5 W's of Employee Engagement in Change Management

Change can be difficult. When navigating through the change management process, leaders must consider the most effective way to engage their employees in the process of training & learning. Due to the fact that many employees are initially resistant to change, it is essential to focus on the why, not just the how.

For example, if management wants to change the payroll system to an Employee Self Service model because it will alleviate administrative responsibilities from the HR team, they need to identify a reason why this new system is beneficial to employees as well. How will they benefit personally? Consider the 5 W's of employee perception in order to inform, educate, and prepare your workforce for change.

The 5 W's your employees want answered:

1. Who - Who made this decision?

Relay necessary information to your employees on the reputation, credentials, and know-how of the people in charge of the decision. Communicate that the deciding forces have the necessary knowledge and expertise to ensure that this decision will lead to success and growth for the company and for each individual employee. Allow employees to be a part of the process when available, and be as transparent as possible.

2. What - What's in it for me?

Communicate the benefits of this change for your employees on a personal level. Provide reference materials that present the benefits in ways that are clear and comprehensive. Make sure that you have training materials readily available to your employees so that they can capitalize on new technology, systems, or organizational changes. Allow your employees to feel empowered and educated when it comes to the change you are implementing.

3. When - When does this change take place?

Timing can be complicated in change management. Often, timelines change dependent upon company preparation, needs, and feedback. Do not be afraid of adjusting timelines based on employee and company feedback. Keep your employees in the loop on the "Go-Live" date. Make sure that your employees are informed and have the necessary training materials to feel confident once the change officially takes place.

4. Where - Where can I access this capability or information?

Make sure that your employees have access to the new capability and information that will easily assist them in capitalizing on the capability without confusion. Quick reference guides, including but not limited to brochures and flyers are great ways to provide employees with quick and easy materials. Sending company-wide emails with accessibility and possible video tutorials are other ways to provide employees with the access that they desire.

5. Why - Why is this necessary for my personal growth and company success?

Communicate that the process or technology is being changed in order to increase individual ownership and decrease unnecessary administrative time and cost. This will allow employees to ensure that data is correct and benefit as the company improves overall profitability.

Consider formulating informational materials and responses to these 5 essential questions when implementing change in order to capitalize on employee engagement early in the change management process. You won't regret it.