Communication Strategy (planning and resources)
Step 1.
Send out email advising employees of change proposal intention, and intention to send official meeting one
invite
Step 2.
Send out invites to individuals whose positions are being proposed to undergo redundancy/highest impact,
to catch up with them separately, prior to first change meeting
Step 3.
Sent out invite to all group re date for first change proposal meeting
Step 4.
Send out presentation for meeting one to all group after meeting one is complete
Step 5.
Send out collation of feedback to all key management
Step 6.
Invite group to second change meeting
Step 7.
Send out presentation for meeting two to all group after meeting two is complete
Step 8.
Invite group to third change meeting
Step 9.
Send out presentation for meeting three to all group after meeting three is complete
Templates available for your use:
Change meeting invites (group, team and individual)
Change proposal presentation (first, second, third
meetings)
Scripts – group meetings and individual catch ups
Collation of feedback
1. Who should receive the communications?
Identify the internal and external audience for communications.
INTERNAL


EXTERNAL
Have you considered what they know/understand already?
Have you considered what tools/channels will you use to communicate?
2. What methods will you use to communicate and how often will you communicate?
 It is best to use multiple channels to communicate the change message.
 Have you considered what the existing communication channels that can be used and what the
optimal channels would be for your audience?
 Have you considered what opportunities there will be to engage people in a dialogue about the
change?
 Have you considered how the change messages are being heard and are effective?
Communication Method Examples
Mass communication

Email

Intranet postings

Newsletters

Video conferences

Webcasts
Interactive communication

Email addresses for Q&A

Website pages for Q&A (e.g. discussion boards, Sharepoint)

FAQs (may be added to during the project)
Face-to-face communication

Informal meetings – lunches/morning teas

Team meetings

1:1 meetings

Forums/Town hall

Information sessions
More information on the importance of communicating during change and some practical tips can be found
at: www.
You can also contact your HR Business Partner for advice and support.
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Communication Action Plan Example
Communication Method
Audience
Communication Frequency
Measures of Effectiveness
Person Responsible
Email
Internal stakeholders
Weekly – update
Communication is compelling
and succinct
Email is delivered on time
AB draft
CD approve
Intranet
Internal stakeholders
Weekly – email updates and
any other relevant information
# hits
AB draft
CD approve
Email addresses for Q&A
Internal stakeholders
Available from first formal
meeting and monitored daily
# questions and comments
Time to respond
AB organise and monitor
CD approve responses
FAQs
Internal stakeholders
Updated weekly based on
questions
# hits
# questions rather than using
site
AB capture questions and draft
responses
CD approve
Informal meetings –
lunches/morning teas
Team
Weekly opportunity for
informal communications
Level of engagement
AB to schedule for CD to
attend at appropriate
opportunities
Team Leaders
Team meetings
Team
Fortnightly
Table the email
communications and capture
questions
1:1 meetings
Impacted individuals (with
offer of
representative/support
person)
Formal meeting set up prior to
change consultation
Regular meetings throughout
change and as required by
individual
Level of engagement
Quantity and quality of
feedback received
AB to schedule meetings
Team Leader and CD to attend
Town hall
Team
Consultation meetings as per
schedule
Attendance
Quantity and quality of
feedback received
AB to schedule
CD to communicate
Video conferences
Team members at remote
sites
Consultation meetings as per
schedule
Attendance
Quantity and quality of
feedback received
AB to schedule
CD to communicate
Communication Action Plan Template
Communication Method
Audience
Communication Frequency
Measures of Effectiveness
Person Responsible
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