Change Management Communication Templates – Per Phase
All Employees – Commencement of Maintenance Comunication
What
A detailed communication that announces the beginning of the Maintenance phase of a new system, appreciates the team’s efforts, and outlines expectations for the new phase.
When
Shared right after the start of the Maintenance phase, marking the transition from active project work to ongoing system upkeep.
Why
To provide stakeholders with a clear understanding of the new phase, encourage them to report system issues, give feedback, and adapt to the system’s ongoing changes. The communication also acknowledges the team’s hard work and outlines the upcoming tasks and responsibilities.
How
Through a comprehensive email, the Project Manager outlines the objectives of the Maintenance phase, defines roles and responsibilities, and encourages all stakeholders to actively participate in the system’s continual improvement.
Note
The success of the Maintenance phase heavily relies on stakeholder engagement. Therefore, this communication should be direct, encouraging, and transparent, focusing on fostering an environment of continual improvement and shared responsibility. It also serves as an open invitation for any questions or feedback regarding the new system.
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