Big changes coming? New tools, policies, or processes rolling out? Yep, we’ve been there. Getting everyone, especially your frontline crew, on board is everything - they’re the real MVPs keeping things moving.
Here’s a no-fluff, straight-to-the-point guide to make sure your message hits home and actually sticks.
So, what is change management communication anyway?
Let’s keep it simple: it’s about getting the right info to the right people at the right time. Not just shouting “Hey, this is changing!” but breaking it down so everyone gets the “why,” the “what,” and the “what’s next.”
Change management vs. change communication: what’s the difference?
Think of it this way:
- Change Management is the big picture - the plan, the execution, the whole shebang.
- Change Communication is your GPS - guiding everyone along the way without losing anyone.
Why communication matters (a lot) when it comes to change management
Here’s the deal: if you can’t explain why the change is happening, good luck getting buy-in. Research from the 2024 IC Index backs it up:
- 32% of employees need the “why” behind changes.
- 32% want to know how it affects them.
- And 28% just want someone to listen to their concerns.
Clear, honest communication isn’t just nice - it’s essential.
Your 6 step-by-step guide to creating a change communication plan
Change is inevitable. Whether it’s a new process, a tech upgrade, or a complete company overhaul, how you communicate these changes can make or break their success. You need a plan - a solid one that gets everyone on the same page without causing panic or confusion. Let’s break it down, step by step.
Step 1: Know who’s affected (and what they need)
Before you hit “send” on that big announcement, pause. Figure out:
- What’s changing: Is it a new tool, a policy shift, or a complete overhaul? Keep it specific.
- Who’s impacted: Different teams, different experiences—no one-size-fits-all messaging.
- Who to loop in early: Pull in HR, IT, and managers to shape your strategy. (Pro tip: employee communication platforms like Speakap make it a breeze to keep everyone in the loop.)
Step 2: Pick the right communication channels
Not everyone’s refreshing their email 24/7.
- Know your audience: Do a quick survey to find out how people like to get updates.
- Mobile-first tools FTW: Got frontline workers? Use an employee communication platform like Speakap to send updates straight to their phones, even offline.
Step 3: Craft messages that actually resonate
Keep it real. People want to know the what, why, and how.
- Be clear on the “why”: Go beyond “We’re doing"this"—make it relatable.
- Tailor your tone: Frontline workers need to know immediate changes. Managers? They need the big-picture goals. (Shoutout to Speakap for helping you segment messages by role—no more irrelevant updates.)
- Mix it up: Text posts, videos, FAQs—variety keeps people engaged.
Step 4: Prep your influencers to champion the change
Your leaders set the tone. Make sure they’re ready to lead with confidence.
- Prep them well: Equip key players with FAQs and talking points.
- Let them be real: People trust authentic leaders, not corporate scripts. Speakap helps them add that personal touch to their messages.
Step 5: Anticipate employee reactions and engage early
"Change has a considerable psychological impact on the human mind. To the fearful, it is threatening... To the confident, it is inspiring."
- King Whitney Jr.
Change can be an emotional rollercoaster. Employees might resist, hesitate, or feel overwhelmed. That’s where frameworks like the Kübler-Ross Change Curve come in handy to understand how employees move through change - from denial and anger to eventual acceptance.
Step 6: Ready? Set? Roll it out
But keep an eye on how it’s landing.
- Stick to your timeline: Consistency keeps people engaged. Speakap’s scheduling tools are lifesavers.
- Monitor feedback: If people aren’t vibing with your message, tweak it.
Step 7: Keep the momentum post-launch
"Change is the law of life, and those who look only to the past or present are certain to miss the future."
- John F. Kennedy
Change isn’t “one and done.” Keep the momentum going.
- Measure understanding: Use knowledge checks (hint: Speakap’s Employee Journeys make this easy) to ensure everyone’s on the same page.
- Reinforce regularly: Push out reminders and updates to keep the change top of mind.
- Celebrate the wins: Share successes to show the change is working.
Change is tough. But with the right communication, it doesn’t have to feel like climbing Everest
Think of it as a team effort: clear messaging, consistent updates, and genuine connection. Ready to turn change into a win? Start with an employee communications app. Let’s go.