Memo

To:

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From:

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cc:

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Date:

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Re:

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Section $1$: IDENTIFY THE CHANGE

$[$WHAT ARE YOU PROPOSING TO CHANGE AND WHY IS IT NEEDED? WHAT IS THE CURRENT STATE OF THE ORGANIZATION AND WHAT WILL THE FUTURE STATE LOOK LIKE IF THE CHANGE IS SUCCESSFUL? WHAT TYPE OF CHANGE ARE YOU PROPOSING $$ Policy, Process, System, Job Roles, AND WHAT IS THE SCALE AND SPEED OF THE CHANGE $$ Large or Small, Fast or Slow. BE DESCRIPTIVE IN YOUR OPENING STATEMENT AS THIS IS YOUR OPPORTUNITY TO EXPLAIN THE EXPLICIT NEED FOR THIS CHANGE, THIS IS WHERE YOU REALLY NEED TO $$SELL THE IDEA$$ OF WHY THE CHANGE IS NEEDED.$]$

Section $2$: DETAILS OF THE CHANGE

$[$DESCRIBE HOW YOU WILL GET THERE. INCLUDE RATIONALE FOR WHY THE CHANGE IS NEEDED. DO YOU NEED A NEW ORGANIZATIONAL STRUCTURE? DO YOU NEED NEW SYSTEMS? WILL YOU NEED NEW PROCESSES? IS THIS A PROCESS CHANGE, IF SO$,$ DESCRIBE THE MAJOR CHANGES TO THE PROCESS $$ What is going to be done differently? YOU WILL ALSO WANT TO DESCRIBE THE PEOPLE CHANGE $($if any$)$ what roles within the organization will be affected, what knowledge and training will be required, what work practices will be affected? What new behaviors are required? YOU$$LL NEED TO DESCRIBE YOUR COMMUNICATION PLAN AND HOW INFORMATION WILL BE SHARED THROUGHOUT THE CHANGE PROCESS. INCLUDE ANY ESTIMATED COSTS ASSOCIATED WITH THE CHANGE AND PROVIDE YOUR MANAGER WITH A RISK ASSESSMENT $$ What risks may occur upfront, during implementation of the change, and after? What tactics will be put in place to minimize the risks?$]$

Section $3$: CHANGE APPROACH

$[$IDENTIFY THE STAKEHOLDERS AND THEIR ROLES. IDENTIFY BARRIERS OF RESISTANCE. IDENTIFY A CHANGE MANAGEMENT TEAM WITH THEIR ROLES AND RESPONSIBILITIES. WHAT TOOLS WILL YOU UTILIZE TO FACILITATE THE CHANGE INITIATIVE?$]$

Section $4$: IMPLEMENTATION STRATEGIES

$[$CREATE AN ACTION PLAN $$ list activities, responsibilities, and timeframes for the project to be rolled out. CREATE A COMMUNICATION PLAN $$ who will you communicate to before, during and after the change? When and how often will communication flow? What is the reason for this communication? What methods will you utilize for communication? What are the key messages? What are the risks of communicating or not communicating related to this change initiative? IF TRAINING WILL BE REQUIRED, YOU WILL WANT TO DESCRIBE THE NEEDED TRAINING EFFORTS HERE AS WELL. YOU WILL ALSO NEED TO IDENTIFY POTENTIAL RESISTORS AND HAVE A PLAN ON HOW TO HANDLE RESISTANCE AS IT ARISES.

Section $5$: REVIEW CHANGE STRATEGY AND REPORTING

$[$WHAT PLAN WILL YOU PUT IN PLACE TO MONITOR THE CHANGE INTIATIVE? HOW WILL YOU REVIEW THE PROCESS TO ENSURE THE CHANGE CONTINUES TO MOVE FORWARD AND IS SUCCESSFUL? WHAT WILL YOUR $$REPORT BACK$$ LOOK LIKE TO THE MANAGER? HOW WILL YOU KNOW WHEN$/$IF THE CHANGE INITIATIVE IS SUSTAINABLE?$]$

Section $6$: WRAP UP MEMO

$[$REMIND THE RECIPIENT OF THE MEMO THE CHANGE BEING PROPOSED AND WHY IT IS IMPORTANT TO PROCEED WITH THE INITIATIVE. CONCLUDE YOUR MEMO WITH A CALL TO ACTION $($eg$.,$ if you agree that we should move forward with this change initiative, please let me know as soon as possible and I will begin the process of setting up an initial meeting to call a working group together to begin reviewing the needs. Thank you for your time and consideration in this matter.$)$ ALWAYS END A MEMO TO A MANAGER OF SUPERVISOR WITH A CLOSING STATEMENT AND ACKNOWLEDGEMENT OF THEIR TIME.$]$