How can you write effectively to increase employee engagement during change?

1 Understand your audience

Before you start writing, you need to know who you are writing for, what they need to know, and how they might feel about the change. Conduct a stakeholder analysis to identify the different groups of employees affected by the change, their level of interest, influence, and impact, and their preferred communication channels. Use surveys, interviews, or focus groups to gather feedback and insights from your audience. This will help you tailor your messages to their needs, concerns, and expectations.

2 Define your purpose and goals

Every communication you write should have a clear purpose and goal. What do you want your employees to know, feel, and do as a result of your message? How does your message align with the vision, mission, and values of your organization? How does your message support the change objectives and outcomes? Write a brief statement that summarizes your purpose and goal, and use it as a guide for your content and tone.

3 Use the right tone and language

The tone and language you use can make a big difference in how your employees perceive and respond to your message. Use a positive, respectful, and supportive tone that acknowledges the emotions and challenges of the change, but also highlights the benefits and opportunities. Avoid jargon, acronyms, and technical terms that might confuse or alienate your audience. Use simple, clear, and concise language that is easy to understand and act on. Use active voice, action verbs, and personal pronouns to create a direct and engaging connection with your audience.

4 Structure your message logically

A well-structured message helps your employees follow your main points, arguments, and calls to action. Use a clear and consistent format that includes an introduction, a body, and a conclusion. In the introduction, state the purpose and goal of your message, and provide some context and background for the change. In the body, explain the rationale, process, and impact of the change, and address any questions or concerns your audience might have. In the conclusion, summarize the key points, restate the benefits and expectations, and provide a clear and specific call to action.

5 Invite feedback and dialogue

Communication is a two-way process, and you need to encourage feedback and dialogue from your employees to increase their engagement and involvement in the change. Provide multiple channels and opportunities for your employees to share their opinions, ideas, and suggestions, and to ask questions or raise issues. Respond to their feedback promptly, honestly, and constructively, and incorporate their input into your change plans and actions. Show your appreciation and recognition for their contributions and achievements.

6 Review and revise your message

Before you send or publish your message, you need to review and revise it to ensure it is accurate, relevant, and effective. Check your message for spelling, grammar, punctuation, and formatting errors that might undermine your credibility and clarity. Use tools like Grammarly, Hemingway, or ProWritingAid to help you with this task. Ask a colleague, a manager, or a representative of your audience to proofread your message and give you feedback. Make any necessary changes to improve your message and achieve your goals.