Communicating Change in Organizations by Muhammad Faheem

1. Communicating Change in Organizations
Department Of Media & Communication Studies
Islamic International University Islamabad
Muhammad Faheem
MS II-398-FSS.MSMC/F18
Sir Ramzan Azhar
Organizational Communication

2. Communicating Change in Organizations
• Communication is one of the toughest issues in organizations.
• No organization exists in which employees are completely happy with communication.

3. Effective Communication
Four components of Effective Communication
• The individual sending the message must
present the message clearly
*Detailed *Radiate
*Integrity *Authenticity
• The person receiving the message must
decide to listen.
Ask questions for clarity, and trust the
sender of the message.

4. Effective Communication
Four components of Effective Communication
• The delivery method chosen must suit the
circumstances and the needs of both the
sender and the receiver.
• It must contain the information that the
employee wants to hear. It must answer the
employee's most cherished and cared about
questions.

5. Communication for Effective Change Management
Develop a written communication plan
• Communicate consistently, frequently, and
through multiple channels
 Speaking
 Writing
 Video
 Training
 Focus Groups
 Bulletin boards
 Intranets and more

6. Communication for Effective Change Management
Develop a written communication plan
• Communicate all that is known about the
changes, as quickly as the information is
available.
• Provide significant amounts of time for
people to ask questions.
• Request clarification, and provide input.
• True communication is a conversation.
• It is two-way, and real discussion must
result. It cannot be just a presentation.

7. Communication for Effective Change Management
Develop a written communication plan
• Communicate the reasons for the changes
in such a way that people understand the
context, the purpose, and the need.
• Provide answers to questions only if you
know the answer.
Leaders destroy their credibility when
they provide incorrect information or
appear to stumble or back-
peddle when providing an answer.
• Make leaders and change sponsors
available, daily when possible.

8. Communication for Effective Change Management
Develop a written communication plan
• Communicate the reasons for the changes
in such a way that people understand the
context, the purpose, and the need.
• Provide answers to questions only if you
know the answer.
Leaders destroy their credibility when
they provide incorrect information or
appear to stumble or back-
peddle when providing an answer.
• Make leaders and change sponsors
available, daily when possible.

9. Communication for Effective Change Management
Develop a written communication plan
• Hold interactive workshops and forums
 Employees can explore the changes
together
 Learning more
 Opportunity to safely explore new
behaviors
 All levels of the organization must
participate
• Communication should be proactive

10. Communication for Effective Change Management
Develop a written communication plan
• Provide opportunities for people to network
with each other
 Formally and informally
 To share ideas about change
• Publicly review the measurements
• Publicize rewards and recognition for
positive approaches
• Celebrate each small win publicly.

11. Communication for Effective Change Management
Change In Conversation
Different Change conversations should be used
at different stages od a change process.
Four types of conversations
 Initiative Conversation:
These draw attention to the need for
change.
 Conversation for Understanding:
This communicates the typpe of
changes needdand allows for greater
appreciation of why this type of
change

12. Communication for Effective Change Management
Change In Conversation
Four types of conversations
 Conversation For Performance:
This focuses on the actual change
that is inteded and how process will
be monitoered
 Conversaton for closure:
This signals the end of the change.

13. Communication for Effective Change Management
Coherent Language
• Coherent language is important to avoid
message ambiguity in the change message.
• The desired change and the language used
must be in sync with and reflective of each
other.
• Language forms used in change
conversations
 Ideal: Expressing references
 Appeals: Seeking support
 Rules: Seeking to direct behavior of
individuals
 Deals: serving as a form of bargaining
and exchange.