Workplace culture has changed dramatically in recent years. And the role of employee communication has now a never-seen-before importance in the working cultures of organizations around the globe.
Most organizations begin with downward communication, which allows information to move from the higher level to the lower level.
But now, employers’ attitudes have shifted significantly from the typical mindset in regard to communication with employees.
Employers now value two-way communication. And the rationale for this is that two-way communication increases productivity. Furthermore, because it helps to give employees a chance to practice free speech, it tends to make them happy.
No doubt that when there is open communication in the workplace, it becomes easier to attain goals. This blog post tends to explain everything you need to know about employee communication.
Employee communication is the exchange of ideas between employees and organizational management, and it is critical to an organization’s success. And the best part is that there are multiple channels for efficiently communicating with your staff.
Communication has grown more convenient since the introduction of social media. So, you may rapidly share the information with your staff by using social media. But keep one thing in mind: There can be no hard and fast rules for communication.
In one organization, for example, a communication technique may be effective. But the same may not work for the other. So, in that case, organizations need to come up with a communication plan of their own.
Following are the employee communication examples of some of the most common communication types adopted by organizations:
a) Traditional procedures
We’ll start with the standard processes. The traditional approach to communication is top-down. Thus, the policies and procedures are developed by management.
In this type of communication, employees are informed of the policies that have been developed.
Nevertheless, keep in mind that the traditional method is one-way communication. One-way communication does not produce desirable results.
According to a HubSpot post, we must reduce communication barriers in order to communicate effectively. After all, one-way communication is more of a major hurdle.
b) Mobile phones and social media
Remember that your employees are carrying a vital communication tool: their cell phones.
The cell phone is undeniably one of the most powerful communication tools.
The best thing is that using a cell phone allows you to easily contact individuals who work remotely.
Social media is yet another effective communication tool. These platforms are accessible from everywhere. As a result, staff are kept up to date on what is going on in the organization.
When we consider the worldwide trend, email is an efficient way of communication.
Email can keep you up to date on the newest happenings in an organization. The advantage of email is that you can have a record of communication that may take place between the company and an employee.
It is extremely vital to recognize the importance of employee communication.
When you often communicate with your employees, they are more likely to remain interested in the organization. Their curiosity grows, and the employees develop a positive attitude toward the organization.
When you interact with your employees, they build a clear vision of what they want to achieve in both the long and short term. As a result, employees establish a persistent mentality. Furthermore, they, as a result, do not provide views that contradict the organization’s purpose.
Maybe the important benefit that comes with efficient employee communication is that it helps respond well to changes.
When you disclose the adjustments to the employee, they are more likely to accept them if there exists suitable communication; otherwise, it becomes difficult to accept and consequently adapt to change.
According to Quora, you must identify ways to improve employee communication.
The truth is that high-performing organizations prioritize communication with their employees. However, there are some communication parameters that you simply cannot ignore.
Read below for the tips that lead to improved communication between your employees:
1. By using a variety of channels
It is critical to use multiple channels of communication when communicating with employees. The advantage of this method is that the message reaches its recipient on time.
2. By knowing your employees
You must understand your employees’ psychology. This may appear difficult at first. It is, however, not an impossible task.
As an employer, you should conduct various surveys on a regular basis.
Moreover, through the surveys, you will be able to easily grasp what is going on in the minds of your employees.
3. By assessing the efficacy of your communication plan
When communicating with your staff, you don’t want the conversations to fall on deaf ears. This is why it is necessary to assess the efficacy of the communication process. Therefore, you must have a clear picture of whether or not your communication approach is effective.
4. By repeating the messages
When you want to get the most out of your staff, as an employer, you should reiterate the messages.
Employees must be able to relate to the information you provide them. As a result, they will be able to easily put out their goals once they receive the information.
There exist various styles of communication that make your communication rather productive. Some of the most common styles are listed below:
a) The passive style of communication
When you use a flexible tone in your communication style, you are engaging in passive communication.
Going with the flow is the essence of this communication style. The disadvantage of passive communication, however, is that it does not have a clear plan for dealing with issues.
b) The passive-aggressive style of communication
The passive-aggressive communication style combines a passive approach with an aggressive aspect.
For example, the employee adopts a particular technique to complete a task and informs the relevant manager of its strategy.
At that point, while the management agrees to the approach, they are fundamentally not in agreement with the employees’ approach.
Importantly, it is important to realize that passive-aggressive communication may not be the greatest strategy to use in an organization.
c) The aggressive style of communication
Some businesses also use an aggressive communication strategy. However, the truth is that the forceful approach does not work in practice. The reason for this is that employees are becoming more knowledgeable.
When it comes to their rights, the majority of employees are unwilling to make any concessions.
Most employees regard aggressive speech as an insult, which reduces productivity. The aggressive communication style also involves blaming others directly.
Organizations that want to be successful in the long run may not agree with this strategy.
d) The persuasive style of communication
There is no arguing that persuasive communication is a healthy strategy. When you use assertive communication, you are addressing the needs of those around you.
The advantage of assertive communication is that you are also listening to what your employee is saying.
For instance, the assertive or persuasive style of communication may sound like this;“I respect your viewpoint, but I disagree with it.”
Assertive communication is a professional strategy that organizations can use to communicate with their employees to have them do as what company wants and not the other way around.
KPIs to Access Employee Communication
There also exist some KPIs that lead you to develop an understanding of the effectiveness of the communication taking place at your organization:
1) By defining the criteria for evaluating engagement
You should remember that you can never judge something that cannot be measured.
You must monitor the effectiveness of your organization’s communication method. And once you’ve tracked the efficacy, you’ll be able to assess the process’s success.
Every organization communicates with its personnel. But the question here is whether or not the information is being read by the employees.
Employee communication tools can be of great help in this regard. Because as a result of using them, identifying the flaws in your communication system will become much easier.
Some HR managers measure employee engagement by calculating the number of Intranet logins or email opens. However, this is simply a snapshot of the larger picture.
Let’s illustrate this with an example.
All employees receive an email. So, only analyzing the links clicked within the email can help management determine whether the employees are well-informed about the sent email or not.
Basically, it will demonstrate whether the employee thoroughly read the email or not.
2) By evaluating the turnover rates
Do you want to see if your staff are comfortable with you? Are you curious if your employee conveys their thought process to you? The turnover rate can help you find answers to these questions.
When employees are satisfied with their jobs, they are more likely to stay with the company for a long period. Therefore, a company must design a method to keep track of the turnover rate, which will help it determine the effectiveness of its employees’ communication.
3) Track employee advocacy
When employees are happy working for a company, they become brand ambassadors. If your employees’ morale is good, it indicates that there are no communication gaps. Moreover, it may also demonstrate that the staff are at ease.
To build a successful communication strategy, it is also critical to recognize the distinction between employee communication and internal communication.
Employee communication occurs when an organization decides to communicate with a segment of its employees or all of its employees.
For instance, an email from the CEO to all staff exemplifies employee communication.
On the other hand, when we talk about internal communication, we see a variety of techniques. And it could be top-down, horizontal, or vertical.
Horizontal communication involves exchanging information between departments, units, or individuals.
Vertical communication occurs when messages travel between subordinates and superiors within an organization.
Internal communication is as important as employee communication. So, it is important that you understand how you can communicate internally better:
Make communication purpose-based
There is no doubt that billions of emails are sent between offices every day. However, it may not imply that this is effective or not.
Instead of information overload, the business should engage in purposeful information.
If you want to connect effectively with your employees, you must grasp the importance of an incentive system. For example, a company may create a weekly newsletter to discuss its employees’ successes, milestones, and incentives.
Develop a communication strategy
While there may or may not exist a general communication strategy, as an employer, you must assess your organization’s communication needs and devise a relevant strategy. For that, the relevant management team must identify communication problems.
Once your team has identified the flaws, it’ll be much easier to come up with solutions.
Remember, your employees are your target market. This is why you must also consider their communication choices. Therefore, management must determine the appropriate tools for internal communication.
The management must also determine whether the tools can determine the level of communication. In this regard, follow one rule of thumb: selecting the appropriate channel of communication is critical.
When conveying sensitive information to an employee, one-on-one communication should be preferred. A planned meeting, on the other hand, works effectively when resolving a problem.
In conclusion, the choice of your communication tool goes a long way in making employee communication fruitful.
An organization should always go above and beyond to perform successful employee communication. In this regard, regular meetings shall be held with employees to obtain a sense of whether or not they are satisfied.
Determining employee satisfaction is important because when employees are satisfied, they urge the new recruits to participate in the communication process as well.
Building a workforce takes time. But this can be achieved through effective communication. After all, when a business has a talented workforce, it is easier to focus and achieve other key organizational goals.
So, take the first step toward success now by encouraging your employees to communicate properly, as your employees are your company’s future.
While Bravo is primarily a rewards and recognition platform, using it, you can also conduct surveys that can help you understand your employees better, subsequently enabling you to communicate productively with your employees.
So, using Bravo gives you two-fold benefits: You reward and recognize your employees to keep them working hard for the company and conduct surveys that lead you to communicate effectively with them in future.
Book an absolutely free demo of Bravo and learn how it can help you in many different ways.