Internal Communications to Announce New Software

The Scenario: We are a large e-commerce company, and I am communicating about recent changes in the company's HRIS software and how they will affect each group differently. One communication is for executives and one for warehouse associates.

Dear Executive Team:

An email will go out tomorrow to warehouse associates, informing them of the #HRIS software transition to a new system. I have attached that drafted email to warehouse associates.

Key Dates: June 12: Town Hall event – Presenters have been notified and a #Slack channel will be established for the event and monitored by an HR representative. A recording of the event will be available on our intranet.

June 19-30 (TBD): We are working to finalize a date for HR to hold an in-person meeting with warehouse associates so they can ask questions in a more intimate setting and familiarize themselves with the new reporting system.

July 10: Go-live date for the transition of warehouse associates to the new HRIS platform.

Post-Launch Celebration: After launch, we will schedule a day (TBD) in which a “thank you” communication is sent from leadership to warehouse associates. On that same day, we will support a post-launch warehouse catered lunch to thank our employees and celebrate the HRIS software rollout’s success. Executives are welcome and encouraged to join their warehouse associates on this day of recognition and celebration.

As you are aware, associates will be using the new software to, among other things, submit time-off requests. Those requests from associates will continue to go directly to manager inboxes as they do under the current system.

I will be your point of contact for any questions. Remember that change is not always easy. While we are not expecting much if any resistance to this HRIS software initiative, we can all do our part as informed, inspiring change agents to promote this rollout for its benefits to company and associates and to help it launch smoothly. I greatly appreciate your assistance.

If I can help in any way, please reach out.

Sincerely,

Addison Smith Head of Human Resources

Communication to Executives Rationale:

Executives can be key change leaders. Our CEO is quoted in the letter to warehouse associates to bring credibility and inspiration, and this communication from Addison Smith clearly identifies the change leader and point of contact for the initiative. This letter is informational, reinforcing steps being taken, reminding executives of key dates, and encouraging their availability and participation as resources to help drive and sustain the change.

Within the broader #communicationsplan, the email to executives will be step one within that plan. We have created the level of “Awareness” for executives and identified key dates and events so that they are positioned to manage any questions and requests from their staff as well as be leading agents to reach the desired future state for the new HRIS platform.

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Dear Warehouse Team Members:

On July 10, we will transition warehouse associates to a new Human Resources Information System (HRIS) platform. This change will help us streamline company operations and utilize advanced technology to improve efficiency and improve your user experience.

Associates will be required to use this new platform for the following tasks:

• Clocking in and out

• Finding previous pay stubs

• Checking their time off accrual

• Submitting time off requests

• Finding benefits

• Enrolling in benefits

Your managers have been briefed on the HRIS software and its enhancements, and will be prepared to manage your requests beginning with the platform’s July 10 go-live rollout.

“Our move to this technologically advanced HRIS system will dramatically improve the speed and accuracy with which we operate as a company while providing employees with a more modern and user-friendly experience,” said CEO Riley Jones.

At 1 p.m. EST on June 12, we will hold a Town Hall event for warehouse associates and offer opportunities during the event and through a dedicated Slack channel for associates to ask questions before, during, and after the event. Please look for a forthcoming e-mail invitation to the Town Hall. If you cannot attend, a recording of the event will be available on our intranet.

In the weeks after the Town Hall, HR staff will hold a hands-on, instructional event within the warehouse to walk through the new check-in/check-out process and address any additional questions about clocking in, submitting time-off requests, checking accrued time off, benefit enrollment, and more. This will lead us to the July 10 go-live date when all warehouse associates and leadership will be up and running on the new HRIS platform.

In a dynamic environment, sometimes change is asked of us. And as we know, change is not always easy. But we will get through this together, and assistance will be readily available to help you during this transition.

Sincerely,

Addison Smith Head of Human Resources

Communication to Warehouse Associates Rationale:

The goal: inform employees of the change particulars; inspire them to engage by addressing why the change will benefit the company and “#WIIFM”; let them know that their managers are aware of the new system and prepared to handle associate time-off requests; and lay out key dates to obtain more information and ask questions as warehouse associates and executives ramp up to July 10. A quote from the CEO as sponsor reinforces the change and the communication from Addison Smith identifies the #changeleader.

Within the broader communications plan, the email to warehouse associates will be step two. We will be very focused on the #ADKAR change model and supplement key steps with communications, events, and resources. We know that when people are informed about change and understand what is being asked of them, they are generally more inclined to support the initiative and engage in moving the effort forward. Creating desire around change can be aided by transparent and inspirational communications from trusted leaders. We have added training and two-way communication channels to help address “Knowledge,” and a warehouse event to make sure associates show the “Ability” to understand and operate the new system. A celebratory event will “Reinforce” our change effort.

Communication designed and developed by Don Scott.