Communication Mistakes That Derail Implementations
Part 4 of the Change Management Series
Great tech doesn’t fix bad communication.
Even the most meticulously planned HR/payroll implementation can unravel when communication breaks down. Misinformation, lack of transparency, and inconsistent messaging can lead to confusion, resistance, and burnout — not because the system isn’t working, but because people don’t know what’s happening.
Let’s break down the biggest communication mistakes that derail implementations and what to do instead.
1. Communicating Too Late (or Not at All)
Waiting until the last minute to inform employees about major changes creates panic and distrust.
People need time to mentally and emotionally prepare.
Even if you don’t have all the answers yet, early communication builds trust.
Instead: Start early with a “here’s what we know now” message. Create a cadence of updates so people aren’t left wondering.
2. Focusing Only on the Technical Side
Most rollout comms talk about system features, but skip the human impact.
Employees are asking: “How does this affect me?”
Ignoring this creates resistance, fear, and disengagement.
Instead: Address emotional impact, role changes, training timelines, and what support is available. Speak to the people, not just the process.
3. Inconsistent Messaging Across Teams
When different departments give different updates, confusion multiplies.
Employees may lose confidence in leadership or feel out of the loop.
Instead: Align HR, payroll, IT, and leadership with one core message. Use templates and talking points so everyone’s saying the same thing.
4. Making It All One Way
Change communication often becomes a one-way announcement instead of a two-way conversation.
Employees feel unheard and unengaged.
Instead: Build in feedback loops. Use surveys, town halls, anonymous Q&As, or even a change inbox to let people express concerns and questions.
5. Not Addressing the “Why”
If employees don’t understand the purpose behind the change, it’s just noise.
This breeds indifference or resistance, especially if the current system “was working fine.”
Instead: Explain the strategic reason behind the change. Tie it to values, goals, or long-term growth. People are more likely to support what they understand.
6. Overloading With Jargon or Emails
Flooding inboxes with technical updates no one reads is just as bad as saying nothing at all.
Overuse of jargon makes people tune out.
Instead: Be clear, brief, and visual. Use videos, infographics, or short updates instead of endless email threads.
“Communication isn’t a phase of implementation. It’s the glue holding everything together.”
By being timely, human centered, consistent, and clear, you not only reduce resistance — you build trust, improve adoption, and create space for people to engage fully with the change.
Stay tuned for Part 5: Creating a Culture of Change Readiness ✨