How Do You Communicate New Processes to Employees? (8 Free Email Templates)
Jan 21, 2026
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7
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AI Summary by Fellow
Rolling out a new process across your organization? The way you communicate that change determines whether employees embrace it or resist it. Clear, well-structured emails help teams understand what's changing, why it matters, and exactly what they need to do next.
But here's the challenge: important context gets lost between announcement emails, follow-up meetings, and one-on-one conversations. Decisions discussed in meetings never make it back to the original thread. Action items slip through the cracks.
Already struggling to track change management communications? An AI meeting assistant like Fellow captures every discussion, extracts action items automatically, and creates a searchable record of every decision, so nothing falls through the cracks.
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What is a new process email?
A new process email is an official communication notifying employees about changes that affect their work. These changes might include new software implementations, policy updates, benefits modifications, or organizational restructuring. Process emails provide a trackable, searchable record that employees can reference later.
New process emails are typically sent by project managers, HR staff, team managers, consultants, or executives. The key is ensuring the right person with appropriate authority sends the communication, giving it the weight it deserves.
Why do process change emails matter?
Process emails serve several critical functions for organizations navigating change:
Reach everyone simultaneously. Mailing lists organized by team or function let managers notify large groups instantly, ensuring consistent messaging across the organization.
Create a searchable record. Unlike verbal announcements, emails give employees a reference point they can search and revisit whenever they need clarification.
Enable two-way communication. Employees can reply directly with questions, feedback, or requests for meetings to discuss concerns, creating a dialogue rather than a one-way broadcast.
Establish accountability. Written communication with clear deadlines and owners creates a foundation for follow-through.
How do you write an effective process change email?
The most effective process change emails follow a consistent structure that addresses employee concerns while driving action.
Keep messaging focused and relevant
Providing too much information in one email causes recipients to miss the main point. Avoid filler words that don't contribute to context. Bold or highlight critical information (especially deadlines and required actions) so it stands out immediately.
Outline clear next steps with deadlines
Employees need to know exactly what's required of them and when. Avoid vague timelines like "ASAP" since interpretation varies wildly. Specify concrete due dates and highlight them for clarity.
Include resources and support channels
Offer multiple ways for employees to get help: one-on-one meetings, information sessions, help centers, or documentation. When someone requests a meeting, use a collaborative meeting agenda so both parties arrive aligned on talking points.
Explain the benefits of the change
Resistance to change often stems from employees not understanding why the change was made. Clearly articulate how the change positively impacts the team, department, or organization. Address the "what's in it for me?" question directly.
Use concise formatting
For lengthy updates, break content into multiple emails within the same thread, or include a "TL;DR" summary at the top for team members who need the key points quickly.
8 sample emails to employees about new processes
Use these templates as starting points for your own change communications. Customize the bracketed sections with your specific details.
1. Introducing new software to employees
Subject: New tool announcement: [Software Name] for [purpose]
Hi [All],
What's changing: We're rolling out Fellow as our new AI meeting assistant to help make meetings more productive. Based on feedback from our team survey, disorganized meetings were causing project delays, and we're solving that.
How this helps you: Fellow automatically captures meeting notes, tracks action items with owners and due dates, and creates a searchable library of every conversation. No more manual note-taking or lost context.
What you need to do:
Create your account at [COMPANY DOMAIN].fellow.app by [DATE]
Attend the internal training session on [DATE]
Review the getting-started resources here and here
Reply to this thread with any questions.
Thank you, [Project Manager]
2. Change in employee benefits
Subject: Benefits update: Expanded coverage starting [DATE]
Hi [All],
What's changing: Starting [DATE], your health insurance benefits will expand to cover massage therapy and 100% of psychotherapy costs up to the annual limit.
Why we're making this change: Mental wellness directly impacts performance and satisfaction. We want to remove barriers to accessing the resources you need to succeed.
What you need to do: Nothing. Your policy updates automatically on [DATE]. No additional costs apply.
Questions? Reply to this thread or contact [HR Contact].
Thank you, [VP, Human Resources]
3. Policy change announcement
Subject: New requirement: Annual security awareness training
Hi [All],
What's changing: As part of pursuing SOC 2 certification, all teams must now complete security awareness training annually.
Why this matters: SOC 2 certification demonstrates our data security commitment to customers, helping us build trust and close more deals. Training keeps everyone aware of current security threats.
What you need to do: Contact your department head for your training date.
Questions? Reply directly to this thread.
Thank you, [Chief Information Security Officer]
4. Sick leave policy update
Subject: New policy: Formal sick leave tracking starting [DATE]
Hi [All],
What's changing: Starting [DATE], we're implementing a formal sick leave policy capped at 10 days of annual sick leave per employee.
Why we're making this change: As our team grows, we need consistent processes. Previously, we weren't tracking sick leave, making it difficult to assess patterns and plan coverage.
What you need to do: Your policy updates automatically on [DATE]. If you have concerns about this new policy, contact your direct manager.
Thank you, [VP, Human Resources]
5. Organizational change announcement
Subject: Announcing our new Environmental Social Responsibility team
Hi [All],
What's changing: To achieve our net-zero goal by [YEAR], we're bringing in a dedicated Environmental Social Responsibility (ESR) team starting next week.
What this means for you: The ESR team will oversee progress toward our sustainability goals and create new processes to accelerate our timeline. Adjusting to new ways of working takes time, but this commitment reflects our values.
What you need to do: Attend the mandatory company-wide introduction meeting on [DATE]. Submit questions for the ESR team to [THIS LINK] or contact your manager directly.
Thank you, [Chief Operations Officer]
6. Learning and development fund announcement
Subject: New perk: Learning and development fund now available
Hi [All],
What's changing: We've created a Learning and Development Fund (LDF) to support your professional growth. Use it for courses, conferences, literature, and mentorship opportunities.
How it works: Funding is allocated per team based on headcount and renews annually.
To access funds:
Identify a learning opportunity
Complete the business case form [HERE]
Get manager approval
Follow our expense policy [HERE]
Questions? Reply to this thread.
Thank you, [VP, Finance]
7. Meeting cadence change
Subject: Updated meeting schedule for [Team/Department]
Hi [All],
What's changing: Starting [DATE], our weekly team sync moves from [OLD TIME] to [NEW TIME]. We're also shifting from 60-minute to 45-minute sessions.
Why we're making this change: Based on team feedback, the new time works better across time zones. Shorter meetings encourage focused agendas and respect everyone's calendars.
What you need to do: Accept the updated calendar invite by [DATE]. Come prepared with agenda items using our shared meeting doc.
Thank you, [Team Manager]
8. Vendor or system transition
Subject: Transitioning to [New System] by [DATE]
Hi [All],
What's changing: We're transitioning from [Old System] to [New System] by [DATE]. This affects how we [specific workflow].
Why this matters: [New System] offers [specific benefits: better integration, improved security, cost savings]. The transition supports our goal of [strategic objective].
What you need to do:
Complete system training by [DATE]
Migrate your data using the guide [HERE]
Flag any blockers to [Contact] by [DEADLINE]
We'll hold office hours on [DATES] for questions and hands-on support.
Thank you, [Project Lead]
Struggling to track who's completed what? Fellow captures meeting discussions, extracts action items with owners and deadlines, and sends reminders so follow-through happens. Teams at Shopify, HubSpot, Vidyard, and Motive use Fellow to ensure nothing falls through the cracks.
How do you support process changes with meetings?
Email announcements work best when supported by live discussions where employees can ask questions and voice concerns. The challenge is ensuring those meeting conversations translate into action.
The problem with traditional follow-up
Historically, change management required someone to manually take notes, send recap emails, and track action items in spreadsheets. This approach creates gaps: decisions get forgotten, action items lack accountability, and critical context lives in one person's notes.
How AI meeting assistants transform change management
Modern teams use an AI meeting assistant to capture every change management conversation automatically. Here's how this transforms the process:
Searchable organizational intelligence. Every conversation becomes part of a searchable meeting library. Six months later, when someone asks "What did we decide about the new expense policy?", you can find the answer instantly.
Query across your entire meeting history. Ask Fellow questions like "What concerns did the sales team raise about the new CRM?" and get answers drawn from your recorded conversations.
Enterprise-grade security. Fellow is SOC 2 Type II certified, HIPAA and GDPR compliant, and never trains AI models on your data. Permission-based access ensures only authorized team members can access specific recordings.
Frequently asked questions
How do you announce a new process to employees?
Send a structured email that clearly explains what's changing, why it matters, and what employees need to do. Include specific deadlines, highlight required actions, and provide resources for questions. Follow up with live meetings for complex changes, and use an AI meeting assistant to capture those discussions and track resulting action items automatically.
What makes a good process change email?
Effective process change emails are concise, benefit-focused, and action-oriented. Lead with the change itself, explain the reasoning behind it, outline clear next steps with deadlines, and provide channels for support. Avoid jargon, highlight critical information visually, and keep paragraphs short for easy scanning.
How do you handle resistance to organizational change?
Address resistance by clearly communicating the "why" behind changes and acknowledging that adaptation takes time. Create multiple channels for feedback: reply threads, one-on-one meetings, and anonymous surveys. Document concerns raised in meetings using an AI meeting assistant so leadership can identify patterns and respond appropriately.
What should you include in a software rollout email?
Include the software name and purpose, specific benefits for employees, required actions with deadlines (account creation, training attendance), available resources and documentation, and a clear point of contact for questions. Follow up with hands-on training sessions and capture those discussions for employees who can't attend live.
How do you track follow-through on process change communications?
Modern teams use AI meeting assistants like Fellow to automatically extract action items from change management meetings, assign owners and deadlines, and integrate with project management tools. This eliminates manual tracking and ensures accountability without creating additional administrative work.
How often should you communicate during organizational change?
Communicate early, often, and through multiple channels. Send an initial announcement email, follow up with meetings for questions, provide weekly updates during implementation, and share success metrics once the change is established. Capture all discussions in a searchable meeting library so the complete change story is preserved.
Turn every change management conversation into searchable intelligence
Process change emails are just the starting point. The real work happens in follow-up meetings, one-on-ones, and team discussions where concerns get raised and decisions get made.
Fellow, the secure AI meeting assistant trusted by teams at Shopify, HubSpot, Vidyard, and Motive, captures every conversation, automatically extracts action items, and makes your entire meeting history searchable. Stop letting critical context disappear after meetings. Start turning every discussion into organizational intelligence.
Record, transcribe and summarize every meeting with the only AI meeting assistant built from the ground up with privacy and security in mind.
