How to communicate change effectively in the workplace

Communicating a change at work can sometimes feel like announcing a breakup… in front of a room full of people. Not easy to say. Not fun to hear. And often, everyone’s a little on edge.

Whether you’re the one driving the change or the one it’s happening to, these moments are full of uncertainty. They trigger resistance, shake up our routines, and throw us off balance. Let’s just say—it’s not the best time to wing it.

The good news? Thoughtful communication can make a world of difference. It can calm fears, rally the troops, and even—believe it or not—get people excited about the change. So how do you deliver your message in a way that’s clear, human, and effective?

Why is communication so critical during change?

Communicating during a change isn’t just a box to tick in your project management plan. It’s the organizational equivalent of buckling your seatbelt before hitting the road: it won’t stop the bumps, but it’ll seriously lower the risk of damage.

According to a study by McKinsey, organizations that take a disciplined approach and implement a full set of transformation actions—including effective communication—triple their success rate, jumping from 26% to 79%. (1)

Why such a big difference? Because change, even when well-intentioned, can trigger stress, uncertainty, and resistance. Clear, transparent, and empathetic communication works like a soothing balm for those perfectly natural reactions. (2)

Let’s take a concrete example: imagine a company decides to change its work hours to better meet customer needs. If that decision is dropped on employees without explanation or consultation, they might feel blindsided—or even betrayed.

But if leadership involves managers in assessing the impact on teams, communicates the reasons behind the change, explains the expected benefits, and creates space for questions, employees are far more likely to understand—and accept—the new setup.

Key steps to communicate change effectively

1. Set the stage

Before you speak, listen. And more importantly—make sure you understand what you’re dealing with. Changing a tool, reorganizing a team, updating an HR policy… none of that happens with the snap of a finger. It affects people, routines, and sometimes even professional identities.

That’s why, before you even draft that first announcement email, it’s essential to pause and assess the impact:

• Who will be affected?
• What will this change in their day-to-day?
• What reactions can you expect?
• What questions are likely to come up?

By answering these, you’ll be able to build a communication strategy that holds up.

And no, that doesn’t mean writing a 23-chapter novel. A solid communication plan is just a tool to help you say the right things, to the right people, at the right time.

2. Choose the right channels

Some people prefer a short and straight-to-the-point message. Others need time to process things—or want to talk it through to really understand. We all have different communication styles, and it’s crucial to take that into account to avoid misunderstandings.

That’s why it’s best to mix and match your channels. For example:

→ A live meeting for those who value real-time conversation

→ A structured memo for people who want all the facts in one place

→ A FAQ for those who need to understand how the change will impact their daily work

→ A quick personalized message for those who prefer a no-frills approach

By diversifying the format, you increase the chances that your message not only lands—but sticks.

3. Involve leaders and ambassadors

When change is on the horizon, leadership isn’t the only voice that matters. Frontline managers—and informal leaders—hold valuable influence. They’re often the ones teams actually listen to… or pull aside for a quick chat at the coffee machine. Getting them involved adds weight to your message and can tip the balance when people are on the fence.

Take this example: your organization is planning to move all files to a new cloud system. Instead of sending out a “Surprise! Everything changes on Monday!” kind of memo, the project team could:

✓ Consult with managers

✓ Identify potential friction points (like that legendary shared folder in the marketing team!)

✓ Lean on a few well-positioned allies to spread the word with clarity—and a little enthusiasm

The result? Fewer groans… and more clicks on the Connect button.

4. Speak to the head, the heart, and the hands

Communicating change isn’t just about sharing facts. It’s about acknowledging how people feel—and giving them the tools to act.

Yes, you need to explain why the change is happening: the reasons, the goals, the impacts. But you also need to be honest about the unknowns, the upcoming challenges, and the very real concerns people may have. Transparency builds trust—even when the message is hard to hear.

Most importantly, communication shouldn’t be a one-way street:

• Answer questions
• Welcome reactions
• Listen to ideas

That’s how people start to take ownership of the change—at their own pace.

When you align the head (understanding), the heart (feeling heard and valued), and the hands (knowing what to do), change not only becomes clearer—it becomes something people can rally around.

Pitfalls to avoid

✗ Neglecting communication – A lack of information can lead to rumours and increased resistance.

✗ Using overly technical language – Make sure your message is clear and accessible to everyone.

✗ Ignoring emotions – Change can bring up fear and uncertainty. It’s essential to acknowledge these emotions and respond with empathy.

Turning change into a driver—not a roadblock

Communicating change isn’t (just) about sending a well-written email or calling a team meeting. It’s a living process that requires preparation, transparency, active listening—and a healthy dose of humanity.

When it’s done thoughtfully, communication becomes a true lever. It eases resistance, clarifies intentions, and can even strengthen your organizational culture.

And if you’d like to go further in supporting change—both for yourself and your team—Boostalab offers practical, people-first training on change management. Concrete tools, built for the real world, to help you turn uncertainty into clarity… and hesitation into momentum.

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References

1. Keller, S., & Price, C. (2015). How to beat the transformation odds. McKinsey & Company.
2. McKinsey & Company. (2020, February 12). Beyond hiring: How companies are reskilling to address talent gaps. McKinsey & Company.