What Is Good Employee Communication?

Good employee communication keeps everyone on the team feeling included, valued, and well-informed. It’s an ideal state to work in, but it doesn’t have to take a lot of effort. The first step is setting up a system for employee alerts that meets users where they are. Cross-channel employee communication incorporates workers with differing access to technology, too. Some employees might not sit at a desk all day to check email. Remote employees aren’t guaranteed to have a smartphone.  Good communication doesn’t leave anyone out, and it gives people time to act and respond. These basic elements like clarity, timeliness, respect, and documentation are some of what we’ll cover in this blog. We’ll also share internal communication examples and what “good” looks like for each one.

What Are the Elements of Employee Communication?

The basic elements of good employee communication are clarity, timeliness, respect, and documentation. All four of these benefit both the company and the employee throughout the relationship in various ways.

Clarity

This element means expectations, needs, challenges, and successes are mutually understood by all parties.

• Clarity is achieved through explanations, willingness to repeat info, and using different methods to share. 
• For example, an open enrollment deadline means expectations for employee action. It may require an email, information session, and a series of reminder texts to get the desired outcome.

Timeliness

This element means communication is received when the information is still relevant, and also that senders receive timely responses to concerns or questions.

• Timeliness sometimes means early preparedness, like communicating about holiday schedules or mandatory training dates well in advance. 
• Day-to-day, the unknown creates a separate need for timely communication. Systems like Yourco can help managers and human resources juggle it all in one text message platform.

Respect

This element means the tone and content of communications are positive, inclusive, and non-threatening.

• Respect is a two-way street, for sure, but the employer must enter into every employee relationship with this expectation and set the example themselves. 
• Timeliness and clarity are part of reflecting respect in your communication.

Documentation

This element means communication is documented in real-time. This protects both the employee and the employer.

• Documentation creates a record of what was agreed, what was asked, what was promised, and how all individuals approached the situation. 
• Through Yourco, it is even possible to document the text messages between employees and managers, and make them visible to human resources or other stakeholders.

What Are the Different Types of Employee Communication?

There are four types of employee communication: downward, upward, horizontal, and vertical. What is happening in all these directions? Here’s a bit about each one.

• Downward Communication takes place between human resources, managers, and their direct reports. This could be a shift leader talking to their crew, or a one-on-one message about a specific project. The importance of communication between managers and employees is very high. The information the manager shares with their employee is usually essential and relevant in the moment or the very near future. The tone and accessibility of the communication is equally important. Messages with a professional tone, sent in channels that are easy to access, means employees can receive the information and get on with their day.
• Upward Communication is when an employee reaches out to their supervisor or human resources. They might need to discuss life changes, ask questions about work, or even report a concern. In each of these internal communication examples, the manager doesn’t have control over how the conversation starts out. But staying oriented in good communication principles we discussed earlier helps leaders accept feedback or guide employees through challenges. Upward communication may happen in person, through email or text messaging. Regardless, respect, timeliness, and clarity are key.
• Vertical Communication happens between employees who are not at the same level, but one does not supervise the other. Employees from one site might need to reach out to another site leader,  or the head of one department may have a question for an employee expert in another. In these cases, there should always be some introduction between the two individuals, and both parties should be aware they might be contacted.
• Horizontal Communication happens between employees on a team, or on different teams but at the same level. This specifically refers to conversations that are work-related, not friendships which might develop outside work hours. Managers will have very little control over this category, but can instill good habits in their employees and make standards of conduct clear. Good employee communication takes buy-in from everyone involved!

Challenges in Non-Desk Employee Communication

Non-desk employees, often referred to as blue-collar, frontline or field workers, are individuals whose roles largely involve physical presence or manual labor, rather than tasks carried out at a desk. They play essential roles across various industries such as manufacturing, construction, logistics, healthcare, retail, and hospitality.

In the manufacturing sector, non-desk employees might be responsible for operating machinery or assembly line work. In construction, they can be found on building sites, performing tasks that range from basic labor to skilled trades. Each of these industries relies heavily on the skills and presence of their non-desk workforce to maintain operations and meet production targets.

These workers form a considerable portion of the global workforce. Recent estimates suggest they make up over 2.7 billion workers worldwide, representing about 80% of the global workforce.

Communicating effectively with non-desk employees presents unique challenges that organizations must address to ensure a cohesive and informed workforce. Unlike desk-bound employees who have constant access to computers and traditional communication tools, non-desk workers often operate in environments where these technologies are not readily available. This lack of access presents significant barriers to communication.

One of the primary challenges is delivering real-time information to these employees. Without immediate access to email or corporate intranet systems, non-desk employees can miss out on critical updates and announcements. This gap in communication can lead to misunderstandings and a lack of alignment with organizational goals.

Accessibility limitations further compound these challenges. Non-desk workers, such as those in manufacturing or retail, typically rely on mobile devices for communication. However, these devices may not be integrated into the company's main communication systems, making it difficult to receive timely information or engage in two-way communication with management and colleagues.

Effective Communication Strategies and Tools

In today's work environments, especially for non-desk employees, effective communication strategies are essential for engaging employees and ensuring smooth operations. Let's explore some practical approaches and tools that can make a significant difference.

Tailored Approaches

When communicating with non-desk employees, it's crucial to tailor messages so they resonate with specific roles or groups. This involves understanding the unique needs and preferences of each group.

• Simplicity and Relevance: Messaging should be straightforward and to the point. Non-desk employees often face time constraints and logistical challenges, so avoiding jargon and sticking to relevant information is vital.
• Concise Messaging: Ensuring that communications are brief yet comprehensive is key. This allows employees to quickly digest important updates without being overwhelmed by unnecessary details.
• Role-Specific Content: Different roles within an organization may require distinct types of information. For example, safety updates are critical for warehouse staff, while retail employees might benefit more from customer interaction tips.

The Role of SMS-Based Communication

One of the most effective tools for reaching non-desk employees is SMS communication. As mobile devices are ubiquitous, SMS provides several advantages:

• Immediacy: SMS messages are typically read within minutes of delivery, making them ideal for time-sensitive information.
• Broad Reach: Given the near-universal accessibility of mobile phones, SMS can reach employees regardless of their location. This is particularly beneficial in industries with dispersed or remote workforces.
• High Engagement: Research highlights that SMS messages boast a significantly higher open rate than emails. This translates to better engagement and response rates from employees, which is crucial for operational efficiency.

Impact of Good Communication

Effective communication is a cornerstone of successful workplace dynamics, playing a vital role in boosting employee engagement and productivity.

On Employee Engagement and Productivity

The correlation between effective communication and employee engagement is well-documented. Organizations that prioritize clear communication often see a significant increase in employee enthusiasm and participation.

For instance, employees who feel informed and involved in their work environment are more likely to contribute innovative ideas and participate actively in team activities. This level of engagement not only enhances job satisfaction but also reduces turnover rates, saving companies substantial recruitment and training costs.

Moreover, enhanced communication directly impacts productivity. Teams that communicate effectively can coordinate efforts more efficiently, reducing errors and redundancies.

Case Study: IKEA's Communication Strategy with Non-Desk Employees

In the world of workforce management, effective communication with non-desk employees is crucial but often challenging. A compelling example of successful communication is highlighted by IKEA, a company renowned for its strategic approach in connecting with its frontline staff.

IKEA recognized the necessity to enhance engagement with its non-desk employees, who are predominantly stationed across various locations globally. To bridge this communication gap, IKEA implemented a digital workplace platform designed to offer easy access to vital information and foster direct communication channels between management and staff. This platform was mobile-friendly, aligning with the preferences and needs of a workforce that rarely sits in front of a computer.

The results of this initiative were significant:

• Enhanced Employee Engagement: The platform facilitated a communication loop where employees could provide feedback, leading to a more engaged workforce.
• Increased Efficiency: By providing real-time updates and essential information directly to employees' devices, task management and overall workflow efficiency improved noticeably.
• Reduced Turnover: The enhancement in communication and engagement contributed to a noticeable decrease in employee turnover rates within the company, showcasing the long-term benefits of investing in tailored communication strategies.

IKEA's initiative underscores the importance of leveraging technology to create an inclusive communication strategy that caters specifically to the needs of non-desk employees.

Include SMS Messaging in Your Non-Desk Employee Communication

In navigating the complexities of workforce management, it's imperative for HR leaders and operations managers to recognize the importance of tailored communication strategies. By doing so, you're not only addressing the immediate needs of your workforce but also setting the foundation for a more agile and resilient organization. 

Yourco is passionate about the importance of employee communication with non-desk employees. Texting is a simple way for Human Resources, managers, and employees to communicate, but organizations also need a platform to manage the messages and keep track of conversations. Yourco provides a mobile-first solution that bridges the communication gap, ensuring that workers receive timely, relevant information directly to their devices. With Yourco, employees have the experience of texting while communications are managed through a dashboard on management's side.

Small businesses and Fortune 500 companies across 25+ industries have chosen Yourco to power their employee communications. Learn why and how your team could be next. Contact us or try for free now!