How to communicate with employees
Checklist
- Give employees the information they need (eg policies and technical information) or are legally entitled to (eg for health and safety or employment law).
- Use communication to help employees perform - by agreeing clear objectives, providing feedback and recognising achievements.
- Communicate regularly to build your relationship with individuals and teams; take a personal interest in them, and take part in social events.
- Aim for open, honest two-way communication; make yourself available, encourage employees to raise problems and suggestions, and listen.
- Plan communications: think about your objectives and break down your message into a small number of key points.
- Anticipate your audience's attitude, current knowledge and level of interest; choose a time when they are likely to be receptive.
- Give advance warning when appropriate - for example, if an employee will need to prepare; circulate an agenda before group meetings.
- Choose the right medium: for example, the phone for a quick discussion, and memos for complex information or where you need a written record.
- Follow up written communications, particularly if they cover complex issues; don't assume signs and memos will be read and understood.
- Handle sensitive communications face-to-face.
- Use clear, appropriate language; be specific about action points, deadlines and responsibilities.
- Build trust: be positive, patient and polite; explain yourself, particularly when overriding an employee's suggestion; and do what you say you will.
- Control discussions: stick to the agenda, and keep things brief.
- Confirm understanding and agreement; review outcomes to see whether communications have been effective.
- Practise communication skills: asking open-ended questions, listening and ensuring you understand; using positive body language.
Cardinal rules
Do:
- deliver the information that employees need
- build relationships through regular, open communication
- encourage two-way communication
- listen
- make sure communications have been understood
- live up to any commitments you make
Don't:
- speak (or email) without thinking
- assume people will pay attention, particularly to signs and memos
- assume people understand what you are trying to say
- try to communicate too much at once
