The Stages of Change
As we begin to talk about the step-by-step procedure, you can download a free template for developing a plan for communicating change and its important elements from Bright Hub’s Project Management Media Gallery.
Identify the Reasons for Change
The first step toward developing an effective change communication plan is to define the change and explain why this change is needed. List out the different aspects of change and put up supportive reasoning against each, to show what will be the additional gain if this change is implemented or what will be the problems or losses that the project will have to face if you do not carry out the change.
Define the Periphery of Change
Next, you need to clearly specify what the change will involve, what processes will be affected and to what extent. Once you have a clear picture of which aspects of the project will be affected by the change and which ones will remain unaffected, you will easily be able to discern who needs to be communicated what.
How and When will the Change Take Place?
A study of how and when the change will take place will help outline the changed roles and responsibilities of the teams as well as the change in work schedule. The change may require resources to be reorganized and redeployed, and this is another thing that must be communicated. Including all this information in the communication plan will help dismiss some of the ambiguity and confusion that is commonly associated with change.
Revised Requirements and Targets
A change would certainly affect what remains or what gets added to the list of project targets. The quality and quantity parameters, the delivery schedule, resource requirements and deliverables are some other things that will need to be redefined and communicated, before you begin implementing the change.