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Top 4 Internal Communications Mistakes (and How to Avoid Them)

April 6, 2018Lori Rohrbach

Gallup’s latest State of the Global Workplace report reveals that just 15% of employees worldwide are engaged in their jobs, so it’s not surprising that boosting employee engagement is often a key objective in HR and management initiatives. While launching new employee plans and programs can be beneficial, one simple, quick way to increase engagement is to improve day-to-day communications. Here are four common internal communications mistakes you might be making without even realizing it.

  1. Communicating across the company without a clear framework – All too often, communications become a game of whisper down the lane. The message is clear and well-understood when it is initially delivered by senior management, but by the time it reaches the front line, the context is missing and the meaning is ambiguous. Communications that cascade through an organization are common and should be supported; employees often prefer to hear news from their direct manager. However, there should be a baseline message that is consistently repeated from one level to the next, as well as a central point of reference (e.g., portal, intranet, social network, etc.) where employees can find the companywide message.                                                                                                            Read more: “Ready, Shoot, Aim” – The Importance of Planning What to Say Before You Say It
  2. Sending boring, robotic messages – There’s no quicker way for an email to end up in the trash than appearing exactly like the email that you sent last week. If you’re sending the same type of email again and again, employees will not feel engaged and most likely won’t read the message. Using a standard template is fine, but mix up the subject lines, write from the employee perspective, and keep emails or other messages brief and to the point.           Read more: How to Keep Your Communications Program “Vacation Fresh”—All Year Round
  3. Not using multiple channels – The more important the message is, the more channels you should use to deliver it. Don’t rely on email every time. Text, portals/intranet, message boards, workplace/social networks and mobile apps are all appropriate channels for employee communication. If possible, allow employees to subscribe to or at least identify their preferred channels.                                                                                                                                                  Read more: 6 Reasons to Use Social Media for Employee Communications
  4. Hitting send/post/publish too quickly – Spelling and grammar mistakes make you look careless and your message seem negligible. Spellcheck does not recognize words that are used incorrectly and Autocorrect can make unintended changes to a mobile post. Proofread and edit all your messages, regardless of length. If the message is high priority, ask a colleague to review it for any errors.                                                                                                                   Read more: Read the Words, Call the Numbers

Correcting these few common mistakes can quickly transform your employee communications from mind-numbing to engaging. Internal communications play a key role in employee satisfaction, so why not try to make yours as effective as possible?

 

Author: Estera Hayes

Previous post 3 Tips to Help You Choose Words Wisely in Your Communications Next post Six Rules for Conference Call Etiquette

Eight Work-From-Home Etiquette Tips

Eight Work-From-Home Etiquette Tips

 

Whether telecommuting is old hat or something you’ve been forced into as part of the COVID-19 shutdown, here are a few tips to make the experience run smoothly for both employers and employees.

 

Managing expectations

Successful work-from-home strategies always begin with clearly communicated expectations. Make sure your employees have any necessary equipment, tools and resources.  Will they need to track their time? Participate in regularly scheduled meetings? Be available at certain times of day? For employees, know what you’re accountable for and clearly communicate any challenges you’re having.

 

Constant communication

Keep the lines of communication open and be accessible. Check in with employees regularly through apps like Slack, Microsoft Teams, Google Hangouts and Skype, or even an old-fashioned email or phone call. Be genuinely interested in how they’re doing but don’t overdo it. Foster a feeling of trust by not micromanaging.

 

Nine to five…ish

While having a daily schedule is ideal, it may not always be practical right now. Make sure your people know when you need them to be available and try to offer flexibility at other times. They may be juggling school schedules as well as work schedules and working at “off-shift” times may be necessary. Be mindful of employees in different time zones as well.

 

For employees, try to work when you’re at your best, and not when you’re exhausted by kindergarten playtime and fourth grade math. Make sure people know if you will be unavailable at certain times.

 

Taking a break

Getting up and moving clears the head and helps with creativity and problem-solving. Whether it’s a walk around the block or a break for lunch, make time to get away from your desk throughout the day.

 

Signing off

Working from home does not mean being available 24/7. Set an actual end to the workday if possible. Don’t send and respond to messages at all hours. Sign out of messaging apps and close work programs. Understand and respect these boundaries.

 

Location, location, location

When setting up a home office, think about where you will have the fewest distractions – for yourself and for those who may be seeing you and your background on a video conferencing platform. Try to avoid busy spots that may include semi-clad people walking behind you, barking dogs and kids vying for your attention.

 

Conferencing and calls

Be clear about whether you expect people to turn on their cameras during meetings. If so, be clear about how they should be dressed. During calls, mute your phone when you’re not talking to avoid background noise. Headphones can also help with call quality. When speaking, pause frequently so others can participate in the conversation.

 

Social engagement

It’s ok for managers and employees to have some down time together, which may help ward off feelings of isolation. Keep up your normal level of interaction, perhaps with a virtual coffee break or happy hour. Managers should set the tone for how casual to be. Let employees choose what they would like to share, and never pry into areas that were off-limits before.

 

 

Author: Erin Alderfer

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