Manage business changes efficiently with our Change Management Email Template workflow, an optimized process spanning planning to performance review.
1
Identify the change to be communicated
2
Determine the scope and impact of the change
3
Develop the primary message of the change communication
4
Identify key stakeholders to be impacted by the change
5
Draft the email content to communicate the change
6
Prepare a list of recipients for the email
7
Approval: Email Content
8
Schedule the email for sending
9
Integrate feedback into the final draft of the email
10
Finalize and approve the schedule for sending
11
Add any necessary attachments or links to the email
12
Test the email to ensure proper format and links
13
Ensure all stakeholder names and addresses are correct
14
Approval: Final Email Draft
15
Send the email
16
Track receipt and response of the email
17
Analyse the feedback and response to the email
18
Make any necessary follow-up communication
19
Document the process for future reference
20
Review and evaluate the effectiveness of the communication
Identify the change to be communicated
Identify the specific change that needs to be communicated. Explain its importance and provide any relevant background information. Consider the potential impact on stakeholders and the overall organization.
Determine the scope and impact of the change
Assess the scope of the change and determine its potential impact. Consider the departments, processes, or individuals that will be affected. Identify any potential challenges and plan for mitigation strategies.
Develop the primary message of the change communication
Craft a clear and concise message that effectively communicates the change to stakeholders. Consider their needs, concerns, and expectations. Highlight the benefits of the change and address any potential resistance.
Identify key stakeholders to be impacted by the change
Identify the individuals or groups who will be directly impacted by the change. Consider their roles, responsibilities, and level of influence. Ensure that all relevant stakeholders are included in the communication.
1
Managers
2
Employees
3
Customers
4
Suppliers
5
Shareholders
Draft the email content to communicate the change
Compose the email that will be used to communicate the change. Use a clear and concise language, addressing the key points identified earlier. Engage the readers and provide any necessary context or supporting information.
Prepare a list of recipients for the email
Compile a list of individuals or groups who should receive the change communication email. Ensure that the list is accurate and up-to-date. Consider using an email distribution list if available.
Approval: Email Content
Will be submitted for approval:
Draft the email content to communicate the change
Will be submitted
Schedule the email for sending
Determine the appropriate time and day to send the change communication email. Consider any potential conflicts or events that may impact the timing. Ensure that the email is scheduled in advance to allow for any necessary changes.
Integrate feedback into the final draft of the email
Review any feedback received regarding the initial draft of the email. Incorporate any relevant suggestions or changes to improve the clarity and effectiveness of the communication.
Finalize and approve the schedule for sending
Review the scheduled date and time for sending the change communication email. Confirm that it aligns with any other relevant events or announcements. Obtain the necessary approvals to proceed with the scheduled time.
Add any necessary attachments or links to the email
Identify any supporting documents, attachments, or links that need to be included in the change communication email. Provide instructions on where to find or access these additional resources.
Test the email to ensure proper format and links
Send a test email to verify that the formatting and links are functioning correctly. Confirm that all recipients receive the email and can access any included attachments or links.
Ensure all stakeholder names and addresses are correct
Ensure that all stakeholder names and email addresses are accurate and up-to-date. Double-check the recipient list to confirm that it includes the intended individuals or groups.
Approval: Final Email Draft
Will be submitted for approval:
Integrate feedback into the final draft of the email
Will be submitted
Send the email
Send the final version of the change communication email to the designated recipients. Double-check the email content, subject line, and attachment links before sending.
Change Communication: {{form.Primary_Message}}
Track receipt and response of the email
Monitor the receipt and response of the change communication email. Keep a record of any bounce-backs, out-of-office replies, or other relevant responses. Follow up with any individuals who did not receive the email or require further clarification.
Analyse the feedback and response to the email
Evaluate the feedback and response received from stakeholders regarding the change communication email. Identify any common questions, concerns, or points of confusion. Use this feedback to inform future communication efforts.
Make any necessary follow-up communication
Based on the feedback and response received, determine if any additional communication is needed to address any questions, concerns, or misunderstandings. Plan and execute any follow-up communications as necessary.
Document the process for future reference
Create a documentation of the change communication process, including the steps followed, the challenges faced, and the outcomes achieved. Store this documentation in a relevant location for future reference and continuous improvement.
Review and evaluate the effectiveness of the communication
Assess the effectiveness of the change communication effort. Evaluate whether the desired outcomes were achieved and if the message was successfully understood by stakeholders. Identify any areas for improvement and incorporate them into future communication efforts.
