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Using Internal Email For Effective Change Management Training Online

As change management communications continue to emerge as an important part of the internal communicator’s role, proper training becomes more critical. Read along as we share how to launch change management training within your organization and why email is change’s BFF.

We know that change is constant. We also know that while change isn’t always under the internal communicator’s control, managing it effectively is.

This is where change management training becomes indispensable. Empowering IC pros to communicate change better will align employees with new organizational objectives and ensure smoother transitions. 

Come along as we discuss the benefits of change management training and ideas, reveal change management communication techniques, and dispense actionable insights for HR leaders and internal communicators to build a successful change management training plan for online learning.

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What Is Change Management Training?

Change management training equips employees and leaders with the tools and techniques to navigate organizational shifts. Whether it’s a technological upgrade or restructuring, the goal is to minimize disruption in the workplace. With specialized change management training, organizations can ensure key players communicate and roll out change in a way that increases successful adaptation to new systems, structures, or processes.

Why Is Training Important for Change Management?

Change management training is important because it bridges knowledge gaps and empowers teams to implement changes that promote success and unification across their organizations.

The benefits for businesses who take advantage of change management training include:

  1. Enhanced employee adaptability: Employees equipped with change management training and supporting content adapt quicker to new workflows.
  2. Reduced resistance to change: Tailored change management training programs address specific concerns, reducing pushback.
  3. Improved workplace productivity: Clear instructions and expectations minimize downtime during transitions.
  4. Stronger leadership development: Specialized programs for leaders, such as change management training for leaders and executives, build stronger, more confident decision-makers.

Types of Change Management

Understanding the types of change management helps tailor your change management training plan. These are the most common types of change management for organizations: 

  1. Organizational change: Restructures in company hierarchy or processes.
  2. Technological change: New software or tools.
  3. Transformational change: Holistic shifts in company culture or mission.
  4. Incremental change: Gradual adjustments to workflows or policies.

Best Practices for Effective Change Management Training

Below are seven best practices for crafting and implementing a successful change management training plan. These practices ensure that your training aligns with organizational goals while effectively engaging employees (and leaders).

1. Conduct a comprehensive assessment of your organization’s change landscape

Start your change management training journey with a thorough evaluation of your organization’s needs, goals, and employee readiness.

Why this is important: A clear understanding of the current landscape allows you to design a change management training plan tailored to address specific challenges and opportunities.

Steps to take:

  • Identify the key changes your organization is undergoing and the skills required to navigate them.
  • Conduct surveys and focus groups to gather insights into employee concerns and training needs.
  • Analyze past training initiatives to learn what worked and what didn’t.

How to measure impact:

  • Track the relevance of training topics to employee needs through post-training surveys.
  • Use baseline assessments to measure progress against initial benchmarks.

2. Complete an internal communication audit to understand change management communication channels

Evaluate your existing communication channels and conduct an internal communications audit to determine how best to deliver change management training content to employees. Prioritize email as a powerful and versatile channel and the one that’s most frequently used by employees. 

Why this is important: Understanding which channels are most effective ensures that training materials reach employees in a way that resonates and engages them. Email is particularly impactful due to its wide accessibility and ability to provide measurable engagement insights.

Steps to take:

  • Review analytics for existing channels (email, intranet, messaging platforms) to gauge employee engagement.
  • Conduct employee surveys to identify communication preferences.
  • Assess the effectiveness of internal email platforms like ContactMonkey for delivering training and collecting feedback.

How to measure impact:

  • Monitor email open and click-through rates to evaluate message effectiveness.
  • Compare engagement metrics across channels to identify trends and preferences.
  • Use post-training surveys to confirm communication success.

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3. Identify key leaders who will help roll out change communications 

Identify and understand the specific needs of leaders and people managers, tailoring the change management training program to their roles and learning styles. 

Why this is important: Leaders and people managers are key drivers of change. By equipping them with role-specific training, you empower them to lead their teams effectively and ensure alignment with the organization’s change objectives.

Steps to take:

  • Segment the audience into categories like senior leaders, middle managers, and frontline managers.
  • Assess their knowledge gaps and readiness for change initiatives by conducting 1:1 interviews (but make them casual). 
  • Develop personalized modules focused on communication strategies, managing resistance, and motivating their teams.

How to measure impact:

  • Track manager participation in training sessions.
  • Evaluate their team’s engagement and adoption rates post-training.
  • Use leadership feedback to refine training materials for future programs.

🎁BONUS: Once you understand your leadership audience, equip them with the tools they need to communicate effectively. Use our guide on leadership communication to help them with this. 

4. Develop engaging change management training content for employees

Create change management training content that is engaging, interactive, and tailored to diverse learning styles.

Why this is important: Interactive and dynamic content captures employee attention, fosters better information retention, and reduces resistance to change.

Steps to take:

  • Use videos, infographics, and gamified quizzes to make training sessions engaging.
  • Design role-specific modules for employees, managers, and executives.
  • Incorporate real-world scenarios and case studies for practical understanding.

How to measure impact:

  • Monitor engagement metrics like completion rates and time spent on training modules.
  • Gather feedback on the relevance and appeal of the content through surveys.

5. Leverage technology for change management emails and content

Use advanced change management platforms to deliver training and monitor its effectiveness.

Why this is important: Technology simplifies training delivery, enables real-time tracking, and ensures scalability across teams and geographies.

Steps to take:

  • Choose a reliable internal communication tool like ContactMonkey to send training announcements and content. 
  • Implement a Learning Management System (LMS) to centralize training resources.
  • Use analytics to track participation, engagement, and knowledge retention.

How to measure impact:

  • Analyze data from email open rates, clicks, and quiz results to measure engagement.
  • Compare pre- and post-training knowledge assessments.

🎁BONUS: You’ll also want to understand how to connect all the tech and use each platform effectively through a systems-based approach. Take a look at our article on designing an effective internal communication system.

6. Encourage change management training for leaders and key stakeholders

Ensure leaders actively participate in the change management training program to model commitment and inspire employees.

Why this is important: When leaders actively engage in training, it reinforces the importance of the initiative and motivates employees to follow suit.

Steps to take:

  • Provide change management training for leaders and executives with tools to communicate effectively and manage resistance.
  • Include leaders in training sessions to demonstrate commitment.
  • Empower managers to act as change ambassadors within their teams.

How to measure impact:

  • Evaluate leadership participation rates and their role in facilitating change.
  • Track team-level adoption rates to assess leadership influence.

7. Evaluate and refine your change management training program

Adopt a feedback-driven approach to improve the effectiveness of your change management training plan over time.

Why this is important: Continuous improvement ensures the training remains relevant and addresses emerging challenges effectively.

Steps to take:

  • Collect feedback through post-training survey questions and one-on-one discussions.
  • Analyze data to identify gaps and areas of improvement in training content and delivery.
  • Update training materials regularly to reflect organizational changes.

How to measure impact:

  • Track training satisfaction scores over time.
  • Monitor the speed and success of change initiatives post-training.
  • Use analytics to measure improvements in employee performance and engagement.

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Common Change Management Training Topics to Cover

When designing change management training content, consider including the following essential topics to ensure comprehensive coverage in your training:

1. Understanding change management 101

This content should offer an overview of the vision, goals, and rationale behind the change to align everyone with organizational objectives.

How to execute:

  • Create presentations or videos explaining the purpose and expected outcomes of the change.
  • Use internal email campaigns to share regular updates on progress and milestones.
  • Host Q&A sessions to clarify employee doubts.

Content ideas:

  • Explainer video: A 2–3-minute video outlining the goals of the change and the long-term benefits for employees and the organization.
  • Progress timeline: A visual timeline shared in emails or on the intranet showing key milestones.
  • FAQ document: A living document addressing common employee concerns about the change.

2. Roles and responsibilities in the change management process

Establish clear definitions of what is expected from employees, managers, and leaders during the change process.

How to execute:

  • Develop detailed role descriptions tied to the change initiative.
  • Distribute responsibilities via internal emails and team meetings.
  • Include case studies showcasing successful role execution.

Content ideas:

  • Responsibility matrix: A visual chart shared with teams detailing who is responsible for specific tasks.
  • Case study: An email or document highlighting how a similar role successfully navigated a past change.
  • Team playbook: A guide with action items and best practices for employees in specific roles.

3. How to effectively communicate change

Be sure to incorporate content that covers strategies for transparent, consistent, and inclusive messaging throughout the change process.

How to execute:

  • Use multi-channel communication like email, SMS, and intranet updates.
  • Train managers on how to effectively cascade messages to their teams.
  • Provide templates for communicating updates clearly.

Content ideas:

  • Weekly update emails: Summarize what has been achieved, what is next, and any challenges encountered.
  • Messaging templates: Pre-written email templates for managers to use when communicating with their teams.
  • Interactive polls: Quick, anonymous surveys sent via email or chat tools to gauge employee sentiment.

4. How to overcome change management challenges 

This kind of content should incorporate techniques to help employees manage stress and overcome resistance to change.

How to execute:

  • Conduct workshops on stress management and adaptability.
  • Share articles, videos, or podcasts on coping with change.
  • Provide one-on-one coaching for employees struggling to adapt.

Content ideas:

  • Interactive webinar: A session focused on stress management techniques tailored for workplace challenges.
  • Personal stories: Share testimonials from employees who successfully adapted to past changes.
  • Microlearning modules: Short, interactive lessons on resilience-building techniques sent via email or LMS.

5. Skill development and training to support change

Cover information around training on specific tools, processes, or technologies being introduced as part of the change.

How to execute:

  • Host virtual training sessions on new tools and develop the content to support.
  • Create step-by-step guides or video tutorials.
  • Use interactive quizzes to reinforce learning.

Content ideas:

  • Step-by-step video tutorials: Videos showing how to use new software or processes effectively.
  • Hands-on workshops: Role-specific practice sessions to develop required skills.
  • Knowledge check quizzes: Quick quizzes delivered after training sessions to test retention.

6. How to foster effective collaboration and teamwork

Encouraging cooperation and fostering team spirit to ensure a smoother transition. For people managers and leaders, they’ll be spearheading the efforts so it’s important for them to understand how to foster collaboration and teamwork. 

How to execute:

  • Develop content that emphasizes the importance of cross-functional teamwork and practical strategies to build collaboration.
  • Provide resources to help teams create shared goals and celebrate achievements together.
  • Incorporate training on using collaborative tools to enhance communication and efficiency.

Content ideas:

  • Scenario-based modules: Develop case studies or role-playing scenarios where teams solve a change-related challenge collaboratively.
  • Goal-setting guides: Create templates and instructional videos on setting and visualizing shared team goals through tools like dashboards.
  • Interactive icebreakers: Offer a library of virtual activities, such as quizzes or games, to help managers build camaraderie within their teams.

7. How to build continuous employee feedback

Creating content that highlights the importance and processes of gathering and implementing important employee feedback during the change process is essential for maintaining transparency and driving improvements.

How to execute:

  • Design content that educates employees on how their feedback contributes to the change process and outcomes.
  • Provide resources for managers to conduct feedback sessions effectively and communicate resulting actions.
  • Use digital tools like surveys and portals to capture real-time employee input.

Content ideas:

  • Guides on creating surveys: Develop step-by-step instructions or templates for designing effective change management pulse surveys (or, others) and polls, emphasizing clarity and brevity.
  • Educational content on feedback channels: Offer videos or infographics explaining how employees can use anonymous feedback portals or other communication tools.
  • Action-oriented newsletters: Share updates highlighting how employee feedback has influenced decisions, reinforcing the value of contributions.

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Best Tools and Software for Change Management Training

Here are some essential categories of change management tools and the most popular options in each to support an effective change management training program: 

1. Internal email platforms

What these platforms do: Internal email tools streamline communication with employees by delivering targeted, measurable messages to ensure information reaches the right audience.

Popular choices:

  • ContactMonkey: Integrates with Outlook and Gmail, and offers advanced analytics for tracking engagement.
  • Poppulo: Focuses on corporate email campaigns with insights into reach and performance.

2. Learning management systems (LMS)

What these systems do: LMS platforms provide a centralized hub for hosting and tracking training materials, such as videos, quizzes, and certifications.

Popular choices:

  • Moodle: Open-source platform for customizable training.
  • Docebo: AI-powered for adaptive learning.
  • TalentLMS: Simplified setup and user-friendly interface.

3. Survey and feedback tools

What these feedback tools do: Capture employee input to refine training and gauge effectiveness.

Popular choices:

  • SurveyMonkey: Easy-to-create surveys with robust analytics.
  • Qualtrics: Advanced features for employee experience measurement.
  • Google Forms: Simple, free solution for quick feedback collection.

4. Video and interactive content tools

What these content tools do: Create engaging, multimedia-rich training content to enhance knowledge retention.

Popular choices:

  • Camtasia: Screen recording and video editing for tutorials.
  • Vyond: Animation platform for creating storytelling content.
  • Canva: Simplifies the creation of visual aids and infographics.

5. Collaboration platforms

What these collaboration platforms do: Facilitates teamwork and real-time communication during training and implementation.

Popular choices:

  • Microsoft Teams: Integrated tools for chat, file sharing, and virtual meetings.
  • Slack: Channels for organized team communication.
  • Zoom: Video conferencing for live training sessions.

6. Analytics and tracking software

What this software does: Track engagement and measure the success of training initiatives with detailed insights.

Popular choices:

  • Google Analytics: Monitors employee interactions with training content.
  • Power BI: Converts raw data into actionable insights.
  • Tableau: Visualizes complex data to highlight trends.

How to Create a Change Management Training Program for Online Learning

Creating an effective change management training program tailored for online learning ensures your organization can manage transitions efficiently while engaging employees. Follow this simplified, scannable guide to get started.

1. Define your objectives and audience

A clear understanding of your goals and target audience lays the foundation for your training program.

Why this is important: Tailored training aligns with organizational objectives and addresses the unique needs of different employee groups.

Questions to answer:

  • What changes are being implemented?
  • Who needs to be trained (employees, managers, leaders)?
  • What outcomes should the training achieve?

Steps to follow:

  1. Identify the specific skills and knowledge employees need for the change.
  2. Segment your audience by role and responsibilities.
  3. Establish clear, measurable training goals.

Tools to use:

  • ContactMonkey for employee segmentation and targeted communication.
  • Google Docs or Excel for audience mapping and goal-setting.

2. Choose the best delivery channels

Selecting the right communication channels ensures your training materials reach employees effectively.

Why this is important: Properly chosen channels improve accessibility, engagement, and comprehension across diverse teams.

Questions to answer:

  • How do employees prefer to receive communication (email, SMS, intranet)?
  • What is the most efficient way to deliver training?

Steps to follow:

  1. Use internal email platforms like ContactMonkey to deliver detailed training content.
  2. Leverage SMS for reminders or urgent updates.
  3. Integrate with intranet portals for centralized access to resources.

Tools to use:

  • ContactMonkey for targeted email campaigns and analytics.
  • SMS options (ContactMonkey can help with SMS communications too!) for instant updates.
  • Microsoft SharePoint for centralized content hosting.

3. Develop engaging and interactive content

Create multimedia-rich content that captures attention and enhances learning retention.

Why this is important: Interactive content keeps employees engaged and makes complex topics easier to understand.

Questions to answer:

  • What formats (video, infographics, quizzes) will resonate most with your audience?
  • How can you make the content actionable and relevant?

Steps to follow:

  1. Develop videos, animations, and infographics to explain concepts visually.
  2. Incorporate quizzes or simulations to reinforce learning.
  3. Use real-life scenarios to make the training relatable.

Tools to use:

  • Vyond or Canva for visual content creation.
  • Kahoot for gamified quizzes.
  • Camtasia for video tutorials.

4. Implement feedback mechanisms

Gather employee input to continuously improve the training program.

Why this is important: Feedback highlights gaps in content and delivery, enabling ongoing optimization.

Questions to answer:

  • What methods can be used to collect employee feedback?
  • How will feedback be used to improve training?

Steps to follow:

  1. Conduct surveys after each training session.
  2. Set up anonymous feedback channels to encourage honest input.
  3. Regularly update content based on feedback.

Tools to use:

  • ContactMonkey for email-based survey distribution.
  • SurveyMonkey or Google Forms for feedback collection.
  • Slack or Microsoft Teams for real-time feedback discussions.

5. Track and analyze engagement

Monitor participation and content effectiveness using data and analytics.

Why this is important: Data-driven insights reveal what works and what doesn’t, allowing for precise adjustments.

Questions to answer:

  • How engaged are employees with the training materials?
  • Are learning outcomes being achieved?

Steps to follow:

  1. Track open and click-through rates for email campaigns.
  2. Analyze quiz scores and video completion rates.
  3. Identify trends in employee participation.

Tools to use:

  • ContactMonkey for email engagement analytics.
  • Google Analytics for web-based content tracking.
  • Power BI for comprehensive data visualization.

6. Optimize with the right tools and systems

Leverage technology to enhance training delivery and effectiveness. This will improve your efficiency and help you know what’s working and what’s not. 

Why this is important: Modern tools streamline content creation, delivery, and tracking while fostering engagement.

Questions to answer:

  • What tools will best support our training objectives?
  • How can these tools be integrated for maximum efficiency?

Steps to follow:

  1. Use LMS platforms (e.g., TalentLMS) to centralize training resources.
  2. Integrate internal email platforms for targeted messaging.
  3. Employ video conferencing tools for live training sessions.

Tools to use:

  • ContactMonkey for internal email campaigns.
  • TalentLMS for centralized learning management.
  • Zoom for live or recorded training sessions.

7. Continuously refine the program

Regularly update training materials and strategies to adapt to evolving needs.

Why this is important: Continuous improvement ensures the training remains effective and relevant.

Questions to answer:

  • What are the recurring challenges in training?
  • How can we stay ahead of changing employee needs?

Steps to follow:

  1. Review engagement data and feedback regularly.
  2. Update training content based on new technologies or organizational goals.
  3. Implement periodic refresher training sessions.

Tools to use:

  • ContactMonkey for analyzing feedback trends.
  • Tableau or Power BI for tracking long-term performance.
  • Slack for team collaboration on content updates.

How ContactMonkey Helps with Change Management Training

ContactMonkey is an effective tool for launching and managing change management training programs online. Its focus on internal email makes it ideal for communicating with employees and tracking engagement. Here’s how it can be used:

  • Deliver training content directly to employee inboxes: Create and send training materials such as videos, guides, and step-by-step instructions directly to employees using ContactMonkey’s email features and list management features.
  • Ensure consistent messaging: Use pre-designed email templates through the email builder to maintain consistent branding and messaging across all communications.
  • Engage employees with interactive features: Embed polls, surveys, or quizzes within emails to make training interactive and gauge understanding through employee feedback.
  • Centralize campaign insights: Use ContactMonkey’s analytics dashboard to review overall training performance, including engagement metrics, feedback trends, and areas of improvement.
  • Track employee engagement: Monitor email open rates, click-through rates, and engagement analytics to identify who has interacted with the training materials.

Overall, ContactMonkey’s ability to combine internal email campaigns with real-time analytics makes it a powerful tool for launching and optimizing change management training programs online. With all the change that’s taking place in our workplace environments, introduce a platform like this to your organization by booking a FREE demo, today! 


Revive employee engagement with targeted, interactive emails and newsletters

Book a 15 minute call with one of our team members