Communicate the Change You Wish to See in the World

Bayside Community Libraries is chugging through its change journey, with two organizational components remaining to address: process and performance. Using Brighter Strategies’s Model for Change Communication, Bayside’s next move is to complete the process communication checklist—perhaps the most crucial of the communication checklists in strategic change management.

Change communication for process

The process checklist includes the following items:

  • Describe the project’s scope, any changes occurring to the scope, and how the change management plan applies.
  • List all of the steps necessary.
  • Describe the process by which the change will be managed.
  • Explain how internal process changes will affect an organization’s external stakeholders.

Why is this checklist so critical? Because a well-crafted change message is the fundamental building block of all successful change communication. When combined, the bulleted items create a unified, compelling message of process change within an organization. This message should be short, simple, and specific. Like a 30-second elevator speech, it must be easy to remember.

With the above checklist items in mind, Bayside created the following compelling message of the change process within its network of libraries. It distributed this message to all stakeholder groups [link to article four in series] through a variety of communication channels—email, newsletter, print mail, and digital collateral. It also trained employees to share their personal versions of the nonprofit’s message.

“Bayside Community Libraries is dedicated to its mission of ‘A book in every hand.’ To ensure that the readers in our community have the best access to our publications, we have streamlined our libraries’ efforts to provide more digital content to the general public. By focusing our resources on boosting the number of digital books, we have decided to close the doors of Shady Grove Library in December 2015. In 2016 we will convert half of our existing hard copy publications to digital editions. At the same time we will train staff to teach our customers how use e-reader technology. We are excited about moving Bayside Community Libraries into the 21st century by evolving with these new technologies. We are confident that our Board of Directors, staff, funders, and the community at large will see a profound impact as our digital publications reach a broader audience.”

Change communication for performance

For any organizational initiative to be considered effective, it must prove its impact. Especially with change management, communicating desired results is necessary for ongoing evaluation and benchmarking.

Bayside used the following guidelines to communicate the performance of its change program.

  • Describe any tools needed to implement the desired change.
  • Document the new budget for implementing the project change.
  • Perform a risk analysis for implementing any change in your project management plan.
  • Create the change management schedule.

The below chart was an integral tool for Bayside to track its change initiative’s performance.

Costs analyzed

Baseline measure (current costs dedicated to the existing

program and includes staff, time, facilities, software, etc.)

Benchmark measure

(best practice measures in industry-leading competitor companies or sister agencies)

New measure after change, month one (compare to baseline and benchmark numbers)

New measure after change, month two (compare to baseline and benchmark numbers)

New measure after change, month three (compare to baseline and benchmark numbers)

People resources

         

Facilities expenses

         

Operational costs

         

Time

         

Technology

 

Bayside communicated the above metrics to stakeholders on an ongoing basis. The nonprofit also used it to improve any areas of the change initiative that were not working as well as expected. Remember that change management is a continuous quality improvement (CQI) process and as such should be treated with a measure of flexibility.

Now it’s your turn to start changing! What’s the first step you need to take? We are happy to talk to you more about change management and strategic change communication, as well as the specific opportunities and challenges your nonprofit is facing. Please contact us at info@brighterstrategies.com or 703-224-8100 for more information.

 

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