Communication is the backbone of any well-functioning workplace, yet getting employees to read and respond to important messages can often feel like an uphill battle. You spend time carefully crafting an email, posting updates on collaboration platforms, and sending reminders—only to hear later that key information was missed.
With constant digital distractions and overflowing inboxes, it’s no surprise that messages can get lost in the noise. However, when employees fail to act on crucial information—like open enrollment deadlines or emergency alerts—the consequences can be significant.
To improve message engagement, it’s essential to take a strategic approach. Here’s how to ensure employees read, process, and respond to different types of workplace communications.
1. News and Updates: Keeping Employees Informed
Some messages are meant to inform but don’t require immediate action. These might include:
- Company updates or leadership announcements
- Team meeting summaries
- New hire introductions
- Voluntary events and company celebrations
- Policy reminders or industry news
While missing these messages isn’t necessarily disruptive, ensuring employees have easy access to them fosters a well-informed workforce.
Best Practices:
- Centralize communications: Choose a single, searchable platform where employees know they can always find updates. A company intranet, internal newsletter, or a dedicated Slack/Teams channel can be effective.
- Limit repetition: Sending the same message across multiple channels can lead to information fatigue. Instead, make it clear where updates will be posted and encourage employees to check regularly.
- Encourage engagement: Ask employees to react, comment, or ask questions to confirm they’ve seen key updates.
2. Actionable Notices: When You Need Employees to Respond
Some messages require employees to take specific steps by a deadline. These may include:
- Open enrollment for benefits
- Compliance or policy acknowledgments
- Required training sessions
- Performance review submissions
When employees miss these messages, it can lead to delays, compliance risks, or financial consequences, such as lost benefits.
Best Practices:
- Be clear and concise: Keep instructions simple, with key deadlines highlighted at the top of the message.
- Use attention-grabbing subject lines: Phrases like “Action Required: Complete by [Date]” can help.
- Send reminders strategically: Follow up with automated reminders and enlist managers to check in with their teams.
- Track and verify: Use read receipts, digital acknowledgments, or a dashboard that shows who has and hasn’t responded.
3. Emergency Alerts: When Every Second Counts
In urgent situations, immediate action is required. These messages might include:
- Office closures due to severe weather
- IT security threats (e.g., phishing attacks)
- Building safety alerts (e.g., fire drills or power outages)
Best Practices:
- Use multiple channels: Send emergency alerts via email, messaging apps, text, intercom announcements, or even printed notices if applicable.
- Mark messages as urgent: Many email platforms allow you to flag messages as “High Priority.”
- Use clear formatting: Capitalization, bolding, or color-coded alerts can help emphasize urgency.
- Confirm receipt: Request read receipts or ask employees to acknowledge messages in real time.
Tailoring Your Communication Strategy
No single approach will work for every organization. The best way to ensure employees receive and respond to communications is to meet them where they are and adjust based on feedback.
Consider these additional steps:
- Survey employees to understand their communication preferences and frustrations.
- Limit excessive messaging to avoid overwhelming employees with unnecessary updates.
- Follow up personally when necessary—sometimes a direct call or in-person check-in is the best way to ensure an important message is received.
By being intentional about how you communicate different types of messages, you can increase engagement, reduce miscommunication, and improve overall workplace efficiency.
If you’re looking for additional ways to streamline internal communications and improve employee engagement, Cypress Benefit Solutions can help. Contact us today to discuss how your company can optimize its HR and benefits communications.
