Better Business communication: tip 1—communicating change

Things have been changing at workplaces. A lot.

​There are few workplaces that haven’t faced big changes over the past two years. Some of the most common changes have included:

• Workplaces closing, and sometimes opening and closing several times 
• Rules for how employees interact and do their work (new software, apps, etc.)
• Formats for meetings and the number of meetings they are expected to attend
• Working hours and flex-time
• Online security measures
• Procedures for sick days and other unplanned absences
• Processes such as approvals, expense reimbursements, onboarding, and reviews.

So much has been changing so fast that many leaders have struggled to make sure their teams know what’s expected of them. Now that the pace of change seems to be slowing (we hope), let’s look at how to communicate to your team about what has changed.

Put your rules and policies in writing: As I said above, it’s been hard for people to keep up with the constant changes. Once you decide on a policy, put it in writing so that people can refer to it when they want to know what the rules are. Make them as clear and simple as possible so that everyone understands what’s expected of them.

Communicate whenever there’s a change: If you have updated a rule because the situation has changed again, send out a communication right away to let everyone know. Don’t expect the staff to keep checking for updates on their own.

Make your policies accessible: Staff shouldn’t have to ask to see the policies. Put them somewhere all staff can access them, like your company intranet or a shared folder on whatever system you use (e.g., Google Drive, Microsoft Teams, shared server). When you send out an update, include a direct link to the policy in question. If you use more than one language in your company, get your policies translated before you implement them, or as soon as possible. 

Announce your “back to normal”: If you are reverting to your old way of doing something, you need to communicate that as well. You should direct your staff to the old policy that is being reinstated. It’s possible that some of them don’t recall the details, or never really knew them. For example, don’t assume that when people return to working in the office, they will automatically switch back to their original working hours. If people are no longer allowed to work flexible hours, your policy should say so and you should alert your staff to the change.

You may feel like you’re communicating too often, but there has been so much uncertainty that many workers feel completely disoriented. Straightforward, clear information about the company’s next steps will be welcome.

I'll be posting more tips for better business communications in the coming weeks. Be sure to check them out!