer tools for monitoring employee well-being and early support models to prevent burnout and maintain work capacity even during challenging times.
Choosing the right HR partner is a strategic decision that significantly impacts the success of change. Experience evaluation It is of primary importance that the partner has a track record of similar change projects. You should ask for concrete examples of how they have helped other organizations in similar situations.
Industry expertise is valuable in many situations of change. Different industries have their own special characteristics and challenges, and a partner who understands the practices and trends of your industry can offer more precise support. We have experience in several industries, which helps us understand the specific needs of different companies.
References say a lot about a partner's true expertise. Ask for the opportunity to speak with current or former clients to get an honest view of how the collaboration works. We can proudly refer you to speak with our satisfied clients.
Cooperation and personal chemistry are surprisingly important factors. Change processes are often intense and require close cooperation, so it's important that the chemistry is good and communication is smooth. Before signing an agreement, it's advisable to arrange a meeting between key individuals.
Knowledge of legislation is essential, especially as changes to the Act on Cooperation within Undertakings come into effect on July 1, 2025. A good partner can help a company navigate legislative changes and take advantage of the opportunities the reform brings, such as shorter negotiation periods, which allow for quicker responses in changing situations.
Flexibility is valuable, as change processes rarely go exactly according to plan. A good partner can adapt to changing situations and needs. Our operating model is based precisely on flexibility – you only pay for the support you need.
It is also worth checking that the values and operating methods are compatible with your own organization. The HR partner often acts as the organization's representative to the staff, so it is important that the operating principles are aligned.
Helpful questions for a potential partner include: ”How have you handled challenging change situations in the past?”, ”How do you measure the success of collaboration?”, and ”What kinds of tools and methods do you use to support change?”
The value brought by an HR partner can and should be measured with concrete metrics. Employee engagement One of the key indicators of successful change is that employee engagement is maintained or even improves with the change. This can be measured through regular surveys or other feedback methods.
The schedule for implementing change indicates the efficiency of the process. Was the change implemented on schedule, or were there delays? In the case of one of our clients, a change in organizational structure was successfully implemented two months ahead of schedule through professional project management.
Job satisfaction is a critical metric that reflects the human side of change. A successful change process is reflected in stable or improved job satisfaction. In a change process for one of our retail clients, job satisfaction rose from 3.8 to 4.2 on a scale of 1-5, despite a significant organizational restructuring.
Reduced turnover is a clear economic metric. Poorly managed change often leads to key personnel leaving, causing significant recruitment and onboarding costs, as well as loss of expertise. Our IT client managed to keep turnover below 5 percent throughout a challenging merger process.
The effectiveness of change negotiations can be measured, especially after the reform of the Co-operation Act, which will come into force on July 1, 2025, when the minimum durations of negotiations will be halved. A well-planned and professionally managed negotiation process can save significant time and resources, which directly translates into financial benefits.
Recruitment efficiency is a relevant metric in growth situations. How quickly and effectively have new talent been attracted and integrated into the organization? In cases where we have supported growth companies, the duration of the recruitment process has typically been shortened by 25–40%, and new employees have adapted to their roles more quickly.
ROI calculations can be used to assess the financial profitability of an HR partnership. For example, savings from reduced turnover or streamlined processes compared to the costs of the partnership provide a concrete picture of the financial value of the collaboration.
Successful cooperation is also reflected in reputation and brand. A well-managed change reflects positively on the corporate image, which is visible in the employer brand and facilitates future recruitments.
The importance of HR partnership in organizational change is likely to continue growing in the coming years. The continuous transformation of working life makes the change a permanent state where flexible partnership models offer companies the opportunity to scale their HR expertise as needed.
The key lessons from the previous sections highlight the importance of employee engagement in change, the key role of communication, and the significance of leadership commitment. These factors are critical regardless of the type or scope of the change.
The amendment to the Co-operation Act, effective July 1, 2025, will reduce the administrative burden, especially for SMEs, by raising the threshold for application of the act to 50 employees and shortening the duration of change negotiations. This will give companies the opportunity to react to changing situations more agilely and quickly than before. At the same time, the need to ensure that change processes are still carried out with high quality and with respect for personnel, even if the schedule tightens, is emphasized.
When starting to collaborate with an external HR partner, it's advisable to begin with a situational analysis to define clear objectives and metrics for the partnership. Following this, a concrete action plan should be developed, outlining responsibilities and timelines.
Future trends strongly show data-driven HR operations, where decisions are increasingly made based on analytics. The increasing prevalence of flexible work models and the emphasis on employee well-being also create new HR challenges that require specialized expertise to solve.
At Töölön Vire, we are committed to developing our services to meet these future needs. We will focus particularly on supporting SMEs in situations where they lack their own HR department or have limited resources.
If your organization is facing a change situation or you want to ensure your readiness for future changes, Contact us for an initial assessment. We can offer a support model tailored to your specific needs, which will also be flexible in changing situations.
Töölön Vire & Voima Oy
Temppelikatu 8, Töölö
00100 Helsinki
Business ID: 3017163-6
Tampellan Vire & Voima Oy
Postitorvenkatu 16, 5th floor
33840 Tampere
Business ID: 3507155-4
Töölön Vire & Voima Oy
Aurakatu 14b
20100 Turku
Business ID: 3017163-6