How to Properly Communicate Changes in the Company

How to Properly Communicate Changes in the Company

Organizational changes are a common occurrence in every company—you may have developed a better submission process, thought of new policies to improve employee productivity, or decided to transfer onto a different location. As business owners, it’s easy to see the greener side of the changes you intend to make; however, you should keep in mind that your employees may take things differently.

If you’re planning to make huge changes in your company, you need to be an efficient communicator. Sudden and poorly announced transitions can catch your employees off guard and lead to negative outcomes such as demotivation, underperformance, and disinterest. To ensure a smooth and seamless shift for every member of the company, here are some communication tips to keep in mind.

1. Tell them what’s changing

Before you implement any changes, you’ll need to communicate with your employees with clarity. There should be no vague descriptions, no technical jargon, and no hidden details. Keep things straightforward and specific by announcing changes in detail and the reason why such is necessary.

They may have a hard time accepting new policies, but being honest about it is a sure way to convince them that these changes are for the better. Other than preparing them for what’s to come, it will allow you to earn the trust of your employees, as well.

2. Think about the emotional impact

Every employee in your company is bound to react differently to the changes you’re planning to make. Some of your staff may be in favor of your new policies, but there may be the silent majority who’s unsure. If you want your transition to be successful, you need to have a deeper understanding of how your employees will be affected emotionally and strategize accordingly.

Think of how these changes will affect the well-being of your staff and what you can do about it. Reducing emotional impact and addressing concerns can be done by taking the time to speak to your team leads. Other than orchestrating their department’s day-to-day operations, team leads can help the staff adjust and remain positive throughout this period of change.

3. Identify the source and choose your channel

Your communication channels are just as important as the points you want to get across. To ensure that information is disseminated effectively, you need to take a top-down approach and create a messaging strategy.

Start by discussing everything with your directors and managers. Once they have a good grasp of why you’re proposing these changes, they could relay the intended changes to their teams in great detail. 

So you don’t leave any crucial points behind, follow up by sending an FAQ sheet through email, making an announcement through your chosen work communication app, or conducting an all-hands meeting. 

4. Empower your leaders and managers

Organizational shifts will also require behavioral changes. The success of your transition depends on how your senior employees adapt to these changes and learn how to lead by example. If your managers learn how to walk the talk, it’ll be easier for their team members to follow in their footsteps.

With this in mind, you should find ways to empower your company’s leaders. Confidence is built through action and opportunity, so be generous with workshops, training, and seminars. Developing their credibility will allow them to be catalysts of organizational change.

5. Involve the employees

Other than empowering and discussing with your team leads, it’s essential to keep your whole staff in the loop. Give them advice on how they can get through these changes and a chance to discuss their thoughts with you privately. Change isn’t easy to deal with, but allowing them to share their views can be a very fruitful practice for both the individual and the whole organization.

6. Provide an action plan

Your employees will embrace change quicker if you paint a clear picture of what’s going to happen. Once you’ve set their expectations and when it could occur, prepare them for the transition ahead. Something as simple as making graphics, calendars, or lists are good, simple, and easy ways to reassure them through this tough phase.

7. Realign to see progress

After some time, it’s important to take a step back and reassess your company’s progress. Were the changes implemented effectively, or did they complicate things further? At the end of the day, the results you’ve acquired will tell you if the policies and processes you’ve introduced were able to drive your company forward.

Regardless if it’s big or small, you should announce every single win you get after the changes have been made. Nothing motivates and convinces your employees more than seeing positive results. Once you make it a point to announce wins regularly, it will be easier for them to accept changes to come and trust your discernment as a leader.

Communication is Key

As a top recruitment agency in the Philippines, we understand that dealing with company changes can be very difficult for your employees. Most unsuccessful organizational transformations result from the inability of leaders to communicate their intentions properly. By keeping these tips in mind, you’ll be able to smoothly transition whenever you plan to make any changes in the future.

Ron Cullimore