Building Capacity for Change Through Roleplay
Change is inevitable in any organization—but managing it effectively is a skill that requires practice. At transform.forward, we believe that hands-on, experiential learning is one of the most effective ways to build that skill. That’s why, in our change management trainings, we incorporate roleplay exercises that allow participants to step into the moment and experience the challenges of leading change in real-time.
One of my favorite activities in these sessions is a change scenario roleplay, where participants take on different roles and work through an organizational shift. This exercise helps teams develop practical strategies for managing transitions while also highlighting the emotional realities of change.
How the Roleplay Works
The exercise begins with a foundational understanding of four key types of change that we often see within organizations:
Addition - Introducing new responsibilities, processes, or services without additional resources.
Integration - Merging teams or departments to streamline operations and reduce redundancy.
Decoupling - Splitting a function into two distinct units to improve specialization and efficiency.
Subtraction - Removing a long-standing service or function.
After learning about these types of change, participants are placed into small groups of 4 to 8 people and given a realistic change scenario to roleplay relevant to their organization. Examples might include:
An increase in caseload in a counseling center (addition), where staff must now see more patients without new resources or staff members.
A merger of the advertising and marketing departments at a large company (integration), where teams must navigate new workflows, potential culture clashes, and shifting roles.
The splitting of a marketing and sales department (decoupling), where staff who have longtime collaborative bonds may be frustrated with the new structure and responsibilities, and different leadership.
The sunsetting of a beloved campus program (subtraction), where staff must process the loss while refocusing on new priorities.
The Dice Decides
Rather than assigning roles intentionally, we introduce an element of unpredictability: a dice roll determines each participant’s role in the scenario. Roles include:
Leader - The person responsible for announcing the change and guiding the discussion.
Staff member - Someone who must react to and process change, voicing concerns and asking questions from various perspectives.
Observer - A neutral party who watches the interactions, takes notes, and later provides feedback.
This randomness often leads to unexpected learning moments. An introverted participant may suddenly find themselves in the leader’s seat, forcing them to step outside their comfort zone and practice a different style of communication. Meanwhile, senior leaders, who are used to making change decisions, may have to step back and experience what it feels like to be on the receiving end of a major transition. I love seeing different strengths, techniques, and communication styles come out in these sessions and always walk away having learned something new myself.
Why Roleplay Works
What makes this exercise so powerful?
It’s immersive. Participants aren’t just talking about change - they’re living it in the moment, navigating resistance, uncertainty, and difficult conversations. By the end of the session, I’ve even heard participants share that they feel emotionally attached to the scenario at hand. Talk about buy-in!
It builds empathy. Leaders gain insight into what their employees experience, and staff members see how complex change management can be from a leadership perspective.
It allows for experimentation. Since it’s a low-stakes environment, participants can test different communication styles, make mistakes, and have fun.
It makes learning fun. Change management can feel overwhelming, but roleplay introduces an element of engagement, collaboration, and even humor. I enjoy seeing people get so engrossed in the activity that they’re not looking at the clock, their phones, or their emails!
Key Takeaways from the Activity
After each scenario, groups debrief and reflect on their experience, discussing what went well, what challenges emerged, and how they would do things differently if faced with a similar challenge in real life. Our observers play a key role in the debrief, sharing notes and observations from a neutral perspective. This debrief helps participants process their experience, extract key insights, and walk away with tangible strategies they can apply in their workplaces.
Bringing Roleplay Into Your Organization
If you’re leading change in your organization, consider how structured roleplay can help your team:
Prepare for real-world conversations about change.
Develop confidence in handling difficult transitions.
Foster a culture of adaptability and resilience.
Change is challenging, but that doesn’t mean learning how to navigate it has to be dry, theoretical, or intimidating. Sometimes, the best way to build skills is to step into the scenario, try it out, and learn as you go.
Would you be willing to roll the dice?
