Communicate before, during, and after the change

Build awareness before launch, make the first action clear on launch day, and use follow-up messages to reinforce the process and address what employees report.

Colleagues around a whiteboard covered in sticky notes

A sample three-phase sequence

  1. Before — prepare

    Brief team leads, publish the employee announcement, and explain where to submit a new project request.

  2. During — launch

    State that the shared process is now the route for new requests. Show the approved intake link and the details requesters should include.

  3. After — reinforce

    Share answers to recurring questions, clarify points of confusion, and remind employees how to submit a request.

Change the message as the rollout progresses

The launch message explains the new action; the reinforcement message responds to what people need after trying it.

Launch message

Starting Monday, use the shared intake process for new project requests. Include the outcome you need and any timing constraints you know.

  • Say what changes and when.
  • Name the first action.
  • Point to the confirmed intake route.

Reinforcement message

If you are starting a new project request, use the shared intake process. Include the outcome and known timing constraints so the intake team can route it.

Make the action specific

Vague: “Please follow the new process.”

Clear: “Use the shared intake process for new project requests. Include the outcome you need and any timing constraints you know.”

The clearer version identifies who should act, when the process applies, and what information to provide.