Changes are always difficult, but sometimes they are necessary. It is especially evident in the business world, where stagnation often results in catastrophic failure. To prevent their enterprises from such a miserable fate, most business owners are constantly looking for new, more effective ways of running their companies. One of the challenges many organizations have to face is switching between communication services.
Fortunately, you can make the transition from one communication service to another much more manageable if you create a good plan. To make the whole process a lot easier, you need to reevaluate your current assets, develop a communication strategy suitable for your target audience, inform your employees about the upcoming change, and explain to your staff the value that it will deliver. Here is our step-by-step guide that will help you reach the desired future state of your company communication:
Step 1. Assess Your Technology Assets
Before you start reviewing the current state of your technology assets, you need to prepare a document with all the information about them. It should include information about what kind of applications you use for each communication service: email, phone, chat, messaging, and collaboration tools.
You should also provide information about the main operating systems used by your employees and the devices that they are currently using for each type of communication service.
This will help you understand what you have, why it’s not suitable for you anymore, and what you need – for example, whether something like getweave.com will work for your company or you need to look for a slightly more complex program.
Step 2. Identify The Communication Needs Of Your Target Audience and Employees
Identifying the needs of your target audience is one of the most important steps in planning your transition. What exactly do they need when communicating with you? What problems do they face with the current communication tools? What kind of mobile devices do they use? Do they prefer video calls or text conversations?
Don’t forget about your employees – think about what they need to be more productive and motivated at work. Once you know all the answers, it will be much easier to choose the right communication service.
Step 3. Develop A Communication Strategy Suitable For Your Target Audience
The next step is to develop a communication strategy suitable for your target audience. If you’ve done your homework well, this part should be relatively easy. The strategy should include an overview of the communication service you are planning to implement, as well as the short-term and long-term goals and benefits for your business.
Step 4. Implement Your Communication Strategy
Implementing a new strategy is always difficult, especially when it involves a big change in people’s habits and expectations. To minimize the risks associated with the implementation, make sure that you have enough time to train your employees on how to use the new tools properly.
The training should include information about the benefits of each tool and how to use them properly. Also, make sure that your employees are comfortable with the new communication service.
Step 5. Communicate With Your Employees About The Changes
Once you embark on making a big change, you need to communicate it with your employees – so that they don’t feel left behind. Communicating about any changes within your organization is never easy, but this process is especially challenging if it involves switching from one communication service to another.
To minimize the negative impact of the change, inform all employees about the upcoming changes at least two weeks in advance and incorporate them gradually. Make sure that everyone understands why this change is necessary and how it can benefit them personally. This will help them be more cooperative during the implementation phase.
Step 6. Monitor The Change
Implementing any change is always followed by a period of uncertainty. It is normal to have some anxiety about how well the new communication service will serve your needs. One of the most important things that you can do during this transitional period is monitoring the change.
Make sure that your employees are using the new communication tool effectively and that it is having the desired effect on your business. If your employees are not getting value from the new service, then you need to rethink your strategy and devise a better plan.
Planning for a big change in your business can be challenging, but it doesn’t have to be. The key to success is to be realistic about what you are trying to achieve and then develop a strategy that will help you reach that goal.
When it comes to changing communication services, the biggest trouble is usually making sure that your employees understand why the change is necessary. If they don’t see any value in the new communication service, then the whole effort will be wasted.
If your employees understand why the change occurred and how to use the new service effectively, they will be more motivated to change their habits and start adopting the new communication tool quickly.