How can you use a change communication matrix to organize your communication?

1 What is a change communication matrix?

A change communication matrix is a tool that helps you identify and align your communication objectives, methods, and timing with your different stakeholder groups. It helps you answer four basic questions: who needs to know what, how will you tell them, when will you tell them, and how often will you tell them. A change communication matrix can help you avoid communication gaps, overlaps, or conflicts, and ensure that your messages are clear, consistent, and relevant for each audience.

3 How to use a change communication matrix template?

A change communication matrix template is a ready-made table that you can use to fill in the information from the previous steps. You can find different formats and examples of change communication matrix templates online, or create your own using a spreadsheet or a word processor. A typical change communication matrix template has four columns: audience, message, channel, and frequency. Each row represents a stakeholder group and a communication objective. Here is an example of a change communication matrix template for a software upgrade project:

| Audience | Message | Channel | Frequency |

|----------|---------|---------|-----------|

| Project team | Project status, issues, risks, actions | Email, meeting, dashboard | Weekly |

| Senior management | Project progress, benefits, costs, milestones | Report, presentation, email | Monthly |

| End users | Software features, benefits, training, support | Newsletter, webinar, email, FAQ | Biweekly |

| IT department | Software requirements, specifications, testing, deployment | Meeting, email, document, feedback form | As needed |

4 How to update and monitor your change communication matrix?

A change communication matrix is not a static document, but a dynamic and flexible tool that you should update and monitor regularly. As your change initiative progresses, you may need to adjust your communication strategy based on the feedback, reactions, and expectations of your stakeholders. You should also track and measure the effectiveness of your communication activities, such as the open rate, response rate, satisfaction rate, or behavior change. You can use tools such as surveys, polls, analytics, or interviews to collect and analyze data, and use it to improve your communication plan.

5 How to share and use your change communication matrix?

A change communication matrix is an essential tool for not only you, but your team and stakeholders as well. It should be shared and used to align and coordinate communication efforts, as well as create a transparent and consistent communication culture. With it, you can inform and educate your team members about the communication goals, methods, and timing for each stakeholder group, assigning roles and responsibilities accordingly. Additionally, you can engage and involve your stakeholders in the communication process, soliciting their feedback and input on the messages, channels, and frequency. Finally, you can review and evaluate your communication results, celebrating and communicating your achievements and lessons learned.