7 Tips on How to Craft Change Communications That Actually Work

Do you often wonder if anyone is actually listening to the communications you're sending out? I can remember times when it has felt like I was having a conversation with myself instead of thousands of employees who I was trying to reach. It's tough when no one seems to be paying attention to something that is so critical to the success of your change. When you're leading or supporting change in your organization, I cannot over emphasize the importance of getting your message across clearly the first time. In case you're feeling uninspired by the responses you're getting with your communications, here’s seven different ways to help ensure your message doesn’t get ignored. 

1. Start with “Why”

If you can’t answer the question “why” they should care, then you are not ready to be communicating in the first place. Any communication about change should always start by explaining the reasons behind the change transparently. When people understand what is at stake and how it affects them directly, they are more likely to listen and care.

2. Keep It Simple

We all can agree that everyone deals with information overload, so don’t add to it with too much information or details at once. Use simple, clear language. If your message sounds too complex, people won’t even bother reading it or they will tune out half way through. Focus on the most important points and cut out the jargon and fluff.

3. Make It Personal

Generic messages get ignored. Think about who you’re communicating with and how the change affects them. Tailor your message to different groups and individuals. The more personal the message feels, the more people will connect with it.

4. Give People a Voice

Don’t just talk at people, invite them into the conversation with you. Ask for feedback and encourage questions. When people feel heard, they are more likely to support the change.

5. Repeat, Repeat, Repeat

Once is not enough. Research shows that someone needs to hear a new concept at a minimum of eight times before they really absorb it and that goes for change communications as well. You’ll need to repeat your message multiple times and in different ways. Use emails, meetings, and even one-on-one chats to get the message across. The more people hear the message, the more it will stick.

6. Be Honest About What’s Not Changing

A huge miss in a lot of change communications is letting people know what’s NOT changing. One of the biggest fears about change is the unknown so you can calm people’s nerves by being clear about what’s staying the same. This eliminates unneeded worry and speculation. 

7. Don’t Forget to Follow Up

After you send out your message, don’t disappear. Follow up to see if people got it and understood it. Be available to answer questions and clarify anything that was confusing. 

Crafting change communications that actually get results isn’t rocket science, but it does take some time to figure out how to be clear, personal, and repetitive. Following the simple steps above can help you avoid confusion and frustration.