Template for Change Leader Briefing

Project Name

Session overview

Project Name   Date / time  
Audience   Speaker Name, role, department
Location/link  
Purpose The purpose of this session is to help leaders build an understanding of the upcoming change and their role to play in ensuring its success.

Session outline

Item Content
Introduction
  • Welcome participants, thank them for their time
  • Introductions – key roles
  • Overview/purpose of the session
1. Background
  • Provide context – build the case for why
  • Ensure to include both ‘head’ and ‘heart’ – logic/data and empathy
  • Examples: outdated software; improve organisational governance; changing customer requirements
2. Logistics
  • Describe what is changing, when, where, how, and for who
  • Get granular – explain the change for end users first, then change leaders, etc
  • The communication strategy and plan – the approach you will take, why, and the timeline of communication and other change activity
3. Your role
  • Explain that leaders have a pivotal role to play in ensuring the success of the change. You will be looking to them to role model behaviours and communicate effectively.
  • As a leader, your role is to own this change – because your role is also to help our organisation succeed.
  • What support will be provided? Examples: key messages, FAQs
4. Communication tips
  • Tailor the communication tools provided to make them relevant for your team; put them into your own words
  • Tailor the communication in the way that best suits the needs of your team, eg, better delivered in a team meeting, or 1:1s?
  • Work with your team to co-create an understanding of what the change means for them, which helps to build understanding
  • Have two-way communication methods that encourage questions, and gather feedback that you can share
5. Questions
  • Start with any pre-submitted questions
  • Open to questions from participants
6. Close & next steps
  • Thank leaders for their time and participation.
  • Explain when they can expect further communication.

Scope of Change Summary

Scope of Change (for simple change)

What’s new? Eg, new follow-me print system
Why is it changing? Eg, to improve quality of print and cost efficiencies; to make it easier to print from any printer in any office
What is it replacing? Eg, an outdated system that produces poor-quality products, and only allows employees to print to particular printers
What’s staying the same? Eg, can still print in colour or black and white, and you can still print on different paper sizes; printer locations will remain the same – ie, not removing any printers
Who is impacted? Eg, team members in Head Office – approximately 500 people
How are they impacted? Eg, will experience some downtime as new devices are installed; will need to learn how to use the new print system
When will the impacts take place? December 2021

Scope of Change (for a complex change)

1. Audience analysis

Control High

Change Influencers

 

List the audience groups

Change Leaders

 

List the audience groups
Low

Interested Observers

 

List the audience groups

End Users

 

List the audience groups
  Low High Impact

 

2. Change impacts

Who is impacted? What’s new for them? Why is it changing for them? What is it replacing? What’s staying the same? How will they be impacted? What are the benefits for them?

Audience 1

Eg, contact centre team members

 New enterprise agreement – different approach from logging overtime – will now log in increments of 15 minutes To bring the EA in line with new workplace legislation; to ensure fairer payment of overtime Old EA under which logging overtime was done in increments of 30 minutes You will still log your hours via the same timesheet software Will no longer ‘round up’ to the nearest half hour – could result in some employees receiving less overtime. Easier / clearer system of logging overtime – for example, if an employee does 45 minutes overtime, there’s no confusion over whether to log 60m or 30m

Audience 2

Eg, team leaders

 Will need to check timesheet data accurately reflects 15m intervals. Will also need to support team members in implementing the change. To bring the EA in line with new workplace legislation; to ensure fairer payment of overtime Old EA under which logging overtime was done in increments of 30 minutes Team leaders will still access data through the same timesheet software. Timesheet submission timeframes remain the same. Will need to ensure employees stick to 15-minute intervals; will need to double-check timesheets are accurately recorded for overtime. Easier / clearer system of logging overtime – for example, if an employee does 45 minutes overtime, there’s no confusion over whether to log 60m or 30m
Audience 3            

Change Communication Plan

PROJECT NAME

Document overview

Project Name   Date  
Project Lead Name, role, department Comms Lead Name, role, department
Reviewer Name, role, department Approver Name, role, department
Document version   Date Updated  
Purpose The purpose of this document is to provide the over-arching communication strategy and plan to support the change project.

(main source: Mel Loy, 2024)

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