ORGANIZATIONAL CHANGE MANAGEMENT TOOLKIT
Your communication strategy is the most important piece of your Change Management Plan. It identifies who you will be in communication and engage with, how you will communicate/engage, and when. It keeps you on track and helps with consistent messaging on the coming changes.
Keep the following in mind when developing your communication strategy:
- Be consistent.
- Use consistent language and naming conventions.
- Consider if contact information is needed when messaging is developed and be sure to include it.
- Always review your drafts for spelling and grammar. (Typos are a distraction to your audience and can create additional stress and confusion during change.)
- Use feedback mechanisms.
- Track feedback to check for patterns in topics or recurring themes.
- Do not give up!
- Try different or new things if something is not working.
- Engage your team and the Change Sponsor as needed.
- Schedule regular meetings to touch base.
- Meetings do not have to be long. Find a consistent way to communicate and include that in your Communication Plan.
- Ensure engagement! Provide a variety of opportunities for stakeholders to be a part of the change.
- As you begin to send communications regarding the change(s), you will likely hear from staff members about it. Use their feedback to adjust the plan.
- If they say they did not understand the message, modify your language.
- If they tell you they did not get the e-mail, consider checking distribution lists for accuracy. Use a secondary communication method such as a bulletin board or staff break room, small-group huddles, or a combination.
Your first communication might not fit nor reach the recipients, or the message may not have expressed the information effectively. When creating your initial communication, ask yourself the following questions:
- Do you need to adjust your message to improve the communication? What works? What might work better?
- Do you have someone to help proofread and discuss the wording and its effectiveness?
- Re-read your own message a week later and ask, “Does this still make sense?”
- Will both new and experienced staff understand the message?
- If an action is needed, is it clearly stated? Is there a deadline included for taking the action?
- Does your organization have any existing templates, policies, or procedures used for communicating? Does the accepted method offer tracking and delivery confirmation (e.g., delivery and read receipts)?
Stop 3: Organizational Change Management Process and Tools
Communication Questions to Ask Yourself
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