Communication tools

Scope

All employees and employers make use of a variety of communication tools.

Regulatory citations

• None

Key definitions

• None

Summary of requirements

The possibilities for communication are endless and are often influenced by your company’s culture and technological capabilities. Examples include: newsletters, intranet, email, memos, telephone, employee surveys, a company handbook, and staff meetings.

Choosing the right communication tool may not be as simple as it sounds, however. Like many companies, it’s likely that your employees have jobs and responsibilities that vary greatly from one to another. As a result, it can be difficult deciding how best to deliver the information you want employees to know.

Newsletters. A newsletter is an effective way to bridge the gap between employees who work in your offices and on your production lines with those who manage your operations.

• It can provide detailed information on anything from new company policies to the annual company picnic. This allows you to cover many topics of interest in a variety of ways.
• It is used as one of the main sources of general information to your employees.
• It can be weekly, biweekly, monthly, whatever seems appropriate for your organization.
• You may want to distribute your newsletter as a paycheck stuffer to be sure you reach all of your employees with the information they need to know.

Employee surveys. An employee survey is a tool that allows you to obtain information on issues of concern to the company.

• It helps you to gauge how your employees think and feel about specific elements regarding their job or the company.
• Surveys can elicit information about employee morale, job satisfaction, and commitment to the company.
• Based on the survey responses, you can create an action plan to address any issues of concern.

Company handbook. Your company handbook is your “official” publication to your employees.

• It transmits the information they need to know on your policies, procedures, and work rules.
• When you update your handbook or make changes to a policy, it is a good idea to also make a note of it in a newsletter or special memo to draw the employees’ attention to the update. You want to do everything you can to ensure they are aware of the change.

Intranet. The intranet is a particularly useful tool for getting breaking information to employees fast.

• The intranet works for your employees who are working frequently on computers, but won’t reach those employees who work in non-office settings.
  • If there is breaking information they need to know, you will have to employ other methods to get that information to them. One way is to send in your intranet message a notice to supervisors that they should pass along the information to all employees who do not have access to the intranet.

• The intranet can be updated daily and provide general newsworthy items that can also go in the newsletter.
• It can be particularly useful in providing links to information employees need to know, such as Human Resources information, forms, an employee directory, sales information, upcoming training programs, and departmental information.
• It is a useful tool for getting information to employees that they would otherwise have to obtain by calling or visiting a specific department. For the employees working in those departments, this frees up their time by not being called upon to respond to numerous employee requests for information, which makes their day more productive.

Email. Email may well be the tool of choice for business communication.

• It allows you to get your message to others without truly interrupting them, and they can respond to your message when it’s convenient for them.
• Email is a fast and effective tool for communicating and is often the preferred method of communication in offices.

Video conferencing and phone calls. When a topic needs some explanation or nuanced communication, a call may be the best.

• The drawback of calling is that you never know if you are interrupting the person you are calling, or if the other person has the time required to respond to your needs effectively.
• On the positive side, a call can offer a personal touch. It is more personal than email, and entails a much more efficient flow of communication.
• You may be able to solve a problem with a quick call, where it might take you 15 minutes of emails going back and forth.

Memos. Memos can be an an “official” form of company communication. The provide written documentation of a directive.

Staff meetings. Staff meetings are essential for communicating department-specific information in a venue that encourages the interactive exchange of ideas. It is more personal than an email or memo, and also is designed to obtain information in return, or encourage questions on the information presented, rather than just simply providing information unilaterally.

Choosing the right communication tool can mean the difference between getting your message across effectively, or having the message get lost, which may likely create further problems down the road. Whichever communication tool you decide to use, for best results, you may want to combine a number of tools in order to reinforce the message.