Communication Strategy

Leading Change
Last updated: December 12, 2016

Purpose:
This communication strategy is developed to ensure that leadership and employees are informed of the
upcoming realignment of the Resources and Operations Management (ROM) Division in a timely manner.
This strategy is a fluid document and will outline the communication vehicles used to deliver written and verbal
communications to leadership and employees. These messages will stand to keep everyone engaged in the
change management process. Communications will be added as needed.

Project timeframe:
Initial planning meetings to begin on January 9, 2017 with the implementation of the standup of the new
organization to be completed by April 30, 2017.

Communication plan:
Publication/Issue
Date

Title/Subject of
message

Communication
Vehicle

Targeted
Audience

01/09/2017

Briefing of
leadership at initial
planning meeting

PowerPoint briefing
deck/Face-to-face
meeting

ROM Senior
Leadership
Team

01/10/2017

Employee teams
being developed as
part of the
realignment of ROM

Targeted email

To: ROM
employees

01/24/2017

Team members
have been identified
for ROM Division
realignment

Targeted email

02/01/2017

Preparing for
change

Virtual Town Hall

meeting/Held by ROM
SLT using LiveMeeting

CC: ROM
Senior
Leadership
Team and
Managers
ROM Senior
Leadership
Team

All ROM
employees

Purpose of
message
The purpose of
the message is to
outline the scope
the project and
the changes that
need to be
implemented
The email is a
solicitation for
employees to
volunteer to take
part in the
upcoming change
for the ROM
division.
Provide list of
names to
leadership and
explain the time
commitment of
these employees
along with
expectations.
Share status of
what has been
done by the
teams and
provide timeframe
of when the
changes will take
place. Also, allow
for employees to
ask questions.

Status

02/04/2017

Frequently asked
questions (FAQs)

Publish to Managers
Toolkit

ROM
Managers and
SLT

02/28/2017

Managers Toolkit
available to help
guide you through
the upcoming
change

Targeted email

ROM
Managers and
SLT

03/10/2017

New organization
structure to be
implemented April
30, 2017

Targeted email

Employee
Union Officials

03/24/2017

New ROM
organization details
in final stages

Virtual Town Hall

meeting/Held by ROM
SLT using LiveMeeting

All ROM
employees

03/27/2017

New ROM
organization to
stand up on April
30, 2017

Leaders Alert

Agency
managers

03/28/2017

New ROM
organization to
stand up on April
30, 2017

Employee Headlines

Agency
employees

04/14/2017

Thank you for your

contribution to the
change
management
process

Targeted email

Employees
who
participated on
teams

04/19//2017

Save the date for

the upcoming
change
management
training

Targeted email

All ROM
employees

Provide frequently
asked questions
for managers to
use as talking
points when
meeting with their
employees.
Launch and
socialize the new
managers toolkit.
Explain the
purpose of the
new website.
Notify union
officials of the
recommendations
being made for
ROM. Provide
them with the
draft Organization
Chart.
Share and explain
how the new org
structure will look
and how
employees will be
affected. Provide
time for Q&A
session.
Provide details of
the reorganization
of ROM and how
these changes will
or will not affect
others throughout
the Agency.
Provide details of
the reorganization
of ROM and how
these changes will
or will not affect
others throughout
the Agency.
Thank employees
for their time and
commitment to
ensuring the
upcoming change
goes smoothly
and emphasize
the importance of
their role in the
process.
Provide the
information on the
objectives of the
training, the date
and how to
participate.
Include link to
calendar invite.

04/24/2017

Preparing for
change and how
does change affect
you?

Virtual training using

LiveMeeting/Instructors
from Human Resources
department

All ROM
employees

Briefing deck
(PPT) will include
the emotional
affects change
has on employees
and how to handle
the unknown. Also
how to be
engaged in the
process of change
to feel as though
you are more in
control of whats
happening.