10 Proven Ways to Encourage Employees to Read Important Announcements

In non-desk industries, keeping your workforce informed presents unique challenges. Frontline employees often can't access email or intranets, making it tough to reach them with important messages. So, what can you do to encourage employees to read announcements in such environments?

Informed employees show more engagement, productivity, and enthusiasm about their work. With high turnover rates in many non-desk sectors, finding effective ways to encourage employees to read announcements becomes necessary for retention. These ten strategies tackle communication challenges specifically designed for environments where workers don't sit at desks all day.

1. Evaluate the Necessity of Communications

Information overload is real. With 74% of employees already feeling they're missing out on company news, adding unnecessary announcements makes things worse. Before hitting send, ask yourself:

• Will this directly impact how employees do their jobs?
• Is this time-sensitive or can it wait?
• Does this affect everyone or just specific teams?
• Is there a better channel for this message?

Categorizing by Urgency and Relevance

Sort your communications into these levels:

• Critical/Urgent – Safety protocols or policy changes requiring immediate action. These need alerts that require acknowledgment.
• Important – Product updates or procedural changes that impact work but aren't urgent. These work as formal announcements.
• Informational – General updates that provide context but don't require action. These fit in newsletters or information boards.
• Social/Cultural – Team achievements or events. These build culture but should be consolidated.

In manufacturing settings, safety protocols deserve must-read notifications to ensure acknowledgment. Updates about office celebrations can wait for the weekly digest. This categorization system helps managers decide which information deserves immediate attention and which can be delivered through routine channels. 

When every message receives the same priority, employees struggle to determine what truly matters. Creating clear categories allows workers to quickly identify what needs immediate attention versus what can be reviewed later. This ultimately improves overall information processing and response times.

2. Personalize and Target Announcements to Encourage Employees to Read Them

Generic announcements fail to capture attention. Tailoring messages to specific audiences increases their relevance and impact. When you understand who you're talking to and what matters to them, you create announcements that hit home.

Understanding Your Audience Segments

Start with thoughtful segmentation:

• Job Role: Different positions have distinct communication needs.
• Management Responsibility: Managers should receive announcements before their teams.
• Demographic Information: Age, tenure, location, and business area help target specific communications.
• Employee Lifecycle Events: New hires need different information than veterans approaching retirement.
• Engagement Levels: Use survey data to identify which groups need more targeted communications.
• Behavior or Risk: Target communications based on specific behaviors of certain employee groups.

Additionally, analyzing past communication effectiveness can refine segmentation strategies. Monitoring email open rates, response times, and feedback trends can provide insights into which segments require adjustments to improve engagement and message clarity.

Personalization Techniques That Drive Results

Once you've identified your segments, try these strategies:

• Customize Content Relevance: Tailor information to address specific concerns of each segment.
• Adjust Tone and Language: Use terminology familiar to the target audience.
• Select Appropriate Channels: Different employee groups prefer different communication channels.

The impact speaks for itself. Organizations using segmentation tools report an 80% lift in messaging engagement rates. Beach Bum Games saw a 13-20% increase in click-through rates after implementing targeted messaging.

Factory employees respond better to communications that address their specific department challenges rather than company-wide messages. Warehouse workers appreciate updates about their specific shift patterns and requirements. Transportation workers need targeted information about routes and schedules relevant to them.

When employees feel communications relate to their specific situation, they pay attention and take action.

3. Craft Compelling Headlines and Content Hooks to Encourage Employees to Read Announcements

Capturing attention happens almost instantly, making your headlines and opening hooks important in determining whether employees engage with your message.

Transform Your Headlines for Impact

The difference between being ignored and getting engagement often comes down to framing:

Before: Safety Protocol Revision Notice for Assembly Line 5
After: How the New Safety Measures Will Make Your Shift Easier

While similar in length, the improved headline speaks directly to what workers care about—making their day easier—rather than announcing another procedural change. When warehouse staff received the revised headline, readership increased 35% according to internal metrics.

When crafting headlines, focus on:

• The direct benefit to your reader
• Clear, jargon-free language
• Creating a sense of value
• Being confident in your wording

Manufacturing and logistics leaders should test different headline approaches with small groups before sending them company-wide. Production workers respond best to headlines that clearly state what's changing and how it affects their daily tasks.

Distribution center employees prefer headlines that mention specific areas or processes they work with. This targeted approach dramatically increases readership across various factory departments and warehouse sections.

Remember that good headlines set expectations for the content that follows. Your headline makes a promise that your content must fulfill.

4. Simplify Language and Make Content Accessible

Clear communication directly impacts job satisfaction and engagement. To ensure everyone understands important messages and to encourage employees to read announcements, simplify language and make content truly accessible.

Eliminate Jargon and Technical Language

Complex terms create unnecessary barriers. When writing announcements:

• Replace technical terminology with everyday language to ensure clarity
• Avoid acronyms unless they are universally recognized across all teams
• Use concrete examples instead of abstract concepts to improve understanding
• Structure sentences simply to enhance readability and engagement

For example, instead of saying "we're implementing a new iterative agile methodology framework," simply say "we're changing how teams work together on projects to improve collaboration and efficiency."

When employees understand messages the first time they read them, they’re more likely to engage, respond, and take necessary action. Clear communication builds trust and ensures that information reaches everyone effectively.

Be Specific and Clear

Vague expressions lead to confusion. People prefer straightforward, factual information over promotional language. When communicating:

• Use precise values ("10% budget increase" rather than "budget change") to eliminate ambiguity
• Provide exact dates and times ("9am Thursday, May 31st in room B349" instead of "later this week") so employees can plan accordingly
• Spell out months to avoid date format confusion, especially in global teams where formats vary
• Specify next steps clearly, ensuring recipients know what action is required

For example, instead of saying, "We'll meet soon to discuss the project," say, "We'll meet on Monday, July 8, at 2pm in Conference Room A to review project goals and next steps."

Simplify Complex Information

Even complicated topics can be made accessible. You can simplify complex information by:

• Using fewer words while maintaining clarity
• Replacing wordy expressions with concise alternatives
• Removing words like "very"
• Eliminating redundant phrases
• Using active voice instead of passive constructions

This approach works especially well in manufacturing environments where workers must quickly grasp safety procedures. Production floor managers report higher compliance rates when instructions use simple, direct language. For multilingual workforces common in factories and warehouses, consider translation tools that accurately convey your message in multiple languages.

Additionally, visuals like infographics and step-by-step diagrams can further enhance understanding, ensuring all employees can easily follow important instructions.

5. Use Multiple Communication Channels Effectively

Relying on a single communication channel means missing a significant portion of your workforce. A study by Oak Engage revealed that 74% of employees feel they're missing out on company news due to inadequate internal communication. Additionally, research indicates that 86% of employees and executives cite the lack of effective collaboration and communication as the main causes of workplace failures. 

To bridge this gap and encourage employees to read announcements, use multiple channels that fit different employee preferences and work environments, especially when reaching non-desk employees.

Meeting Employees Where They Are

Different employee groups need tailored approaches:

• Desk-based employees check email and intranet platforms
• Frontline workers without computer access need SMS alerts; utilizing comprehensive communication strategies for deskless workers ensures they stay informed
• Remote workers may prefer messaging and virtual collaboration tools

With internal email open rates around 50%, messages sent only through email miss half your workforce. Meanwhile, SMS has huge potential since 98% of adults in the United States own mobile phones. Implementing an effective employee texting platform can significantly improve communication reach.

Additionally, integrating multiple channels—such as push notifications, mobile apps, and digital signage—ensures that important updates reach employees regardless of their location or work environment.

Matching Channels to Message Types

Your message type should influence channel selection:

• Urgent updates: SMS for business communication provides immediate reach
• Policy changes: Printed out  posts ensure documentation
• Team collaboration: Messaging platforms allow real-time interaction
• Corporate news: Print out or digital signage around the factory floor/job sites maintain engagement

For time-sensitive information, workplace SMS messaging reaches employees on their personal devices, regardless of location. Factory managers find that digital signage in break rooms reinforces important announcements.

Warehouse supervisors report success with pre-shift huddles for urgent updates combined with SMS follow-ups. Transportation companies effectively use vehicle-mounted tablets for route-specific communications. 

Additionally, printed bulletins and PA system announcements can complement digital messages, ensuring employees across different roles and locations stay informed.

6. Make Communications Interactive and Measurable

One-way communications like emails have their place, but to truly engage employees and encourage them to read announcements, make your communications interactive and measurable. When employees participate rather than passively consume information, engagement naturally increases.

Interactive Elements That Drive Engagement

Interactive intranet platforms transform static announcements into conversations. They allow for:

• Polls and quick surveys for immediate feedback
• Discussion forums where employees can share ideas
• Recognition features for publicly acknowledging achievements
• Interest groups that connect employees with similar passions

For quick insights into employee sentiment, pulse surveys offer real-time feedback that can inform business decisions. Manufacturing companies find that digital kiosks on production floors with touchscreen surveys generate valuable feedback. 

Warehouse organizations report success with QR codes linking to quick opinion polls. Distribution centers use text-to-respond systems that allow workers to answer questions via SMS during breaks. Additionally, town hall meetings with live Q&A sessions provide employees with direct engagement opportunities.

Measuring Beyond Opens and Reads

While tracking email opens provides basic visibility, these metrics tell you little about actual engagement. To get the full picture, consider:

• Employee engagement scores from regular surveys
• Response rates to interactive content
• Feedback quality from employee comments
• Project completion rates which can improve with better communication
• Turnover rates strongly relate to engagement levels

Additionally, analyzing trends over time helps identify patterns in employee participation. Comparing survey results across different departments can highlight communication gaps. 

Tracking attendance at company meetings or training sessions also provides insight into engagement. Combining multiple data points allows organizations to make informed decisions that enhance workplace communication and build a more connected workforce.

7. Create Incentives to Encourage Employees to Read Announcements and Engage Continuously

Effective incentives motivate employees to engage with company announcements. Recognition and rewards create a self-sustaining cycle of participation.

Recognition as a Powerful Motivator

Recognition resonates deeply. Research by Quantum Workplace reveals that 52.5% of employees want more recognition from their managers, while 41% want more acknowledgment from colleagues. This highlights the importance of building recognition into your strategy.

You can implement peer-to-peer recognition programs that allow team members to publicly acknowledge accomplishments. This boosts motivation and builds camaraderie, effectively boosting employee engagement.

For teams spread across different facilities, public recognition becomes even more important for morale and culture. Manufacturing facilities report higher morale when supervisors acknowledge safety milestone achievements. Warehouse operations see improved attendance when team completion rates are celebrated publicly.

Innovative Incentive Ideas

To drive engagement with announcements among your non-desk workforce, consider these incentives for deskless teams:

• Team Challenges: Create competitions between shifts or departments related to announcement engagement, with the winning team earning extra break time or meal vouchers.
• Gamification Elements: Add game mechanics to your communication systems. Many modern solutions like Haiilo offer built-in gamification features.
• Contest-Based Engagement: Organize contests related to specific goals or announcements, encouraging active participation.
• Dedicated Recognition Platforms: Implement specialized tools that allow for structured recognition with features like 'rewards' or 'points'.

Recognition significantly influences workforce engagement, reinforcing positive behaviors and motivating employees to interact more actively with organizational communications. Implementing these practical employee engagement strategies can increase motivation across the workforce.

8. Optimize Timing and Frequency of Announcements

Timing and frequency determine how well your announcements resonate. With workers receiving about 121 emails per day, planning around when and how often you communicate becomes important.

Schedule Communications Strategically

Planning your communications in advance prevents overwhelming employees. This approach promotes better engagement and increases the chance that key announcements will be read and absorbed.

For organizations with multiple locations, consider these strategies:

• Shift Timing Optimization: Schedule content delivery according to employees' shift patterns to ensure announcements reach them at appropriate times. This personalized approach shows respect for your workforce.
• Identify Peak Readership Periods: Use analytics to track when employees are most likely to engage with content. This helps identify optimal days and hours for important announcements.

Manufacturing facilities report best engagement when announcements arrive shortly before shift changes. Warehouse operations find mid-shift break periods optimal for updates. 

Distribution companies see higher readership when communications arrive after delivery routes are completed. Maintenance teams prefer updates at shift beginnings when they can plan their day accordingly.

Avoid Communication Overload

Information overload makes employees more likely to miss important information.

To prevent overload:

• Keep communications brief and focused
• Use notifications instead of emails for routine updates
• Implement a notification center that allows administrators to remove outdated information

Clear organization improves message retention. Prioritizing urgent messages and categorizing less critical updates help employees process information efficiently.

Timing also impacts survey effectiveness. Distributing surveys during holidays leads to low engagement. Additionally, annual surveys can produce skewed results due to recency bias, where responses are influenced by recent events rather than overall experience. 

Conducting more frequent pulse surveys throughout the year provides a balanced view of employee sentiment and helps organizations make timely improvements.

Incorporate Feedback Mechanisms

Effective feedback channels improve your communication strategy. With studies showing that 46% of organizational communication flows top-down while only 13% moves bottom-up, creating balanced information exchange is necessary.

To gather meaningful feedback, try these approaches:

• Regular surveys and polls: Conduct periodic assessments to evaluate your internal communications. Employee surveys should be easy to complete, anonymous, and provide actionable data.
• Suggestion boxes: Set up digital and physical suggestion boxes for anonymous feedback.
• Focus groups: Organize sessions with employees from various departments to gain deeper insights.
• Feedback apps: Use specialized tools that collect real-time feedback.

Manufacturing plants find success with physical suggestion boxes placed near time clocks. Warehouse operations generate more responses with digital kiosks that allow quick feedback during breaks. 

Distribution companies report higher engagement when drivers can provide feedback via their delivery devices. Production workers respond well to scheduled "listening sessions" with management.

The most important step is what happens after collecting feedback. Share results openly and show your commitment to implementing changes based on input—essential steps in acting on survey results. This improves communication effectiveness and enhances employee engagement by showing you value their perspectives.

10. Tailor Communications to Different Generational Needs

Generational differences impact how people prefer to receive information. Understanding these differences helps create effective communications. According to the Personalization Pulse Check, 56.1% of customers expect personalized experiences, and 29% find it frustrating when their preferences aren't considered. These expectations also apply to internal communications.

Communication Channel Preferences

Different generations often have varying preferences:

• Older generations may prefer information-rich channels like face-to-face conversations or phone calls where they can perceive body language and tone.
• Younger generations might prefer digital channels like email, mobile communications, or collaborative platforms.

When planning your strategy, consider the information richness needed. Face-to-face conversations provide high information richness, emails offer medium richness, and formal documents provide the lowest level of richness. 

Manufacturing supervisors note that veteran employees prefer in-person toolbox talks, while younger workers respond better to text alerts. Warehouse managers find that mixed-age teams need both digital and physical communication methods. Distribution companies report that route information delivery must vary by driver age group.

Customization Strategies

To bridge generational gaps:

• Implement training addressing generational differences
• Adapt content format based on audience preferences
• Use multiple channels for important announcements
• Consider how generational factors might affect reception

While 98% of marketers acknowledge that personalization advances customer relationships, effective communication requires understanding behavioral and preferential differences across generations. 

For instance, younger consumers may prefer digital interactions, while older generations might value face-to-face communication. Tailoring your approach to these nuances ensures more meaningful and effective engagement.

Connect, Engage, and Thrive with Yourco

Effective frontline communication helps build strong workplace connections. These strategies improve employee engagement, especially for non-desk workers who are often hardest to reach with company announcements. Utilizing effective communication tools is essential in this regard.

Yourco offers an SMS-based solution designed specifically for frontline workforces. As the #1 SMS employee app in the market, it connects workers directly through their mobile phones—technology they already use daily. Unlike complex apps, Yourco's text-based platform ensures important messages are actually seen and read.

Try Yourco for free today or schedule a demo and see the difference the right workplace communication solution can make in your company.