One tool we have found to be particularly useful is a Change Message Highlights. In this document, we call out all of the services, people, processes, and technologies that are going to exist in our future world as a result of the transformative change that we are implementing. Having all of the changes delineated in one place helps us to ensure that the communication plan and deployment plan do not have any gaps in terms of what we need to do (and that the change team knows who is on point to make sure they happen).
The additional component that we include is our overall change message: the one statement that summarizes why we are doing the change and that will ensure consistency of message for everything we do: all communications, all training, all status reporting about the change, etc.
Here is an example for implementing a centralized project management office:
Overall Change Message:
Our company is establishing a culture of quality and consistent delivery to our customer commitments. In lean times, we need to make sure we’re doing the right projects (as defined by measurable business value) and that they successfully deliver to market.
Based on the nature of your change, the change team may decide to include additional sections that describe where you plan to focus the detailed communications and training. For instance, in our project management office example, the changing roles and responsibilities of project managers might be a topic for particular emphasis of how we plan to achieve our objective:
Roles & Responsibilities: