Change is inevitable in the world of business. Mergers and acquisitions (M&A) or internal restructuring can be exciting growth opportunities, but they can also create uncertainty for both employees and management. That’s why establishing an effective internal communication loop during times of change is crucial.
Why you need an effective organizational change management communication strategy
A strong communication strategy is key during any organizational change. The most effective communication strategies:
- Increase understanding: Employees who feel well informed by leadership are more likely to quickly adjust to and support organizational changes.
- Reduce anxiety: Clear communication can alleviate fears and uncertainties.
- Boost engagement: Employees who feel valued and involved are often more committed to the organization. Communicating about changes early and often will typically lead to higher levels of employee engagement, even during periods of change.
Why employee surveys are essential during organizational change
Employee surveys should be part of every organizational change communication strategy. They provide a practical way to gather valuable insights from employees, foster open dialogue, and ensure ongoing communication efforts truly resonate with them.
Five key benefits of employee surveys during times of organizational change include:
- Gaining a deeper understanding of employee sentiment
Surveys provide a direct channel for employees to express their thoughts, concerns, and ideas. By actively listening to their feedback, organizations can gain a deeper understanding of the employee experience and tailor change initiatives to meet their needs. - Proactively identifying problems
By identifying potential employee areas of concern early on, organizations can implement proactive measures to mitigate risks and ensure a smoother transition. Surveys offer a great way to identify emerging trends among employees, enabling leaders to avoid ahead of any issues or potential roadblocks before they escalate. - Increased employee buy-in
When employees feel heard by their organization and are involved in the change process, they are more likely to embrace and support new initiatives. Surveys are one way to foster a sense of ownership among employees and empower them to contribute to the organization's success. - Improved trust
Demonstrating a genuine commitment to employee well-being through employee surveys during times of change can significantly boost morale and strengthen trust in leadership. Employees who believe in their leaders and trust the organization’s direction and vision are more likely to be productive, innovative, and loyal to the organization. - The ability to make data-driven decisions
Employee survey data can provide valuable insights into the effectiveness of change initiatives and identify areas for improvement. By analyzing feedback and tracking key metrics, organizations gain the ability to make data-driven decisions to further optimize their change management strategies.
HR strategies for leveraging employee surveys during change and M&A
For all the reasons listed above, employee surveys are essential to effective mergers and acquisitions. To maximize your organization’s survey success in times of change, follow the seven steps below.
- Survey design and implementation
- Data collection and analysis
- Prioritize and address key concerns
- Tailor communication strategies
- Encourage ongoing and open communication
- Ensure employees feel appreciated
- Monitor progress
1. Survey design and implementation
Identify key areas of inquiry
Focus on understanding the specific challenges related to organizational change, such as employee concerns about the transition, alignment of cultures, role clarity, or potential communication gaps.
Develop survey questions
Create clear, concise questions addressing these key areas, ensuring you gather meaningful insights to inform your ongoing change management strategy.
2. Data collection and analysis
Gather responses
Collect survey responses and ensure data accuracy. To encourage honest and candid feedback, it’s crucial to ensure that responses are anonymous and that your employees know their replies will remain anonymous. Using a Likert scale in your surveys can be a great way to measure sentiment, allowing for easier comparison and trend analysis.
Analyze data
Dive into the data to gain an understanding of employee perceptions, concerns, and expectations. Using a survey tool that simplifies data analysis will make this process more efficient, providing the insights needed to inform strategic decisions and guide action throughout the change process.
3. Prioritize and address key concerns
Identify critical issues
Use your survey results to pinpoint the most pressing concerns that could impact the success of the change.
Develop action plans
Create specific, actionable plans to address each identified issue. Later in this article, we’ll dive deeper into the importance of action plans, and how to effectively take action on survey results.
4. Tailor communication strategies
Use targeted messaging
Craft messages that directly address the specific concerns and needs of different employee groups identified through the survey results.
Provide regular updates
Keep employees informed about the progress of the change efforts, addressing any emerging questions or concerns to maintain transparency and trust throughout the process.
5. Encourage ongoing & open communication
Encourage feedback
Create opportunities for employees to provide feedback and suggestions throughout the change process.
Address concerns promptly
Respond to employee concerns in a timely and transparent manner, ensuring that issues are resolved quickly and openly.
6. Ensure employees feel appreciated
Acknowledge achievements
Recognize and reward employees for their contributions to the change process, showing appreciation for their efforts and commitment. This recognition is crucial for maintaining motivation and engagement during times of uncertainty.
7. Monitor progress
Track progress
Regularly monitor the progress of change efforts and measure the effectiveness of the strategies implemented.
Conduct follow-up surveys
Use follow-up surveys to assess the impact of the change efforts and identify any new challenges or areas for improvement.
Make adjustments as needed
Be prepared to adjust your strategy based on the feedback and evaluation results.
Best Change Management Survey Questions to Ask
It's important that your change management survey design reflects the needs of your business, so ensure that the questions being asked are actionable and align with the metrics leaders will need to drive effective change. Customizing questions, particularly using rating scales, can provide more nuanced insights tailored to your organization's specific challenges.
Additionally, selecting a survey software that offers a library of templated questions can save time and ensure that critical areas of change management are comprehensively covered.
Some examples of common change management survey questions include:
- I understand the goals or desired outcomes of this change. (Likert Scale)
- The organization will benefit from this change. (Likert Scale)
- I feel that the planned implementation of the change was clearly communicated to the team. (Likert Scale)
- I feel comfortable communicating concerns about the change to management. (Likert Scale)
- What recommendations do you have for leadership around this change? (Open-ended response)
Taking action on employee feedback & why you need to "close the loop"
During times of change, simply collecting feedback isn’t enough. Your organization must also take decisive action based on the input collected. When employees see that their feedback leads to action, it reinforces their trust in leadership and their commitment to the change process.
Follow these four steps to create an action plan after collecting employee change feedback:
- Prioritize issues according to their potential impact on the business.
- Clearly define the actions needed to resolve each priority issue.
- Break down other concerns into specific, manageable steps.
- Assign ownership and set timelines for each action item’s completion.
Top-notch employee survey platforms provide actionable recommendations based on all employee feedback collected. These types of automated recommendations and action plans save HR time, support data-driven decision-making, and clear the path for a smoother process during times of organizational change.
Change management strategy FAQs
Q: What are the key metrics to track during change to gauge employee satisfaction and engagement?
A: To gauge employee satisfaction and engagement during organizational change, focus on tracking key metrics such as employee Net Promoter Score (eNPS), employee retention rates, or employee sentiment scores. These metrics not only reflect the effectiveness of employee experience programs but also offer insights into overall company morale, helping to identify areas that may need immediate attention. By setting clear, actionable goals and frequently measuring progress, organizations can better navigate change and enhance employee and business outcomes.
Q: What are the best practices for maintaining employee morale during a merger and/or acquisition?
A: Transparent communication, paired with genuine employee appreciation, ensures employees feel supported and engaged during times of rapid change. This starts with collecting regular employee feedback and demonstrating that every employee’s voice is truly valued.
Q: How can we ensure that our communication strategy reaches all employees during organizational change?
A: To ensure your communication strategy effectively reaches all employees during organizational change, leveraging technology is key. Implementing employee survey software allows you to gather real-time feedback on how well your messages are being received and where gaps might still exist.
Additionally, utilizing employee recognition & rewards tools can help reinforce key messages by aligning them with employee appreciation efforts, ensuring that communications are not only heard but also resonate on a deeper level. This integrated approach makes your communication strategy both comprehensive and engaging enough that all employees remain informed and connected throughout the change process.
