How Your Intranet Helps with Change Management

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How Your Intranet Helps with Change Management

By | 2017-09-15T09:49:24+00:00 September 2, 2014|Intranet Software, Leadership & Strategy|

As we are gearing up for our Super Search release, I began to think about all the different things an intranet can help with within an organization. Not just the “techy” things, but how it helps with productivity, efficiency, employee engagement, collaboration and even employee retention. But another, perhaps less thought of way to utilize an intranet is with change management, which is critical in today’s fast-paced, ever-changing business world.

Change is in the Air

Whether we embrace it or avoid it, change is inevitable. Especially in today’s workplace with how quickly technology improves. And often when organizations introduce change, employees don’t have a say even though the slightest change can have a huge impact on everyone within the organization. Change can affect many different elements such as:

  • Business processes
  • Business systems
  • Organizational structure
  • Employee roles & responsibilities

Change Management on Your Intranet

Luckily, your intranet can be used as a tool to manage change and the impact it has on your employees in order to achieve a desired business goal. Here are the top three ways your intranet can help facilitate change management:

1. Inform & Engage

As a business owner, it is important for me that my employees are well-informed so they have the information they need to make the best decisions in their roles on behalf of Intranet Connections.

I am more comfortable expressing in the written word versus conducting tons of meetings, so for me I really like sharing my decisions, strategy and execution tasks on our own intranet, such as: posting information on our Company News application, sharing decisions and strategy through Executive Blogging, and collaborating with employees for ideas and feedback with our Discussion Forums particularly on new/upcoming changes. We also have sites on our intranet dedicated to the Sales, Marketing, Support and Development Teams where decisions are documented, explained and resources supplied for proper execution. Keeping employees on the same page and up to speed in an ever evolving round of information during change is critical.

Having engaged and informed employees helps them ease into change and adopt it faster. In addition to informing employees of upcoming changes, your intranet is also a great tool to promote changes and to get employees excited about the change. You can create a buzz by organizing events with Event Sites, running change management contests using the Employee Recognition application and starting change management conversations using Employee Message Boards. Adding areas on the intranet that explain top level strategic decisions also benefits as change is scary to many, but knowledge reduces that fear.

2. Involvement & Discussion

An organization’s success is a direct reflection of the team; the employees on the ground working day-to-day. Part of our corporate culture is to foster collaboration and everyone has a voice, so for me it is important that I involve my team and inform them during decision making processes every step of the way. I feel this contributes to our success and keeps us grounded in our core company values and in working towards goals.

Change shouldn’t be any different. Companies implement change to achieve a goal that will ultimately benefit the organization. As leaders, it is our job to make sure all of us are working towards strategic and customer facing goals, benefiting the company, its employees, but most of all, the customers.

Utilizing your intranet you can involve employees in the change making process in order to achieve these goals with Quick Polls, Online Surveys and Discussion Forums. In my experience, I have found this to be a great way for employees to take ownership and embrace change instead of dictating change and forcing compliance.

3. Track & Evaluate

Similar to involving employees in the implementation of change, you can use your intranet to evaluate the progress of change management. An easy way to evaluate your change management strategy is to ask your employees with an Online Survey or Online Feedback Form that collates data at various points in the change process, and stores employees opinions and feedback relating to the implemented changes.

The Power of Change Management on Your Intranet

Because I was an end-user before I began my Intranet Connections journey, I know how important it is for your intranet to be about people and communication management. When a company is in flux, management changes occur, employee turnover takes place, new strategies and direction need to be implemented, and all of this change can produce anxiety for the whole organization.

Change management is serious business with wide reaching consequences if not handled well. Use your intranet as the gateway for communication and as a way for employees to embrace change instead of fearing it.

If you have an example of how you used your intranet to manage change, I would love to hear about it! Please comment your stories below.

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By | 2017-09-15T09:49:24+00:00 September 2, 2014|Intranet Software, Leadership & Strategy|

About the Author:

Carolyn Douglas, Founder of the software Intranet Connections, started her endeavor of creating intranets out of a passion to cater to employees rather than technology. Her philosophy is your intranet can have all the bells and whistles but without employees using it, your intranet is gathering dust. This commitment to simple and easy to use intranet software, combined with amazing customer service that delivers the best of employee engagement ideas and practices, has secured Intranet Connections as one of the leading intranet solutions since its inception in 1999.

2 Comments

  1. Brian September 17, 2014 at 11:40 am - Reply

    Hi Carolyn

    Thank you for an inspiring and relevant post. I found it through a search on Google

    I just want to share with you how I have used intranet (so far) to manage change.

    I work in a company that is currently undergoing a large finance transformation so change management is definitely a hot topic for us right now.

    The transformation includes reshaping the Finance department into new sub-departments, recruitment of many new employees, the start-up of multiple new projects etc. etc. For some projects I would say that 15-20% is “production” and 80-85% is change management.

    I am in the process of building an intranet page for our Finance department with the aim to create visibility of the current changes and to have an information gathering point for Finance matters relevant to the entire organization.

    The page is structured exactly like the new Finance organization plan, in three levels. In the top level we inform about the changes in a general way and use this level to direct people to the next level which is the level of the new sub-departments in Finance. Layer two then directs people to the third and last level which is the group level (e.g. “Group Investment”).

    In this way we do not only teach the organization the new structure of the Finance organization but we make them aware of the current changes, the projects that are running in each sub-department/group and the segregation of tasks and responsibilities between departments and between groups.

    Perhaps even more important is the link between driving changes forward and attaching this to the company culture. I think the intranet is a brilliant tool for this. Sharing information across all functions and departments in the organization is a step towards making our transformation more visible and breaking down department barriers that ultimately decides if this transformation will be a success.

    That was the short version of how I have used the intranet to, maybe not manage, but at least support change. Please feel free to comment on this. I’m not at all an expert in intranet or change management for that sake so all comments and/or suggestions are much appreciated.

    Thanks / Brian

  2. Carolyn September 17, 2014 at 5:05 pm - Reply

    Hi Brian,

    Thank you so much for your contribution to the change management topic, and how an intranet can aid in those efforts. I really like your comment:

    “Perhaps even more important is the link between driving changes forward and attaching this to the company culture”

    So true – a company is most vulnerable during times of change, not to mention a large financial transformation! A focus back onto the corporate culture and ensuring employees are well informed and cared about is so key to the success of change transformation and transition.

    An exciting time for your firm no doubt 🙂

    Thanks again for sharing your story and good luck with the new additions to your finance reorg.

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