Change Process Communication Plan Discussion Essay
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Change Process Communication Plan Discussion Essay
Change Process Communication Plan
Nasser Y Miranda
University of Phoenix
Facilitating Change – AET/560
Randy Howell, Ph.d.
October 11, 2021
Change Process Communication Plan
Change is difficult for everyone. Many individuals are afraid of change since it will take them away from their comfortable surroundings. This can be difficult to manage and combat for those attempting to effect change in their organizations. On the other hand, change is an unavoidable part of life, including in the business world (Torppa & Smith, 2011). When it comes to workplace change management, having efficient communication methods and processes in place may help your business flourish.
Change management is a business term that refers to the strategic planning, procedures, and tools used to aid in delivering organizational change and assisting employees in understanding and adapting to the changes made. It is essentially the act of leading employees through a transformation process to get them to their desired goal. Adopting change management practices will help to reduce the probability of a successful organizational transition (Torppa & Smith, 2011). It is reasonable to anticipate the need for a change management plan when embarking on a new project, system, method, initiative, or policy that has the potential to disrupt your organization’s day-to-day operations.
Importance of Internal Communication During Change Management
Good communication is essential, whether restructuring your business, adopting new technology, or transferring employees. Communication is critical for effective change management. One of the most frequent reasons for change management failure is a communication breakdown. When a company collapses, it puts itself at grave risk. The following problems may arise due to a lack of internal communication during change management: Money and other resources are being squandered, and productivity is at an all-time low (JAKUBIEC, 2019). Failure to adhere to new laws or industry standards may result in a loss of market share. These events may harm a person’s reputation.
Change management communication refers to the information you give to stakeholders to assist them in understanding why a change is being implemented and how it will impact them. Developing a timetable for the shift; Establishing a conduit for workers to interact with management and ask questions or give comments (JAKUBIEC, 2019). Timely transmission of clear, consistent, and relevant information is the best change management and communication approach.
How to Create A Change Management Communication Strategy
For the change management effort to be effective, a well-thought-out communication plan for the change process is required (Castellaneta & Conti, 2017). A communication plan is a document that may be used to guide an organization through deciding what information to send when to give it, how to deliver it, and to whom to provide it throughout a change management process.
This step-by-step procedure, which incorporates best practices for change management communication, will help me create a successful change communication strategy for my business.
Define Communication Objectives Clearly.
I’ll need well-defined goals and objectives to be effective in developing an internal communication strategy. The following are included: • What am I trying to achieve?
- How will I go about getting it?
- Who will be held accountable?
- How will I know if my venture was a success or a failure?
For example, if I’m upgrading my company’s computerized record-keeping software, I may want to guarantee a smooth data transfer from the old to the new system. As records are transferred between the two systems, the transition from the old to the new system may occur in stages. Workers’ ability to generate and store new records during the change over time will be impacted (Castellaneta & Conti, 2017). Internal communications aimed at change management may be provided in collaboration with the information technology department. The data and types of calls that come into the help desk may gauge the project’s success.
Conduct A Stakeholder Analysis and Create A Target Audience List.
To begin, I must understand the personalities of the workers and their desires, wants, concerns, motivators, and dislikes. Also, keep in mind that the proposed change may have a greater or lesser impact on specific employee cohorts. It is highly advised that you develop employee personas, which are fictionalized depictions of workers with different traits that may help me predict future actions you will do, including what I say and how I deliver messages. This information allows me to create audience segments, which will enable me to provide relevant information to the right people at the right time. Consider the following scenario: my company is reorganizing and laying off employees (Castellaneta & Conti, 2017). Then I could have a consistent message for the whole business, tailored messages for individuals laid off, and tailored messages for those whose employment would be changed due to losing a few critical colleagues.
Recognize and create critical messages
Now that I’ve identified my goals and target audience, I can concentrate on deciding precisely what I want to communicate. Among other things, I’m pretty sure I’ll have some broad, overarching core themes as well as specialized and targeted messaging for various stakeholders and target groups.
When I write my message, I will make sure to include the following information:
- The nature of the change and the people who will be affected.
- Why change is required.
- Where and when the change will occur.
- How the change will be executed.
I must also be concise, clear, and understandable while presenting my critical thoughts as follows.
- Keep your usage of jargon to a bare minimum.
- Written in a friendly, pleasant tone that is simple to read and comprehend.
- Be honest with yourself.
- Be honest and straightforward.
- Communicate clearly what is happening and the implications for the business or the individual employee.
- Describe the employee’s tasks and responsibilities, as well as the available resources and support.
When communicating change inside an organization, it is critical to anticipate and anticipate opposition. Resistance expresses itself in several ways and is often driven by emotions, such as apathy, anger, sadness, denial, and resentment, and is particularly prevalent when some employees get negative news (Blumenberg, 2021). It is essential that you understand this and that you are prepared to address it in your response.
Map Out the Distribution Routes.
How will I communicate critical information to my employees? Different workforce groups have different communication preferences. I agree that some individuals prefer not to receive emails, while others want to interact more traditionally (Blumenberg, 2021). While using multiple channels may help with information retention, it may also help with message delivery.
I’m thinking about utilizing several of the change management communication tools and channels listed below:
- Email – In some instances, individuals prefer to get information through email; however, this may not be as effective in others since email overload may result in material being ignored or rejected.
- Face-to-face communication – Many employees prefer to be notified of significant changes in person rather than through email or other contact methods. A supervisor may do this at a team meeting or via town halls and other educational activities.
- Video material – The vast majority of people would rather watch a video than read the same information on paper. Snippet-length videos may be a powerful tool for communicating what my change involves and why it is essential.
- Dedicated intranet area – I will devote a part of your intranet to the change process and related resources like training tools, white papers, and fact sheets.
- Forums – This may be a place on my intranet for workers to debate the change, give comments, and ask questions.
- Discussion boards – This may be a location on my intranet for workers to debate the transfer, make comments, and ask questions.
The techniques listed below will be used:
- Digital signage – To emphasize the shift in my workers’ thoughts, I will create messages shown on displays around my business.
- Corporate screensavers – Like digital signs, corporate screensavers are shown on employees’ computer displays throughout the day. These work in the same way as digital signs, except the pictures are shown constantly on workers’ computer screens.
Create Marketing Collateral and Content.
I want to offer a range of tools to assist workers in adapting to change while also preparing ahead for future content requirements. The material must also be customized to the distribution channels I want to use. General notifications, reminders, instructional resources, and films, as well as questions and answers, may be included in the messages (Blumenberg, 2021). My whole resource set must be dedicated to the change and its consequences for the individual. Additionally, methods to assist people impacted by the transition should be created.
Finally, methods for evaluating the success of your change management internal communication efforts must be included. While simple observation may indicate whether or not a change was successfully implemented, you must also evaluate the efficacy of your message. Data from both quantitative and qualitative sources may be used to assess the campaign (Blumenberg, 2021). Analyze the data for your resources to see how often they are utilized and if any patterns develop. There are many methods for polling your employees.
Blumenberg, M. (2021). The Impacts of Organizational Change on Employee Engagement (Doctoral dissertation, Trident University International).
Castellaneta, F., & Conti, R. (2017). How does acquisition experience create value? Evidence from a regulatory change affecting the information environment. European Management Journal, 35(1), 60–68. https://doi.org/10.1016/j.emj.2016.07.002
JAKUBIEC, M. (2019). THE IMPORTANCE OF INTERNAL COMMUNICATION FOR THE MANAGEMENT OF AN ORGANISATION. Scientific Papers of the Silesian University of Technology. Organization and Management Series, 2019(134), 47–62. https://doi.org/10.29119/1641-3466.2019.134.4
Torppa, C. B., & Smith, K. L. (2011). Organizational Change Management: A Test of the Effectiveness of a Communication Plan. Communication Research Reports, 28(1), 62–73. https://doi.org/10.1080/08824096.2011.541364
QUALITY OF RESPONSE NO RESPONSE POOR / UNSATISFACTORY SATISFACTORY GOOD EXCELLENT Content (worth a maximum of 50% of the total points) Zero points: Student failed to submit the final paper. 20 points out of 50: The essay illustrates poor understanding of the relevant material by failing to address or incorrectly addressing the relevant content; failing to identify or inaccurately explaining/defining key concepts/ideas; ignoring or incorrectly explaining key points/claims and the reasoning behind them; and/or incorrectly or inappropriately using terminology; and elements of the response are lacking. 30 points out of 50: The essay illustrates a rudimentary understanding of the relevant material by mentioning but not full explaining the relevant content; identifying some of the key concepts/ideas though failing to fully or accurately explain many of them; using terminology, though sometimes inaccurately or inappropriately; and/or incorporating some key claims/points but failing to explain the reasoning behind them or doing so inaccurately. Elements of the required response may also be lacking. 40 points out of 50: The essay illustrates solid understanding of the relevant material by correctly addressing most of the relevant content; identifying and explaining most of the key concepts/ideas; using correct terminology; explaining the reasoning behind most of the key points/claims; and/or where necessary or useful, substantiating some points with accurate examples. The answer is complete. 50 points: The essay illustrates exemplary understanding of the relevant material by thoroughly and correctly addressing the relevant content; identifying and explaining all of the key concepts/ideas; using correct terminology explaining the reasoning behind key points/claims and substantiating, as necessary/useful, points with several accurate and illuminating examples. No aspects of the required answer are missing. Use of Sources (worth a maximum of 20% of the total points). Zero points: Student failed to include citations and/or references. Or the student failed to submit a final paper. 5 out 20 points: Sources are seldom cited to support statements and/or format of citations are not recognizable as APA 6th Edition format. There are major errors in the formation of the references and citations. And/or there is a major reliance on highly questionable. The Student fails to provide an adequate synthesis of research collected for the paper. 10 out 20 points: References to scholarly sources are occasionally given; many statements seem unsubstantiated. Frequent errors in APA 6th Edition format, leaving the reader confused about the source of the information. There are significant errors of the formation in the references and citations. And/or there is a significant use of highly questionable sources. 15 out 20 points: Credible Scholarly sources are used effectively support claims and are, for the most part, clear and fairly represented. APA 6th Edition is used with only a few minor errors. There are minor errors in reference and/or citations. And/or there is some use of questionable sources. 20 points: Credible scholarly sources are used to give compelling evidence to support claims and are clearly and fairly represented. APA 6th Edition format is used accurately and consistently. The student uses above the maximum required references in the development of the assignment. 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Structure of the Paper (worth 10% of total points) Zero points: Student failed to submit the final paper. 3 points out of 10: Student needs to develop better formatting skills. The paper omits significant structural elements required for and APA 6th edition paper. Formatting of the paper has major flaws. The paper does not conform to APA 6th edition requirements whatsoever. 5 points out of 10: Appearance of final paper demonstrates the student’s limited ability to format the paper. There are significant errors in formatting and/or the total omission of major components of an APA 6th edition paper. They can include the omission of the cover page, abstract, and page numbers. Additionally the page has major formatting issues with spacing or paragraph formation. Font size might not conform to size requirements. The student also significantly writes too large or too short of and paper 7 points out of 10: Research paper presents an above-average use of formatting skills. The paper has slight errors within the paper. This can include small errors or omissions with the cover page, abstract, page number, and headers. There could be also slight formatting issues with the document spacing or the font Additionally the paper might slightly exceed or undershoot the specific number of required written pages for the assignment. 10 points: Student provides a high-caliber, formatted paper. This includes an APA 6th edition cover page, abstract, page number, headers and is double spaced in 12’ Times Roman Font. Additionally, the paper conforms to the specific number of required written pages and neither goes over or under the specified length of the paper.
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