Employee communication

This fact sheet relates to the introduction of modern employee benefit arrangements and provides some general guidance based on our experience of implementing this type of plan over the last 5 years. Sometimes, changes to employee benefit packages will require more technical and specific communication, especially if benefits are being reduced or removed. However, even this can be well communicated and help employees understand and appreciate the reasons behind the changes.

Getting the basics right

Good communication is critical in ensuring that changes to an employee benefit package are well received. Indeed, communication goes further than that. Often the plan design and legal aspects of changes are shaped by the communication with employees. Lie with any plan, set out objectives and design the communication campaign to suit these.

Good communication requires planning. It is important to pitch the style of communication to suit the organisational culture and to make sure that the level is right: targeted and appropriate to avoid information overload. Provide good quality information with simple, clear explanations - avoid patronising employees or using jargon.

Make sure that the method of communication is thought through. If information is being delivered online or by paper, try to make sure employees have a source that can answer queries. If presentations are being used, allow enough time for questions or provide individuals with face-to-face access to answer their particular concerns.

Good communication evolves. As the benefits package is likely to be reviewed and modified, make sure that an ongoing commitment is made to keep people informed.

Don't rely on external support for everything. Good communication is about developing an internal dialogue. Taking advice to do the best possible job is fine, leaving to a firm of consultants to deliver your message to your employees probably suggests you've got a problem.

Different types of communication

There are many different types of employee communication and here's a list of some of the most popular that are used with employee benefit related projects:

Prior to launch or annual review

Consultation letters
Employee surveys
Focus groups and employee workshops
Announcement letters and e-mails
Printed leaflets
Posters

At launch or annual renewal

Open days
Presentations
Employee benefit clinics
Employee help lines

Post launch or renewal

Employee feedback surveys
Reward statements

Also, it is important to understand that your communication model will not be restricted to organisational - employee but also employee - employee communication will occur. One of the strongest ways that information is circulated is through employees talking to each other. This makes it all the more important to make sure the organisational message is well delivered and timely.

As part of this, you may wish to consider adopting a number of trusted employees to help support the communication message and act as champions.

Maximising the message - don't be shy!

Internal communication can provide an excellent resource to develop an external communication strategy to support the business. For example, use the leaflets and online information to support recruitment campaigns. Also, use your information to present at conferences and seminars to promote the organisation and build a positive reputation within your sector and the wider business community.

Summary

Make sure you plan and leave yourself enough time. Be honest and provide clear information in ways that all employees can access. Don't underestimate the importance of communication.