When to communicate change in the workplace

Written by Julie Jackson, PR and communications specialist for Hampshire’s third sector and mission-led SMEs

Change is inevitable in any organisation so managing it effectively is critical for the success of the business and its reputation.

Change comes in many different forms such as implementing new technology, restructuring the organisation, or introducing new policies and procedures. It can be met with resistance, and if not managed effectively, this can result in negative consequences such as low morale, decreased productivity, damage to reputation and even the loss of staff.

Effective communication is crucial for managing change in the workplace, but it is often something that is considered far too late in the process so changemakers end up being reactive rather than proactive.

In this blog, we draw on our experience of communicating change and share when is the best time to communicate planned changes and why it’s important to do so.

Communicate early and often

One of the most crucial aspects of communicating planned changes in the workplace is timing. It is essential to communicate early and often to provide your team with enough time to prepare and adjust to the change. Waiting until the eleventh hour to share important information can lead to confusion, stress and resistance.

Keep in mind that the more significant the change, the more time you will need to allow for planning and communication.

Consider the timing and context of the change

The timing and context of the change can also impact on when you should communicate the planned change. For example, if the change is related to an event, communicate as soon as possible so people have time to adjust their plans. Similarly, if the change affects a particular team or department, communicate the planned change directly to those team members.

If the change is significant and affects the entire organisation, you may want to think about communicating in stages. For example, start with senior management and then move onto department heads and then team members. This can allow the key messages to be tailored to the audience so they are clear and effective.

Be transparent and clear

When communicating planned changes in the workplace, it is essential to be transparent and clear. Provide team members with as much information as possible, including why the change is happening, what the change will entail, how it will impact individuals, teams and the organisation as a whole. Be clear about the timeline for change.

Additionally, build in a mechanism for colleagues to ask questions and provide feedback. Address concerns in a timely way and provide support and resources where necessary.

In conclusion, to ensure planned changes are successfully executed, the change programme needs to be supported at every stage by a robust communications plan. This will ensure people are kept informed, that you build support and ultimately win hearts and minds for your vision.

Do get in touch if you are planning some change and need support with managing your communications well.

Published 3 May 2023