Leaders across industries are being asked to do more with less. Budgets are shrinking, timelines are compressing, and transformation leaders are under pressure to deliver measurable outcomes faster than ever.
In a recent webinar “Doing More with Less: Turning Change Management into Measurable Impact,” hosted by Tim Morton of Prompta AI with special guest Donna Hui, an experienced change leader , shared that we’re being asked to deliver faster, quicker, and better but with fewer resources. It underlines the urgency of rethinking how organizations plan, measure, and lead change.
Rethinking Transformation: From Intuition to Insight
For Prompta AI, the turning point came when a client’s CIO asked a deceptively simple question: “Why aren’t you using data to drive transformation?” That question helped shape Prompta AI’s mission to give change leaders better data, better insights, and better tools. Tim shared that “We wanted to elevate the role of the change leader, to move from intuition to insight, and from static plans to timely action.”
Donna echoed the need for human-centered data. “Change management is what helps smooth the transition from manual to automated processes,” she said. “But more importantly, it brings a human-centered design to transformation.”
Both agreed that legacy systems and legacy thinking often create resistance. “There needs to be respect for the systems and people who built them,” Donna explained. “Acknowledging what currently works helps bridge the divide between the old and the new.”
The Hidden Cost of Skipping Discovery
Under pressure to move fast, many organizations reduce or skip discovery the crucial step of listening deeply before acting. “Corners are being cut,” said Donna. “Teams jump straight into delivery without doing enough prep and planning.”
Tim added that many change frameworks assume discovery has already happened. “We need to understand employees’ lived experiences, their sentiment, their pain points. If we skip that, we’re setting ourselves up for rework later.”
That rework can be costly. Donna noted that “a proper upfront discovery, just 10 to 20 percent of total project time, can reduce rework by up to 50 percent.”
Seeing Beneath the Surface: Culture as the Hidden Risk
One of the most striking visuals shared in the webinar was an iceberg representing culture: the visible 10 percent of formal systems above the surface, and the 90 percent of hidden mindsets, fears, and informal behaviors below.
“With AI-driven sentiment, we can finally see some of that 90 percent that was previously hidden,” Tim explained. “It gives leaders a real picture of what’s happening beneath the surface.”
He shared an example of a company trying to fix what it thought was a major employee problem based on the loudest voice in the room. “When we analyzed the data, that issue was actually near the bottom of the list. They were about to spend time and money solving a problem that didn’t exist.” By listening at scale, organizations can identify what truly matters and address risks before they derail progress.
Turning Insight into Action: Agile Change Sprints
Prompta AI’s approach combines sentiment analytics with what Tim calls “Agile Change Sprints.” These rapid feedback loops convert insight into action – helping leaders, managers, and employees move forward together.
“In one large transformation,” Tim recalled, “we helped the client take sentiment data and immediately turn it into short, six- to eight-week change sprints. Leaders got clear actions, people managers knew what to do next, and employees saw their feedback reflected in real time.”
The results were remarkable: engagement rose, resistance dropped, and the eventual rollout was, as Tim described, “a non-event, because everyone was already on board and ready to transition.”
Donna emphasized that measurable change doesn’t happen by accident. “At every stage of the employee or customer journey, you can define metrics – behavioral, perceptional, or financial and tie them to adoption and ROI,” she said. “That’s how we connect change management to business outcomes.”
Redefining ROI: From Hours Saved to Human Impact
ROI in transformation is no longer just about dollars saved but it’s about time, engagement, and wellbeing. Donna shared a story from a healthcare organization that automated manual workflows. “We measured the time and effort before and after automation,” she said. “At one stage we saw a 40 percent reduction in effort, and another stage saw 60 percent.” But the real win came from what employees did with that reclaimed time.
“They told us, ‘Now I can go home to my family earlier,’” Donna said. “ROI means something different to everyone. For leaders, it’s efficiency and revenue. For employees, it’s balance and fulfillment.”
Elevating the Role of the Change Leader
For years, change managers have been viewed as tactical implementers. Tim believes AI is changing that. “Change professionals leveraging tools like Prompta AI are now at the forefront. They’ve got a seat at the table with senior leaders and steering committees,” he said. “Leaders are listening to them because they bring data and insight that were previously hidden.”
This visibility allows change leaders to influence decisions, mitigate risks earlier, and guide organizations through transformation with more precision.
“Doing more with less sounds scary,” Donna concluded, “but we actually have more resources now through AI and automation. It’s about using them wisely.”
Tim agreed: “We’re always going to be asked to do more with less. But if we can use the tools at our disposal, listen to our people, act quickly on insights, and focus resources where they’re needed – we can make transformation smoother, faster, and measurable.”
In other words, the future of change management isn’t about working harder it’s about working smarter. By combining human empathy with AI-powered change insights, organizations can finally make change measurable, sustainable, and real.
Explore real examples of how leaders are using AI-enabled change, data and agile change sprints to achieve faster, and sustainable transitions and transformations.
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