Task: Prepare For Communication

Effective and timely communication is key to successful change implementation in an organization. In this task, Change Communication Plan is made that details the types of communication, its recipients, mechanisms, frequencies etc. It is vital to keep all the relevant stakeholders informed on the progress of the Organizational Change program. This is to help in reinforcing the change objectives and keep the stakeholders motivated throughout the change journey.

Appropriate and effective communication is very critical for a change to roll out successfully. The Organizational Change Lead must involve relevant stakeholders including the transition teams, in the design of communication approach to support the change. The teams need to evaluate and establish the nature of communication, its types, format, frequency, participants and the technology that can be used for communication.

The Change Communication Plan ideally constitutes the following elements:

Audience – Target audiences for various communications based on RACI Matrix and Stakeholder Map
Communication vehicles – Various channels and modes of communication for various audiences
Support functions – Support required for making the communication
Communication frequency – Frequency of different types of communications
Communication network – What needs to be communicated, whom to approach for communication, what kind of messages should go to different audiences
Feedback mechanisms – Mechanisms to collect the feedback at regular intervals.

The Organizational Change Lead must ensure effective and timely communication about the change, it’s progress and impact to all the relevant stakeholders.

Communication Customizing Guidelines: