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Change Management Memo

Imagine you are joining a health care company as a practice manager after the response to the COVID-19 pandemic. The entire health care industry has changed due to this external influence. One of the major initiatives is the use of technology (e.g., telehealth). Your job responsibilities include analyzing internal and external influences that cause change in organizational behavior and culture. Once you have identified a change that is occurring, you need to communicate with your team in a way that is clear, engaging, and motivating to gain employee buy-in; this is effective change management.

Your memo should be:

Directed to your team
Engaging, positive, honest
Considerate of people’s resistance to change
Incorporate motivational strategies to earn the employees’ buy-in
Directions
As a manager, you will write a 700- to 1,050-word memo directly to your team in which you:

Identify a top internal (e.g., staffing) and external (e.g., pandemic) influence that would cause change to the culture/organization behavior.
Announce the specific changes to your team (clear and concise message).
Share the potential impacts and the time frame of the changes.
Consider your delivery and word choice to encourage your team to embrace the changes and create a smooth transition.

Sample Answer

To: Team From: New Practice Manager Date: March 8, 2023 Subject: Changes to our practice

Hi everyone,

I’m writing to you today to share some exciting news about our practice. As you know, the COVID-19 pandemic has had a major impact on the healthcare industry, and our practice is no exception. We’ve had to make some changes in order to keep our patients safe and healthy, and we’re now ready to share those changes with you.

One of the biggest changes we’re making is increasing our use of technology. We’ve seen how effective telehealth has been during the pandemic, and we’re confident that it can play a major role in our future. We’re going to be offering more telehealth appointments, and we’re also going to be investing in new technology that will make it easier for us to provide care remotely.

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We know that change can be difficult, and we’re committed to making this transition as smooth as possible. We’ll be providing plenty of training and support to help you get up to speed on the new technology. We’re also confident that these changes will ultimately benefit our patients and our practice.

Here are some of the specific changes we’re making:

We’re increasing the number of telehealth appointments we offer.
We’re investing in new technology that will make it easier for us to provide care remotely.
We’re creating a new team dedicated to telehealth.
We’re providing training and support to help you get up to speed on the new technology.

We expect these changes to be implemented over the next few months. We’ll be keeping you updated on our progress, and we’re always available to answer your questions.

We know that change can be difficult, but we’re confident that these changes are in the best interests of our patients and our practice. We appreciate your understanding and support as we make this transition.

Thanks,

New Practice Manager

Here are some additional things you can include in your memo:

Acknowledge the challenges of change. Let your team know that you understand that change can be difficult, and that you’re there to support them through it.
Highlight the benefits of change. Explain to your team why the changes are necessary and how they will benefit patients and the practice.
Be positive and enthusiastic. Your enthusiasm will help to motivate your team and make them more likely to embrace the changes.
Be clear and concise. Avoid using jargon or technical terms that your team may not understand.
Be open to feedback. Encourage your team to share their thoughts and concerns about the changes.
Thank your team for their support. Let your team know how much you appreciate their hard work and dedication.

By following these tips, you can write a memo that will help you to communicate the changes to your team in a clear, engaging, and motivating way.

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Change Management Memo

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