THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T167
Template Title: Organisational Change Communication Plan
Related Research Case IDs / Cluster: Cluster C (Institution-Building & MoUs), Cases 21–35 (add F if conflict risk; G if neglect/loss risk)
Linked Templates / Policies: T151 (Organisational Chart Update), T160 (New Unit Proposal), T165 (Internal Memo), T153 (Board Minutes), T166 (Induction Checklist), Stakeholder Map (T158)
Date of form: ____ / ____ / ______
Prepared by / Role: _______________________
Office / Unit: ____________________________
Country / Location: _______________________
Confidentiality Level:
Internal only [ ] Restricted [ ] Sacred-Restricted / Sensitive [ ]
Use of this form (tick):
New case / action [ ] Follow-up [ ] Annual review [ ] Archive only [ ]
1) Purpose (why we use this plan)
This plan manages messages during organisational change.
It helps reduce confusion, fear, conflict, and rumours.
2) Change summary (what is changing)
Change title (short): __________________________________________
Type (tick): Restructure [ ] New unit [ ] Merge units [ ] Role changes [ ] Process change [ ] Other: ______
Short change summary (3–6 lines):
Why this change is needed (simple):
What is NOT changing (to calm fears):
Decision date (Board/Director): ____ / ____ / ______
Planned effective date: ____ / ____ / ______
3) Affected groups (who is impacted)
Tick and list details.
Internal groups
Board [ ] Which members/committees: ______________________________
Management team [ ] Who: ________________________________________
Staff [ ] Units/roles affected: ___________________________________
Volunteers / interns [ ] Roles affected: ___________________________
Contractors [ ] Which services: __________________________________
External groups
Partner temples [ ] Names: ______________________________________
Labs / universities [ ] Names: ___________________________________
Donors / supporters [ ] Groups: __________________________________
State offices / regulators [ ] Names: _____________________________
Media (if needed) [ ] Names: _____________________________________
Local community leaders [ ] Names: _______________________________
Most sensitive group(s) (highest concern):
4) Key messages (what we will say)
Write short, respectful messages. Keep them consistent.
Message 1 (Why change):
Message 2 (What changes + when):
Message 3 (What stays the same):
Message 4 (How this protects relics and safety):
Message 5 (How we support staff/volunteers):
Message 6 (Rumour control / truthfulness):
“We will share correct information. If you are unsure, ask the official contact.”
Do we need a Sacred-Restricted message version (limited details)?
Yes [ ] No [ ]
If Yes, what details must NOT be shared: _____________________________
5) Channels (how we will communicate)
Tick channels and add notes.
Internal channels
Board meeting / minutes [ ] Notes: ________________________________
Staff meeting / briefing [ ] Notes: ________________________________
Email / internal memo (T165) [ ] Notes: ____________________________
Notice board [ ] Notes: __________________________________________
Manager 1-to-1 talks [ ] Notes: ___________________________________
Induction update for new people (T166) [ ] Notes: ___________________
SOP updates (T162) [ ] Notes: _____________________________________
External channels
Official letter to partners [ ] Notes: ______________________________
MoU notice / addendum (T24/T156) [ ] Notes: ________________________
Donor update note [ ] Notes: ______________________________________
Meeting with state offices [ ] Notes: _______________________________
Website / public statement (only if approved) [ ] Notes: _____________
6) Timing plan (when we communicate)
Use one line per message event.
Communication schedule
Event 1
Audience/group: __________________________
Message topic: ___________________________
Channel: _________________________________
Date/time: //____ ________
Sender (name/role): ______________________
Support person: __________________________
Event 2
Audience/group: __________________________
Message topic: ___________________________
Channel: _________________________________
Date/time: //____ ________
Sender: _________________________________
(Add more as needed.)
Key rule: Tell internal staff before external audiences, unless legal/safety needs require otherwise.
Exception (if any): _________________________________________________
7) Questions, feedback, and support (two-way communication)
Main contact for questions (name/role): _____________________________
Email/phone: _________________________________________________
Backup contact: ________________________________________________
How feedback will be collected (tick):
Anonymous box [ ] Email [ ] Group meeting [ ] 1-to-1 [ ] Survey [ ] Other: ____Support offered (tick):
Extra training [ ] Clear job notes [ ] Mentoring [ ] Schedule help [ ] Counselling referral (if available) [ ] Other: ____
8) Risk notes (communication risks)
Tick and note short controls.
Rumours / misinformation risk [ ] Control: __________________________
Staff fear / morale risk [ ] Control: _______________________________
Partner misunderstanding risk [ ] Control: __________________________
Conflict risk (internal/external) [ ] Control: ________________________
Security risk (too much detail shared) [ ] Control: ___________________
Legal/regulatory risk [ ] Control: _________________________________
Overall comms risk: Low [ ] Medium [ ] High [ ]
9) Approval and record
Prepared by (name/role): _______________________ Signature: __________ Date: //____
Reviewed by (Director / Governance): ____________ Signature: __________ Date: //____
Approved by (Board / Authority, if needed): ______ Signature: __________ Date: //____
File location (cabinet/folder + digital path): __________________________
Plan version / code: ____________________ Effective date: //____
