Strategic Outreach

Managing Change Via Communications

Length Matters

If you let your CEO send an emailed announcement to everyone with over 600 words, readership will not be optimum. But the low-readership penalty for 800 words or more is harsher. If you think that the only result will be that the employee may merely skim it or stop reading after the first few paragraphs, think again. They won’t read any of it. They skip it.  Gone.  Most figure they don’t have the time to tackle it, and you’ve just lost the chance to impart any information.

Research shows that if most readers look at a page with 8 or 9 dense paragraphs of type, their willingness to read it at all goes down significantly, compared to a communication of 5 paragraphs. This is especially true when major change is swirling around your organization and people are time-stressed.

Here’s what the experts recommend, and I can attest to this advice based on my own experience:

Target length is 400 words. This will take the average reader two minutes to read. So given the 3-second average time people spend previewing “general distribution” work emails, 100 words is even better. Some internal communicators aim for 300 words.

You simply can’t let a long communication go out to staff levels that, for example, explains a re-organization in detail and then profiles four or five new leaders and their roles. You should, instead, just summarize the re-org and the “why,” then link to their profiles in deeper content/resources on your intranet.

You’re looking at about 285 words in this blog post, so a 300 to 400 word target for your internal communication is not much longer.  My next post will look at research on optimal sentence and paragraph length.

yard-stick

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January 20, 2017 Posted by | Change Management, Corporate Communications, health care communications, healthcare integrations, Uncategorized | , , , , , , , , | Leave a comment

Communication tactics during integration of hospitals and medical groups: Lessons Learned, part II

This is the second installment of my mini-series on what I’ve learned from directing internal communications during integration of hospitals and medical group organizations.  My previous post focused on strategy  – this one tackles tactical components.

As integration of employees begins, I create an initial communication with “What’s changing, what’s not.”  We ask managers to deliver it and discuss it with their staff;  supporting FAQs, talking points, and timeline overview reference tools are essential.

Allow as much lead time as possible to prepare this communication. Timing is tricky – it’s a balance between getting it out early enough to alleviate staff angst and confusion, and late enough that most change factors and go-live timeframes have been solidified, to make it as meaningful and helpful as possible.

After this initial overview communication becomes available, move quickly to a bi-weekly and then weekly roll-up update for managers and senior leadership. Consider a second version for all staff that has fewer updates (i.e. only those requiring action by staff as opposed to managers).

Other proven tactical tools:

  • Supply “at a glance” overviews of milestones and dates (via a checklist) for quick reference by core leaders and staff.
  • Reminders (in updates) should be a balance of verbal from managers, visible posted notices, and intranet – with minimal reminders pushed via email, except for inclusion in the weekly roll-up update.
  • Hold monthly drop-ins at the facility – informal, with HR and IT project managers/execs on hand to answer questions. These sessions expand awareness, reduce confusion and build comfort level.
  • Age-old big-organization challenge: making sure important time-sensitive communications get to staff clinicians. Respect time-sensitivity as related to needed actions or impact on staff, especially payroll changes. It may not always be possible to fit notices into the cadence of the e-newsletter updates.

 

January 5, 2017 Posted by | Change Management, Corporate Communications, Employee Integration, health care communications, healthcare integrations, IT Process Change | , , , , , , , | Leave a comment

Communications during integration of hospitals and medical groups: Lessons Learned

Here’s what I’ve learned from directing internal communications to manager and all-employee levels during integration of their hospital or medical group organization into our large health care system.  I’ve done two of each.

  • Develop an over-arching communication plan incorporating all HR, IT and other work streams to ensure consistent messaging to impacted populations (theme, tone, format, terminology).
    • Emphasize positive outcome/future for both organizations
    • Acknowledge short-term inconvenience during change (transparency)
    • Establish channel/vehicle for regular updates to leaders/managers
  • Use a consistent message structure that clarifies what will not change, what will change “now” (i.e. at go-live or start date), and what will change later.
  • Stop the bombardment of one-off email communications about individual aspects of the integration; instead, rely on a weekly rolled-up update (e-newsletter format preferred) that provides everything managers need to know about what’s happening when, and action items. Another version could go to all employees.
  • Equip executive leaders and managers to deliver key messages /information to their employees, always providing clear “actions required” of both the managers and the employees.
  • Align with union contract negotiation timing and politics; fully clarify what applies to each group.
kadlec_fall_exterior-650x430

Kadlec Regional Medical Center in southeast Washington; we integrated all employees there into Providence HR, IT and other systems/services in 2015.

December 27, 2016 Posted by | Acquisition Communications, B-to-B Case Studies, Change Management, Corporate Communications, Employee Integration, health care communications, healthcare integrations, IT Process Change, My Career | , , , , , , , , | Leave a comment

Look at the Load

The list of Top 10 types of resistance in the post below is missing one big, fat factor that can squash the whole change-management equation.  The Load.  Major implementations occur in the context of all other organizational priorities competing for resources and people’s attention.  Change is also more fragile and risky if there is a history of bad implementation experiences with lingering memories of all the stress caused by poor planning and execution.

In the health care industry, doctors, nurses and other clinicians have faced a relentless onslaught of change.  Caring for patients every single day is their primary focus, but every time they turn around from the bedside or the exam room, they are confronted with another expectation. Among them, learning new documentation technology (electronic health record, ICD-10, computerized order entry), on top of time-consuming quality, safety and patient satisfaction initiatives, revised workflows and processes – it goes on and on.

Defining the climate for change is essential.  It determines organizational readiness and strategies for multi-layered sponsorship for the change.  And of course it guides the communication strategy – timing, messaging (regarding critical needs and priorities) and frequency.

elephant sits

July 24, 2015 Posted by | Change Management, Corporate Communications | , , , , , , , , | Leave a comment

My Top 10 List: Resistance to Organizational or Process Change

Two lists here. First, the top five for implementation of major technology change in a healthcare setting, for physicians and other clinicians.

  1. Fear of the unknown
  2. Dislike time commitment to get training, practice, become proficient
  3. Fear of looking incompetent amidst peers
  4. Concern about disruption to operations (patient care)
  5. Resistance to standardization (workflows, clinical content, order sets, etc.)

All of these reasons (above) relate to other industries also. Next, five other reasons for resistance that can round out my all-industry “Top 10.” (Thanks to Robert Tanner’s blog for input on this.)

  1. Loss of status or job security within the organization (believe they will be harmed by change)
  2. Non-reinforcing reward systems
  3. Peer pressure (protect the department or group)
  4. Climate of mistrust (bad history with implementations and other change)
  5. Organization politics (some have personal motives)

May 7, 2015 Posted by | Change Management, Corporate Communications, IT Process Change | , , , , , , , , , | Leave a comment

What Organizational Change Communication Is and Isn’t

Fake Memos for blog post B-sm  Fake Memos for blog post - A-sm

I recently did a presentation for CAPG (accountable care physicians advocacy group here in California) on the do’s and don’ts of communications strategy that supports change management. I began by defining the parameters.

Organizational change communication is not:

  • an increased quantity and frequency of memo announcements from executive leadership, with reminders and cheer-leading messages
  • feel good meetings and conferences with fancy PowerPoint presentations.

To be sure, the initial “decision” announcement from the chief executive that endorses the initiative and commits resources to it is important. It’s the “listen up everybody, we’re going to do this” memo, and it needs to go on record – but it will do virtually nothing to win the hearts and minds of mid-management or staff.

Organizational change communication is:

  • Communication tools/resources/support for the operating layers of sponsorship for the change – the reinforcing sponsors who influence their teams and staff.
  • Support for face-to-face interaction with peers who are champions, and change agents.

I’ll be delving into this deeper in upcoming posts.

April 20, 2015 Posted by | Change Management, Corporate Communications | , , , , , , | Leave a comment

The Black Hole in the Middle

As a communicator, one of the most enlightening aspects of training for Accelerating Implementation Methodology (AIM)  is the focus on mid-managers during change within a large organization. When they aren’t on board with a major change, they can truly represent a black hole.  Many organizations have made the mistake of going this route (below):

  1. Executive leaders sign on and sponsor the change initiative
  2. These leaders issue the edict/pep talk in a memo to all staff
  3. Mid-managers shrug their shoulders and quietly begin passive resistance.
  4. Staff listens to their managers and adopts the “who cares” attitude; indifference and resistance builds.

In any cheese-moving, game-changing upheaval, the most resistance to change will typically come from those who have the highest vested interest in things remaining the same. As AIM’s Don Harrison puts it: long-employed managers have been told for years that if they play by the rules, they’ll advance.  Now you’re changing the rules.  They’re confused, afraid, and/or angry.  That’s why our communication tools during change focus on managers – helping them to absorb it and articulate it for their staff.

Black_hole

Resistance can surface “out of nowhere.”  I’ve been part of a major organization-wide change where it was realized in the 11th hour right before go-live that a whole department was on the sidelines and hadn’t done any of the training. The department’s director calmly commented:  “Oh, didn’t we tell you, we’ve decided not to participate.”  Needless to say, that wasn’t an option.

So I’ve learned not to confuse awareness with understanding, much less subscription to the cause.  We strive in our communication programs to answer two questions:  “How does this impact me?” and “What’s in it for me?”

January 21, 2015 Posted by | Acquisition Communications, Change Management, Corporate Communications | , , , , , , | Leave a comment

Employee Integration After Acquisition – the Communications Factor

Underestimate the impact of an acquisition on the employees of the acquired organization at your own risk and peril. Just because an employee will continue to do their same job after integration, doesn’t mean that things don’t change in their work world. Often it’s dozens of things – their health & welfare benefits, retirement savings, life insurance, pay date and other HR services (or HR self-service). Their email, information and collaboration networks probably change also. Angst festers due to uncertainty, as employees wonder if their role will continue long-term within the new organization, especially if it’s a larger, more complex organization.

As your people move from being an employee of Company A to an employee of Conglomerate ABC, well-strategized communications are needed to avoid confusion, skepticism and negative perceptions about the change. This series of blog posts will explain what worked for us during the integration of 1,280 clinicians and support staff, plus about 900 affiliated physicians, at a prestigious hospital that became a part of our 33 hospital, 5-state health care system.    

The Kick-Off Strategy – Spell Out What’s Changing, and What’s Not

It is imperative to kick off the integration with a substantive communication from executive leadership that spells out what’s changing, and what’s not changing for the employee. Do this before the integration begins impacting everyone. Effective sponsorship of the change requires multiple levels of management to be actively supportive and involved, but the process starts with executive leaders. They need to not only endorse the change initiative, but also communicate its importance and the resources they have ensured are behind it.

Allow as much lead time as possible to prepare this communication. Timing is tricky – it’s a balance between getting it out early enough to alleviate staff angst and confusion, and late enough that most change factors and go-live timeframes have been solidified to make it as meaningful and helpful as possible.

The emphasis in all communications to managers and staff groups should be on the positive outcome and future for both organizations, but there should be acknowledgement of the challenges and short-term inconvenience during the change. Transparency is key.

November 25, 2014 Posted by | Acquisition Communications, Change Management, Corporate Communications, Employee Integration | , , , , , , , , , , , , | Leave a comment

Communication Tactics and Tools as Employee Integration Begins

To get employees on board during integration into a new organization, equip managers with information on the integration steps and ask them to discuss it with their staff/team. This is typically a very effective way to build awareness, depending on the organization’s culture. We prepare FAQs, Talking Points, and Timeline Overview tools to assist these core leaders.

There’s one communication, however, that you’ll want to send directly to all staff levels, without relying solely on mangers. It’s an initial “what’s changing, what’s not” roll-up communication from an executive leader that previews what happens during the integration.

Due to the structure of teams working on the integration, the tendency is to generate one memo from HR and one from Information Services (a.k.a. “IT”) explaining the changes and when they will occur. Resist the temptation to produce separate “welcomes” and combine them. An employee cares about what changes, both personally (for them and their family) and within their immediate work environment, not what department is sponsoring the change. Certain employees also will be looped into other arenas that change, such as supply chain or finance.

Another tool is an “at a glance” overview of milestones and dates (via a checklist or other vehicle) for quick reference by managers and staff. Here’s an example – part of a checklist from a recent integration I anchored.

Pathways to Providence piece

This series of blog posts explains what worked well (or didn’t) during the integration of about 2,000 clinicians, support staff and affiliated physician, at a prestigious hospital that became a part of our 33 hospital, 5-state health care system.

 

November 17, 2014 Posted by | Acquisition Communications, Change Management, Corporate Communications | , , , , , , , , , , | Leave a comment

Maintain a Reliable Channel for Updating Core Leaders (Managers and Above)

During the whirlwind of changes that impact employees during integration (after an acquisition), it’s important to establish and promote a primary channel/vehicle for regular updates to core leaders, i.e. managers and above.

My colleagues and I found that a common complaint is that there are too many discrete memo-announcements on individual HR and IT subjects during an integration, and managers and staff get overwhelmed as they accumulate the various information.

After the initial overview-of-the-integration communication is released early in the integration, move quickly to a weekly roll-up update for core managers. Keep each item brief with links to more information or related resources. This should greatly reduce one-off memos. Reminders should be a balance of verbal communications (from managers during staff meetings, for instance), posted notices, and reinforcement on the organization’s intranet . Minimize the repeated “push” communications via email; instead, tune managers into reading the weekly roll-up update.

A great way to format the weekly update is to divide the notices and information under three headings: “Take Action” or “Action Needed”  (when the reader needs to do something), “Need to Know” (for information the reader should pay close attention to), and “Other Updates.”   A fourth section often is a calendar of upcoming milestones and go-lives.

Our Transition screenshot-cropped

A weekly e-newsletter “roll up” update to managers helps to keep everyone on the same page during integration, and minimizes excess email traffic. Here’s two (above and below) I developed for recent integrations.

Integration Update screenshot

This series of blog posts explains what worked well (or didn’t) during the integration of about 2,000 clinicians, support staff and affiliated physician, at a prestigious hospital that became a part of our 33 hospital, 5-state health care system.

November 11, 2014 Posted by | Acquisition Communications, Change Management, Corporate Communications, Employee Integration | , , , , , , | Leave a comment