The advancements in technology and competition have increased the importance of the use of IT in businesses, hence business strategies are made to cut down costs, increase productivity, same time, and gain efficiency by the use of IT. Of course, the use of technology often replaces the labor force so it often results in confrontation by them. To communicate an IT system change, eight tips are discussed in the article.
First, before introducing the change and strategy, it’s better to understand the attitudes and motivation level of the organizational members and the way that would react to the proposed change idea. To communicate the introduction of a new IT system – suppose ERP system – the experience of change (successful or not), its impact (who will be affected and how), its perceptions (positive or negative), and the accessible communication channels must be identified and properly understood. Second, a linkage must be developed between the change and the organization’s business strategy or mission. Along with the business strategy and goals, the pros and cons of implementing the IT system must be highlighted to minimize the confrontation and gain acceptance of the workforce; and that can be done by conducting information sessions, presentations, and providing newsletter articles. Third, to give more importance to the new IT system, it should be given the visible and tangible touch to develop the sense of motivation of working on something new and better than before. Creating a logo, image, slogan, mascot, and making posters, t-shirts, and caps can really differentiate the new IT project from others. Communicating the system through e-mails, newsletters, presentations, workshops, and training sessions can boost up the motivation level and behavior change.
Fourth, the perceptions of change must be identified and shaped towards favorable situations. While communicating, the benefits must be highlighted, questions must be expected from audience, proper reasoning must be provided, cons of not implementing should also be emphasized, and a sense of urgency should be created in order to build momentum and motivation. Fifth, since the new IT system can have different pros and cons in different parts of the world, so to aware the members about the change, the services of local people – agents, consultants, managers, and expertise – must be taken. Those services include letters, bulletins, presentations, interviews, key messages and recommendations by the above-mentioned local people. Sixth, a sense of urgency and expectations must be developed so as to magnify the usage, importance, urgency, and benefits of the IT system. The idea when communicated, should create a buzz within the audience by providing information relating to the scope of project, its goals, timeline, and the relevant users and beneficiaries. When provided with the timeline and objectives, the audience takes interest in, develops a sense of motivation and competitiveness, and feels good by associating themselves with the project.
Seventh, while communicating the idea, make sure that the information or other facts that are provided are clear, lucid, and properly elaborated. There shouldn’t be any room for the rumors to come out, and the communication should be clear, fast, accurate, and frequent. Or in other words, the five W’s should be communicated – who, what, when, where, why. Lastly, the change information must be trustworthy and from a credible source. It should be balanced, unbiased, realistic, up-to-date, proofread, and in a professional format. Furthermore, the information provided should also be supported by reasoning and appropriate feedback.
References
Ranken. N. (n.d). Communicating an IT system change: eight tips for success. Strategic Communication Management; 2007; Volume 11, Issue 4. Pg. 16.