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The Importance of Communication

Perception is reality - if your employees don't know or understand part or all of their employment 'deal', they may as well not exist.

So how do we communicate?

• Surveys
• Posters in the office
• Intranet
• Line Managers
• Mailing to home (e.g. pension statement, medical insurance booklets, total remuneration statements)
• Reminders on payslips

Developing a Communications Plan [PDF 46KB]
Communication Plan Worksheet [PDF 67KB]
Communication Profile Matrix [PDF 48KB]
Communication Vehicles [PDF 52KB]

We can also use annual Total Reward Statements to remind employees of the full value of their package, both in financial and non-financial terms. Total Reward Statements value the benefits provided to each employee, and presents this in the form of an individual statement, tailored to the needs of the organisation. The following examples are based on actual statements produced by Hay Group for clients in recent years:

• Sample TR Statement A [PDF]
• Sample TR Statement B [PDF]
• Sample TR Statement C [PDF]
• Sample TR Statement D [PDF]
• Sample TR Statement E [PDF]
• Sample TR Statement F [PDF]

Many organisations use an external company to manage the benefits offered to staff, and these companies tend to offer an online Total Reward Statement as part of the service offered – this allows employees to manage their preferences online (where there is the opportunity for varying the elements of the total reward package). It will also allow you to tailor communications to the individual or group – using segmentation as part of your communication strategy.

Ideas for Improving Communications

Ideas to Facilitate Communication in General

1. Examine the environment:
   • Are there adequate places for private and group communication?
   • Is the environment conducive to communication?
2. Use technology to assist in communication flow, but not as a substitute for communication.
3. Keep in mind the interpersonal skills and personal traits needed for effective communication.
   • Build rapport (mutual respect and trust)
   • Be receptive to open communication
   • Be non-judgmental
   • Communicate constructive ideas/comments
   • Use effective listening skills
   • Talk to employees like adults
4. Accept your communication errors and take responsibility for the information you provide.
5. Use effective business writing.
6. Recognise the power structure/nature of the organisation
7. Be consistent and clear when sharing information.
8. Seek feedback.
9. Seek clarification.
10. Avoid making value judgements.
11. Recognise sender and receiver barriers to communication.
12. Make communication a management issue (Management should encourage and reinforce communication).
13. Recognise different persons/groups having different frames of reference.
14. Use specific words and phrases.
15. Utilise top-down, bottom-up and side-to-side communication channels.
16. Plan your communication.

Communication is the foundation for successful HR program implementation, so is worth spending extra time on.

Some public service organisations have embraced the idea of using professional communication methods to appeal to both current and potential employees. For instance, see the University of Bristol's Positive Working Environment site [External website], detailing their award winning approach to making working life productive, rewarding, enjoyable & healthy.

WorldatWork and Hay Group have recently released the results of a survey of the effectiveness of reward communications.