Disseminating new company rules can be very challenging. Worrying about how to impose all these different new rules and updates into place is one thing, but making sure all employees know and actually understand them is another.
You could be on the same page as Michael as the head of the Human Resources department for a tech startup company. As it is, their boss gave them a heads up to expect a lot of changes along the way.
This included company policies. Some of the new policies in Michael’s company came from the management. Others come from Michael’s department. Either way, the rules and policies are vastly evolving.
A new policy their management wants to instill is the use of the new clock-in machines. Employees used to clock in by inserting a sheet of paper into an old machine. With their new clock-in equipment, employees just have to scan new their respective RFIDs to clock in and out.
The challenge for Michael now is how to disseminate the information to all employees. He’s concerned about how the employees will react to the announcement.
The question is: how will Michael do that for all policy changes in the future?
Keeping Everyone on the Same Page
If you’re just like Michael, you want the best of both worlds. You want to be able to spread new company policies in the most convenient and hassle-free way.
You’re in luck because we have a few tips and tricks to help you properly disseminate information to your employees.
Execute an Email Blast
As the HR department, you have your employees’ email addresses documented. These could either be an official work email or a personal account. It’s best not to leave this information lying in your database collecting cyber dust.
An email blast is your solution. It’s the quickest way to ensure that every announcement reaches each employee.
To make the most out of your email blasts, be sure to make an eye-catching subject. You don’t want your employees to skip out on these emails. Be sure to get their attention the moment they open their inboxes.
Stick Memos in Common Areas
Go old school with this idea.
Once your company is set to put in place new policies, you might fear that employees won’t check emails about it. They could check it, but most of the time, they will not take it to heart.
You can offer a solution by posting announcements in common areas of the office. Some useful tips: know where each person is most likely to pass by.
This can be right at the front door. It can even be on the doors of the comfort rooms. Sometimes announcements posted in hallways or in the cafeteria are useful as well. These places receive the most traffic in offices.
Have an HR Policy Template at Your Disposal
It will be very useful to have a template that your employees will recognize right away. Having a standard template, whether you disseminate your announcement through email or hardcopy, will make it more official. Templates are great to use because they’re so recognizable.
Employees will want to stop and check the latest announcement if they see a familiar template. This template could either come in the form of their emails or as flyers in common areas.
Be sure to include the reason and the date of effectivity in your policy template. Make important parts stand out by making them big and bold.
Announce New Policies With Clarity
Take a look at Michael’s case if you’re still hesitating to use a template for new policy blasts. He crafted an official document to input the company’s new policies. Michael included the objectives of each policy, as well as how employees can put them into practice. This includes the new clock-in policy.
As a result, the transition into their new RFID clock-in system was a success. All employees heard about the announcement via email and flyers in common areas. Word-of-mouth also played a small role in spreading the news.
Just remember one thing when you want to disseminate information: Be clear and concise.
Nobody likes to read paragraphs when the main point can be summed up in just a sentence. Be straightforward when delivering your announcements. It goes a long way, both for you and your company.
Now, how will you put your policy template to good use?