Question

A large law firm, which has many employees, provides a single email address for each employee. Each employee's email address is @lawfirm.com. However, the firm did not explicitly define the format of the login. Thus, some employees use their first names as their login names, some use their last names, some use their initials, etc. The firm now wishes to make a fixed format, for example: firstname.lastname@lawfirm.com, that can be used for the email addresses of all its employees. How can this be done without rocking the boat too much?

Short answer

Establish a standard 'firstname.lastname' format and gradually phase in this change while maintaining transitional support for employees.

Step-by-step solution

Evaluate Current Practices

Survey or analyze current employee login names to understand common patterns used. Identify frequent formats such as first name, last name, initials, or other combinations.

Define Standard Format

Decide on a single, logical format that suits most employees and aligns with common business practices. The format 'firstname.lastname@lawfirm.com' is an ideal choice as it is descriptive and typically unique within a firm.

Communicate the Change

Inform all employees about the new email format through official communication channels. Provide details on why the change is necessary and how it will benefit the firm.

Update the System

Work with the IT department to create new email addresses based on the 'firstname.lastname' format. Ensure that old email addresses still forward to the new ones to avoid disruptions.

Provide Training and Support

Offer training sessions or resources to help employees transition smoothly to using their new email addresses. Ensure support is available for any issues that arise during the changeover.

Key concepts

Employee Communication

Effective communication is crucial when implementing any change within an organization, especially one involving standardized email addresses at a large law firm. Employees need to be informed clearly and timely about the transition to avoid confusion and resistance.
Successful communication involves using the right channels, such as emails, intranet bulletins, or team meetings. Make sure to explain the

• reasons for the change,
• steps being taken, and
• expected outcomes.

This way, employees understand the benefits of standardization like ease of recognition and professional representation. Address any concerns they might have and provide opportunities for questions. Remember, transparency and openness encourage employee cooperation and minimize anxiety associated with change.

IT System Update

Transitioning to a new, consistent email format means performing substantial updates on the IT systems. The IT department plays a critical role in implementing this change smoothly to ensure the process doesn't disrupt daily operations.
First, the team needs to develop a thorough plan to manage the update. This includes creating new email addresses in the specified format, such as 'firstname.lastname@lawfirm.com', while concurrently testing the delivery systems. Critical steps involve ensuring that forwarding mechanisms are in place to direct emails sent to old addresses to the new ones, thus maintaining communication flow. Always back up existing email data to prevent data loss.
Finally, let IT staff monitor the system for issues post-update and be available for troubleshooting to assist employees facing technical difficulties.

Transition Support

Providing support during the transition to a standardized email address format is central to a smooth implementation process. Transition support ensures employees feel confident and competent in using their new email setup.
Offer training sessions that guide employees on how to use the new email system effectively. Resources like guides, FAQs, and video tutorials can help address frequently asked questions and common obstacles. It's essential to have a help desk ready to provide personal assistance for any complicated issues.
Consider peer support programs where tech-savvy employees assist their colleagues. When employees know help is readily available, they are more likely to embrace the change positively and comfortably.

Organizational Change Management

Organizational change management is the structured approach employed by firms to transition individuals, teams, and organizations from a current state to a desired future state. For our law firm, managing the shift to a unified email system requires thoughtful change management strategies.
Begin with an impact analysis to understand how the change affects different departments and employee roles. Then, use this information to guide your change management efforts. Having a change management leader or team can lead to successful guidance throughout the process.
Furthermore, keep lines of communication open to address employee feedback and adjust strategies as needed, ensuring agility in response to unforeseen challenges. By monitoring progress and outcomes, the firm can reinforce the change and integrate it into the corporate culture, setting a foundation for future changes.