Beyond the Memo #3: Getting organized before an announcement
- Alexandra Grant
- Mar 14
- 2 min read
Ever sat through a company update and thought, Wait… what?
Maybe the message was vague, or maybe it raised more questions than it answered. Either way, you weren’t alone—because when announcements aren’t planned well, they don't land.
The good news? You can avoid that mess entirely.
Before you hit send on that email or step up to the mic at the next town hall, here’s how to make sure your message is clear, aligned, and actually helps employees feel informed—not frustrated.
1. Get Everyone on the Same Page
Before anything goes public, align internally. That means:
Leadership, HR, and Comms should be on the same page about what’s happening and why.
Managers should be briefed ahead of time so they aren’t caught off guard by employee questions.
The messaging should be consistent—no mixed signals that create unnecessary confusion.
2. Nail Down the What, Why & When
At a minimum, your announcement should clearly answer:
What’s happening? (Be direct—vagueness creates uncertainty.)
Why is this happening? (Explain the rationale, and if there’s a benefit, say it.)
When is this happening? (And what does that timeline mean for employees?)
If you can’t answer these, you’re not ready to announce.
3. Anticipate Reactions—Before They Happen
Every change sparks questions. If you don’t answer them upfront, you risk panic, resistance, or frustration. Think through:
What concerns will employees have?
Who will this impact the most?
What follow-up resources should we have ready?
By addressing concerns proactively, you build trust instead of eroding it.
Bottom Line? Preparation is Everything.
I know announcements can feel urgent—like you need to get the news out right now. But a little extra time spent organizing upfront makes all the difference.
So before your next big announcement, take a breath, follow these steps, and watch how much smoother it goes.
