Having the right change management communication tools can be crucial during tumultuous times. For internal comms professionals, these tools transform uncertainty into clarity, ensuring every employee stays informed and engaged. Read along as we share the best tools to leverage in the face of organizational change.
Navigating workplace change requires more than just announcing new policies or procedures. A successful change management communication plan keeps employees informed, engaged, and supportive of necessary changes. Internal communication professionals play a pivotal role in this process, using change management communication tools to create seamless transitions and improve employee approval ratings.
In this guide, we’ll cover the 10 essential change management communication tools, software or platforms for communicators. From email to SMS platforms, these tools offer features that streamline communications, capture employee feedback, and track engagement—ensuring that messages reach every employee effectively.
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What is Change Management Communication?
Change management communication is a structured approach to guiding employees through organizational changes. It involves clear, consistent messaging that helps employees understand the purpose, benefits, and their role within the transition. Through well-planned change management communication strategies, communicators can align employees with organizational goals, fostering a positive environment for change.
🎁 BONUS: A notable trend for this year is that internal comms is at the forefront of change management. Read all about it by diving into our internal communication trends blog post.
What are Change Management Communication Tools?
Change management communication tools are software and platforms that internal communicators use to implement their change management communication plans. These tools support various channels—such as email, SMS, and surveys—ensuring that messages are accessible to all employees.
10 Best Change Management Communication Tools
1. ContactMonkey
Purpose of the tool: ContactMonkey is a robust internal communications platform supporting change management communication that helps deploy meaningful employee touchpoints, through email, surveys, and SMS. As a change management communication platform, teams can send and track employee emails and surveys to understand engagement, measure feedback, and identify employees (or circumstances) that may require additional support.
ContactMonkey integrates directly with Outlook and Gmail, enabling targeted messaging and detailed engagement analytics. This makes it ideal for immediate organizational change management communication needs.
Key features:
- Seamless integration with Outlook and Gmail
- Real-time analytics for email and survey engagement
- Employee feedback tool to gather survey responses
- Pre-made templates for consistent, branded communication
How to use the tool for change management: Use ContactMonkey to send regular email updates on your change initiative, schedule follow-up reminders, and embed feedback surveys directly in emails. With detailed analytics, like click rates and heat maps, communicators can track engagement metrics like open and click-through rates, ensuring employees stay informed through optimized change management communication emails.
Real-life example: A company undergoing restructuring can use ContactMonkey to share progress updates, timelines, and FAQs, ensuring every team is aligned. Collecting employee feedback via surveys allows HR to address concerns, enhancing transparency and support for the change.
2. Slack
Purpose of the tool: Slack is a real-time messaging and internal collaboration tool that supports segmented communication, making it ideal for ongoing change-related discussions. With its dedicated channels, Slack enables communicators to organize conversations, allowing employees to access relevant updates and offer feedback.
Key features:
- Real-time messaging with dedicated channels for segmented topics
- Integration with Google Workspace, Office 365, and Asana
- File sharing and video conferencing capabilities
- Customizable notifications and automated message reminders
How to use the tool for change management: Set up dedicated channels within Slack for Q&A, feedback, and regular updates on the change initiative. Employees can ask questions, share concerns, and access all relevant documents in one place, fostering a collaborative approach to change.
Real-life example: When implementing a new change management communication software system for example, a company’s IT team can create a Slack channel where employees post questions, report issues, and receive real-time, conversational assistance. This change management communication helps employees feel supported and reduces friction even during a small tech adoption.
3. Microsoft Teams
Purpose of the tool: Microsoft Teams is a comprehensive collaboration tool that combines messaging, video conferencing, and file sharing. It is useful for managing large-scale change initiatives that require frequent updates and coordination.
Key features:
- Persistent chat and video conferencing for real-time communication
- Integration with SharePoint and other Microsoft 365 applications
- Task assignments through Planner for managing project workflows
- Channels for organizing segmented communication by department or team
How to use the tool for change management: Use Teams to hold virtual town halls or Q&A sessions, addressing employee questions and concerns about the change. Create channels specific to each department, ensuring relevant updates are delivered to the right people.
Real-life example: During a shift to hybrid work, an organization uses Teams to communicate new protocols and training materials and answer employee questions. Recording town hall sessions allows employees to refer back as needed, supporting a thorough change management communication plan.
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4. Trello
Purpose of the tool: Trello is a project management platform that organizes tasks visually, using boards, lists, and cards to track the progress of change initiatives. It’s a practical tool for managing the different stages of a change management communication plan.
Key features:
- Customizable boards, lists, and cards for visual task organization
- Integration with Slack, Google Drive, and other tools
- Labeling, categorization, and tagging for tracking progress
- Calendar view for setting deadlines and managing project timelines
How to use the tool for change management: Use Trello to map out each phase of your change initiative, assigning tasks to different communication team members. Track progress on each task, ensuring that all steps your plan that ladder up into your change management communication strategy are executed smoothly.
Real-life example: For a new employee benefits program, Trello helps internal communicators and HR teams to plan and execute the rollout of employee benefits communication by organizing tasks such as announcements, email drafts, and follow-up surveys, ensuring a consistent and organized communication flow.
🎁 BONUS: If you haven’t yet taken a step back to fully develop your internal comms strategy, use our handy internal communication strategy checklist guide.
5. Workvivo
Purpose of the tool: Workvivo is an employee engagement software designed to enhance engagement and streamline internal communications. It’s effective to use during organizational changes. It offers a social media-like experience, enabling employees to share updates, recognize achievements, and stay informed about company news, fostering a connected and informed workforce.
Key features:
- Social media-style activity feed for company updates and employee interactions
- Integration with existing tools like Slack, Microsoft Teams, and email platforms
- Analytics dashboard to monitor engagement and communication effectiveness
- Mobile accessibility to reach deskless and remote employees
How to use the tool for change management: Utilize Workvivo to post regular updates about change initiatives, share success stories, and recognize employee contributions. Encourage employees to engage with posts, ask questions, and provide feedback, creating a two-way change management communication channel that supports transparency and inclusivity during transitions.
Real-life example: During a company-wide restructuring, use Workvivo to communicate new organizational structures, introduce new team members, and celebrate milestones achieved during the transition. Employees can comment on posts, ask questions, and receive timely responses, ensuring clarity and reducing uncertainty throughout the change process.
6. Asana
Purpose of the tool: Asana is a project management software that enables teams to organize tasks, timelines, and workflows for large-scale projects. It’s well-suited for coordinating multi-department change initiatives that require detailed tracking.
Key features:
- Visual timelines and Gantt charts for project tracking
- Task assignments with due dates and reminders
- Integration with Slack, Google Workspace, and Microsoft Teams
- Customizable workflows and automated tasks
How to use the tool for change management: Leverage Asana to break down change initiatives into actionable steps, assigning responsibilities to team members and setting deadlines. Asana’s visual project overview keeps stakeholders informed, supporting a structured change management communication plan.
Real-life example: During an organizational policy update, HR can use Asana to assign communication tasks to team members, track progress, and ensure that necessary training and follow-up emails are completed on schedule.
7. Zoom
Purpose of the tool: Zoom is a widely-used video conferencing tool that enables virtual meetings and Q&A sessions, making it ideal for addressing employee questions and providing updates during the change process.
Key features:
- High-quality video and audio conferencing for large groups
- Screen sharing, breakout rooms, and chat options for interactivity
- Recording capabilities for later reference
- Polling features for collecting real-time employee feedback
How to use the tool for change management: Host Zoom meetings to announce change initiatives, answer questions, and address employee concerns. Use polling features to gauge employee sentiment during sessions, adjusting your change management communication strategy based on feedback.
Real-life example: For an office relocation, a company uses Zoom to provide an overview of the new office layout, answer logistics questions, and address employee concerns. Recording the session ensures that anyone unable to attend can access the information.
8. SurveyMonkey
Purpose of the tool: SurveyMonkey is a survey tool that allows communicators to gather employee feedback and assess the impact of change initiatives. Surveys are customizable, offering valuable insights into employee sentiment.
Key features:
- Variety of customizable survey templates
- Options for anonymous feedback collection
- Real-time analytics for response trends and insights
- Integration with Slack and Microsoft Teams for distribution
How to use the tool for change management: Use SurveyMonkey to distribute surveys at different stages of the change process, capturing pre- and post-change sentiment. Analyzing survey results helps identify areas for improvement in your change management communication plan.
Real-life example: After implementing a remote work policy, HR uses SurveyMonkey to survey employees on their experiences and collect feedback on the policy’s impact, helping the organization make adjustments as needed.
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9. SnapComms
Purpose of the tool: SnapComms is an internal communication tool that provides desktop alerts, pop-ups, screensavers, and digital signage to ensure messages reach employees immediately, making it ideal for urgent change management communication.
Key features:
- Desktop alerts, push notifications, and screensavers
- Targeted messaging options for specific departments or teams
- Mobile app support for remote employees
- Detailed engagement analytics to track message reach
How to use the tool for change management: Use SnapComms to deliver urgent updates or reminders about change initiatives, ensuring high visibility for critical messages
Real-life example: During an urgent office relocation, SnapComms can send immediate desktop notifications to all employees, detailing new office addresses, directions, and contact information. Screensavers can also be updated to include moving reminders, ensuring no one misses essential details during the transition.
10. Twilio
Purpose of the tool: Twilio is a powerful SMS platform that enables organizations to send instant text messages to employees, making it especially valuable for time-sensitive change management communication where reaching employees quickly is essential.
Key features:
- Automated SMS notifications for real-time updates
- Personalization for customized messages
- Integration with CRM and HR platforms for targeted communication
- Delivery analytics to measure reach and response rates
How to use the tool for change management: Twilio can be used to send urgent SMS updates about changes that require immediate attention, such as sudden policy shifts, safety alerts, or emergency closures. With Twilio’s targeting features, messages can be personalized to specific teams or locations.
Real-life example: During a weather-related office closure, HR can use Twilio to notify employees via SMS, ensuring everyone receives critical updates about safety protocols and expectations for remote work. This method is highly effective for change management communication SMS needs, ensuring rapid information delivery.
How ContactMonkey Helps You With Change Management Communication
A successful internal communications campaign regarding important changes requires the right change management communication tools.
Here’s how change management communication software like ContactMonkey can support change management communication:
- Integrated email communication: ContactMonkey integrates seamlessly with Outlook and Gmail, enabling targeted, real-time communication during change initiatives.
- Data-driven insights: Use advanced analytics to measure engagement with change-related communications, helping refine messaging strategies.
- Employee feedback loops: Collect and analyze employee feedback directly through surveys embedded in emails, facilitating real-time adjustments to change management plans.
- Crisis communication support: Ensure transparent and consistent communication during critical transitions and get support on executing a crisis management plan through SMS communications and email channels
- Enhanced engagement through personalization: Personalize messages through list management to cater to different employee groups, ensuring the relevance and impact of communications.
- Compliance and security: Maintain communication integrity with built-in compliance and security features to offer secure internal communications and protect sensitive information during transitions.
By developing a strategy that includes the right change management communication platforms, allowing for employee feedback, real-time messaging, and targeted outreach, you can create a smoother transition, improve employee morale, and achieve long-term success.
As you navigate organizational change, ContactMonkey optimizes every email campaign based on data, making your communications more effective, send after send. Book a free demo today to learn more!
