Meetings can always be challenging, particularly when it
comes time to deliver details of organizational changes to employees. As creatures
of habit, no matter the delivery method most employees may have questions,
hesitations, fear and anxiety around change. With this in mind it’s important to
consider the most effective method to facilitate these types of meetings. The
following are a list of six important tips to consider when executing your gathering.
Tip #3 Do Pre-work
Take time to reflect on all important elements of the
change. What exactly is the change and how will this impact your employees? How
do day-to-day operations change and what should this look like? What negative
feedback do you anticipate you might receive? Can you accurately share the anticipated
and immediate positive outcomes of the changes? Brainstorming and even
role-playing what these scenarios may look like will help prepare you with constructive
responses during a presentation. A clear understanding of the change itself will
also provide greater ease for the facilitator to influence and clarify when
questions and concerns arise.
Tip #2 Consider the Purpose, Content and Q &A
Be sure to identify the main overall purpose of your meeting
prior to drafting out your plan and outline. For example, are you clearly
addressing the overarching change goals and then the expectations to reach
those? This clear identification will allow you to easily convey the value and
purpose behind the changes as well as craft the desired flow, format and words
appropriately when determining your agenda. Selecting appropriate visuals,
audio or charts to help the audience connect and understand the material can
also benefit change management. Lastly, clearly establish when you will take
questions. For example, addressing all questions and comments at the end of the
meeting minimizes interruptions and helps facilitate greater focus on each
particular concern at a designated time.
Tip #3 Be Prepared for Negativity
There is always “that” employee but when it comes to change “that”
can become “many.” Remember to first listen. To improve the situation and
meeting, the facilitator must first understand the employee’s concern,
eliminating any underlying assumptions. When negative feedback, comments or
questions arise, active listening allows the facilitator to hear the real distress
and other possible concerns. Second, consider turning the questions around and
asking the audience for support. Provide answers where you can, focusing on
facts and the benefits to employees when applicable. If you don’t know and
answer, tell your people that. This shows that even as a leader, you too, will
not always have all the answers but you intend to collaborate and navigate the
change together.
Tip #4 Consider Handouts
To avoid data overload and to provide clear details on the
change, consider providing tangible pieces of information “to go.” Change can
be overwhelming and often one’s emotional reaction to certain pieces of information
in the meeting may cloud their ability to retain all important information. To lessen
this, consider providing each audience member something to review later that might
include main takeaways, action items, and a summary of the changes. Additional support
might include contact information for questions, resources, and references. This
will help employees to digest the information and review details about the
change again later.
Tip #5 Follow Up & Implementation
To ensure that all employees leave with a sense of purpose
and action, create a long-term accountability and engagement plan. After all
employees understand the new and changing expectations, host multiple follow up
meetings in a variety of communication methods including workshops or town
halls, allowing employees to express their questions, concerns and experience. Additionally,
provide clarity on how these changes should look, who will take on what and how
success will be measured. Summarize your deliverables and share clear info on
when progression will be followed up on. A strong follow up plan will allow
leadership to benchmark progress, overcome obstacles along the way and
successfully navigate the fluctuations.
Tip #6 Be a Leader
A true leader experiences the changes with their team and consistency in your own behavior is key to
successful change. As a leader, always stay positive and solution oriented. Be
sure to temperature check employees and their feelings about their progression
in the following weeks. Never trash any organizational changes that you
yourself might not understand or agree with. Ask questions and seek feedback.
Listen and acknowledge concerns. Provide direction where you can and reinforcement
when employees succeed. Be open to feedback and don’t take it personally. Foster
an environment of support, understanding and encouragement toward your goal. Be
the manager that walks the talk and shows your people how to traverse adversity
and transformation even if you don’t yet have it all figured out.
Although change is never easy, leaders can provide a more
confident direction and support through their behavior and attitude. A leader
can be an instrument of change and significantly impact their team when times
are unclear or evolving. These tips combined with a good understanding of
yourself, will help you connect with your employees in these times.
Barrett, D. (2013). Leadership Communication (4th
ed.). : McGraw-Hill Education
Forbes. (2013). Retrieved from http://www.forbes.com/sites/carolkinseygoman/2013/07/18/communicating-change-what-people-want-to-hear-and-what-they-need-to-see/
Inc.com. (2000). Retrieved from http://www.inc.com/articles/2000/06/19312.html
