How We Track and Communicate Process Changes Across Teams
Scenario
As our service grew, we noticed a recurring issue: process changes were happening, but not everyone knew or remembered about them. Some team members adjusted quickly, while others continued working under the “old way.” This led to confusion and inconsistent execution.
The Challenge
The biggest problem was making sure those changes were visible, accessible, and communicated consistently. Without a clear system, critical updates could easily slip through the cracks.
The Turning Point
Instead of relying on ad-hoc announcements, I created a centralised way to track and share every change. The idea was simple: one source of truth, paired with proactive communication.
Workflow
Update team: Whenever there is a change, the change is communicated by email or verbally in a meeting.
Process Changes Log: Every update is logged in an excel spreadsheet with details like date, description, impacted teams, and related emails. This becomes our master record.
Consistency: Updates always follow the same format, so team members know exactly what to look for.
Accessibility: The Log is saved in a central place in SharePoint and open to all team members, so no one needs to dig through old emails to find updates.
Result
Team members know where to go for the latest updates.
Since implementing this workflow, process changes are no longer a point of confusion.
What used to feel like ‘chasing information’ now feels like a transparent, reliable system.