[This article was written by Rachelle Wilber.]
As a manager, you want your employees to always be on the same page. This means finding effective ways to communicate company policies, both as a whole to new hires and changes to policies to existing employees. Understanding how to do this effectively can make a big difference in the efficiency of your company. After all, many policy changes can have a major impact on the day-to-day workflows which characterize your business.
As perhaps the most ubiquitous of options, e-mail can provide a quick and easy platform for communicating a lot of information to a lot of different people. Sending a company-wide email ensures that each employee receives the information they need to be successful without having to use a lot of time telling each person individually. On the downside, since it is so commonplace, there’s a chance that emails about new policies will go unnoticed by employees, lost among the dozens of emails they receive every day.
While it takes more time and energy to organize than an email, a town hall can be a great way to inform employees, old and new alike, of company policies. As with email, a town hall allows you to communicate a lot of information to a lot of people at the same time. In addition, a town hall can be used as a source of motivation for your employees, allowing you to celebrate successes and encourage toward continued success. Important at a town hall is follow-up, whether through a printed info sheet or an email, to ensure the information that is discussed isn’t forgotten.
If you manage a smaller company, or the policies you need to communicate only affect a few people, speaking with your employees one-on-one may be a good option. This can be especially effective if you need to discuss something that only affects a single employee, such as a workers’ compensation case, to ensure privacy and complete understanding. These individual encounters can also be used to discuss employee performance so they know exactly how they’re doing at all times.
While less personal than a one-on-one or town hall meeting, a video can allow you to effectively and concisely communicate the exact information that needs to be disseminated by giving you multiple takes to use the exact words you want. A video does excel at being more personal than an email as it communicates extra emotion since the person watching can see your face and gestures. Additionally, a video allows employees to go back and watch it later, meaning they’ll always have an easy point-of-reference when it comes to important company policies.
Whichever method you choose to communicate company policies to your employees, the most important thing to remember is to try and keep it as short and concise as possible. Each person you employ is bombarded with a large amount of information on a daily basis, so to try and make your information memorable, it’s important to keep the messages you send as short as possible. Plus, a concise message lets your employees know you value their time and the contributions they’re making by allowing them to get back to work as soon as possible.
Rachelle Wilber is a freelance writer living in the San Diego, California area. She graduated from San Diego State University with her Bachelor’s Degree in Journalism and Media Studies. She tries to find an interest in all topics and themes, which prompts her writing. When she isn’t on her porch writing in the sun, you can find her shopping, at the beach, or at the gym. Follow her on Twitter and Facebook: @RachelleWilber; https://www.facebook.com/profile.php?id=100009221637700