Woman doing employee communication through video chat

6 Expert Tips For Effective Employee Communication

Employee communication is one of the building blocks of every successful business. It doesn’t matter if the business has three employees or 300, good communication matters.

In this article, we’ll discuss ways you can lay a strong foundation and build effective employee communication among your team — whether your business is just starting out or has been running for years.

Employee Communication Defined

Two chat bubbles representing  employee communication

When you strip away all the extraneous detail, employee communication is simply the exchange of information between two people in a business. It doesn’t matter if it’s between a CEO and a new hire, you and one of your direct reports, or two coworkers on the same team — it’s all employee communication.

But, if you have to exchange information with more than one individual at a time, is that still employee communication? It sure is.

Employee communication extends beyond the simple one-on-one exchange of information to include the more complicated mass communication as well.

Like one-on-one communication, mass communication takes on many different forms. It may be one person presenting information to a group, a group presenting information to a single person, or a group presenting information to another group.

This, too, is all just employee communication in one form or another.

Tips For Effective Employee Communication

Team meeting

1) Consider The Format First

As we mentioned earlier, employee communication takes many forms and can be conducted via a variety of methods.

The message may be exchanged one-on-one, one-to-a-group, or even group-to-group. It may be delivered face-to-face, online, or as a hardcopy of some sort. It may contain a significant piece of information or a minor one.

Regardless, there’s a best-possible format for every message.

For example, you can quickly and easily communicate a reminder about an upcoming due date via instant message, email, or printed memo.

Major policy change, however, is better delivered via a face-to-face meeting where you can go into detail and answer any questions that may come up.

When considering the right format to use, take a few moments to ask yourself:

  • How would you feel receiving the information?
  • Would an instant message make it feel too impersonal?
  • Would hardcopy be more conducive to accessing the information at a later date?
  • What is best for record-keeping purposes?

Answering these questions can help you choose the right format for your employee communication and ensure that your team receives and understands the message the way you meant it.

2) Make Your Message Clear And Concise

Clarity and brevity are essential components of effective employee communication.

If you’re writing a message, do so in a way that is easily accessible to your audience, avoid ambiguous language whenever possible, and refrain from using jargon unless it’s a regular part of your team’s communication.

It’s also important to be as concise as possible in your written communication. Don’t use five sentences when one will do, and don’t go into minute detail unless absolutely necessary. Too many words can obscure your message and sow confusion in your reader’s mind.

3) Start At The Top

Effective employee communication starts at the top of the business hierarchy.

CEOs and senior management set the tone for everyone else in the company. As such, it’s imperative that they abide by all communication best practices whenever possible.

For example, if you encourage your team members to be as concise as possible in their written communication, and you then go off and produce a five-page email for everyone to read, it sends the message that you are somehow “above the law” that the business laid down.

4) Don’t Overdo It

Woman over whelmed with employee communication

Employee communication overload is a very real thing when it comes to in-office and remote work.

If you’re sending multiple messages several times a day via email, Slack, Zoom, or any number of other communication apps, the distraction can be a speed bump to your team’s productivity.

Avoid communication overload by limiting your messages, notes, conversations, and other interactions to one regular channel or app and only engaging with coworkers when necessary.

For non-business-related conversations, it’s extremely beneficial to keep such communication to a minimum during work hours. Of course, some personal conversations will occur — that’s inevitable — but try to restrict them to breaks and when you’re away from the main work area.

If your team works remotely, set up a “Random” — or other aptly named — channel that your employees can use when they feel the need. This keeps the “chit chat” in one place so that it doesn’t overflow into and disrupt the work-related communication.

5) Meet In Person And One-On-One

Despite the fact that much of today’s business communication is going digital, it’s still essential to meet in person and one-on-one with your employees now and then.

Whether you set up a weekly, an every-other-week, or a monthly meeting with the whole group, talking face-to-face — even virtually — keeps the lines of communication open so employees feel comfortable with you and the other members of their team.

It’s also essential to maintain a regular schedule of reviews and performance appraisals (best conducted one-on-one) so your employees continue to grow and evolve in their position at your company.

6) Explain Your Decisions

Sometimes, management or ownership has to make mandates without offering explanations to the rest of the team.

But, whenever possible, take the time to go into detail about the conclusions you reach, about the assignments you give, and about other aspects of the business that may be affected by a certain decision.

This is especially important when your team (or an individual) offers an idea that they feel can have a real impact on the task at hand. If you simply dismiss it because you are privy to other information that they’re not, your team morale will suffer.

Instead, offer explanations as to why you decided the way you did. Tell your team why an idea won’t work. That way, they understand the thought process behind it all and can begin searching for new solutions.

The Best Way To Improve Employee Communication

Sling employee communication app

In business, the right tool can mean the difference between success and failure, between strong relationships and weak ones, and between good communication and bad.

When it comes to effective employee communication, the right tool should make everything easier.

It should streamline the exchange of ideas and information but also contribute in a large way to other vital aspects of your business, such as scheduling, payroll, time tracking, and controlling labor costs.

The one tool that does all that and more is the Sling app. The powerful features built into the Sling suite of software can help you:

Sling’s communication features include cloud-based storage, Newsfeed, and Messages.

To make communication as efficient as possible, Sling stores all of its data in the cloud. When you need to share a schedule, report, or template with a team member, simply give them permission and send them a link. They can then access that information anywhere, anytime.

Sling’s Newsfeed feature is based on familiar social media formats that let you post updates about your business in one place for all your team to see. You can even set up different newsfeeds to provide information to one person, a specific group of people, or all your employees.

That’s powerful workplace communication for the 21st century.

Sling employee communication chat

And with Sling’s Messages feature, you can take advantage of push notifications to communicate more efficiently with one person, or multiple people, from a single app. No more trying to force disparate communication platforms to work together.

Sling lets you send messages to individuals or groups, optimize your workforce, and build a stronger business culture — all in real-time so you can get more done during your busy workday.

All of that within the same app that helps you build schedules, manage overtime, and keep your business on budget. That’s a powerful tool for effective employee communication and workforce management.

For more free resources to help you manage your business better, organize and schedule your team, and track and calculate labor costs, visit GetSling.com today.

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