Employee Communication

Introduction:-

Employee communication, or internal communication, is the discipline and practice of

communicating effectively with employees across an organization. The public relation
officer must know the needs, objectives, and problems of his employees. They have to
make sure that they do communication in all four layers of an employee within the
organization like managerial levels teammate, project mate as well internal corporate
communication. An employee is the people who also help a company to get the right
masses, completion of work on time. Their involvement in an organization and structure
growth of the employee in an organization create a win-win situation for both of them.
They are the people who actually share the responsibility with company owner and help
them to fulfill their objectives and goals.

According to Redfield (communication in management), whether an organization aims

at service, production or distribution, it consists of individuals and groups of people.
Their work is related to the work of other groups and individuals as well as the
organization.

Deetz (2001) describes two ways of seeing and defining internal communications. The
most common approach focuses on internal communication as a “phenomenon that
exists in organizations”. In this view, the organization is a container in which
communication occurs. A second approach sees internal communication as “a way to
describe and explain organizations”. Here, communication is the central process through
employees share information, create relationships, make meaning and “construct”
organizational culture and values. This process is a combination of people, messages,
meaning, practices, and purpose and it is the foundation of modern organizations.

Sources of Employee Communication:-

There are two major sources of communication: Formal sources and informal sources

Formal Sources:-

Involvement of human resource management department of an organization: –

they are the people who actually do all the communication with employees and convey
them about company policies, structures, growth, their job roles, compensation,
resolving of any disputes, suggestions and bring changes accordingly. In short, they are
the face of an organization to manage communication internally.
Public Relations Department (PR):- Generally, in a big organization, there is a PR
department who helps an organization to manage their relationship with media. The PR
system has the capability to project a particular image and emotional tone through their
advertising messages. The PR through their emotional appeals play a major role to form
the employee’s perception of the organization’s business policies and social values.

Informal Sources:-

Create a culture and schedule an informal communication meeting:-

“Your employees know you make more money than they do,” says Bloomington, Illinois,
HR consultant Rick Galbreath. “What they don’t understand is that you take more risk.
They won’t be able to understand the risk until they understand the business.” 
Galbreath further states that it is essential for a supervisor to schedule at least 15 mins
meeting with co-workers or key people to check on their progress and identify
problems. It helps them to get connect better.  This can be done one to one or group to
group depending on the necessity. Sometimes, a social gathering with family gives a
feeling to employees as if he is a part of the organization and helps them to perform
better. It is true that people do not work for institutions, they work for people, therefore,
the head of company/co-workers should create a mechanism to deal with their
problems and perceptions effectively and create a culture so that their performance
level goes up. They should influence co-workers.

Listening to your employees:-

It is important for an organization to know that their employees are heard of properly
otherwise they are the people who create another impression about an organization to
the prospective employee. Therefore organization should create a formal feedback
mechanism, hear their suggestions or complaints, reward feedback and check
management attitude and be the representative of an employee if they are on the right
side. Many companies failed because of their arrogant attitude towards their employees.
Though the employee in an organization works for a salary, but they need recognition,
rewards, appreciation and an environment where they can work hard and get the best
for an organization. Share with employee’s organization’s culture and capable leader’s
vision which will help them to perform better.

Organizing Employee Communication/Role of management in Employee

Communication/steps in implementing an effective employee communication
programme:-
It is important for an organization to systematically organize employee communication
not only to deal with specific issues but for the long-term well-being of the
organization. The role of management is extremely crucial to convey their interest and
their expectations towards their employees. They also need to follow the systematic
steps for its implementation.

 Giving them a close look at the organization: – As I mentioned that people

want appreciation and belongingness in an organization where they spend
maximum hours. Therefore, a progressive organization should them to set up
their goals, help them to make a systematic plan for getting over there. The
organization should also empower them and make them feel confident about the
value of their contribution toward those plans. The millennials and Gen Z look for
instant gratification and feedback. They get restless easily and want frequent
interaction and feedback of their performance. They are in the digital era and
they want constant information about their organization’s success and current
levels. Therefore, a good organization value their employees, their trends and set
the goals together to increase the feeling of teamwork and progress. Create great
goals that are SMART: Specific, Measurable, Attainable, Relevant and Time-
Bound. As per a global survey conducted by LinkedIn, a social networking
website for professionals found that 73% of its participants want a career in which
they feel that their job matters. Therefore, it is proved that a well-functioning
internal communication system can motivate employees to work toward a
common goal. A company can shift their focus from “Why” to “What”.
 Communicate: – A management should use a possible channel of
communication to communicate their employees the reality of an organization
rather they hear it from outside. Two main ingredients are needed to ensure that
information comes from the right source, is timely, and reaches all employees. It
is important for an organization to establish a fast, interactive and reliable
channel to reach all employees. They also need to create trust and transparency
in their approach. This will enable companies to remain in control of the
messages they send, instead of leaving information susceptible to individual
interpretations.
 Empower and Support Middle Management: – it is important for internal
communication to make their chain of communication hierarchy most effective.
Everywhere, it is not possible for top people to intervene and sort out the
concerns. The middle managers are actually one who gets involved with their
staff and make the work done. Therefore, they should be allowed to make certain
decisions with less intervention. A goal-oriented, specific and clear
communication with people within the organization improves their productivity
and create better managers. It is a responsibility of senior staff to guide well to
 their millennials and help them function effectively. Good internal communication
helps an organization to gain a good image also before their customers. It helps
customers to get the best from the organization. In a large distributed
organization with more than lakhs of employees, communication happens
through frontline employees. Great brands are built from the inside out. Start
with your employees and their satisfaction and confidence will be mirrored
directly onto your customers.
 Limit Rumors and Enhance Transparency: – Informal communication has its
advantages and disadvantages. Grapevine word-of-mouth can sometimes help
employees to interpret managerial information; it often reaches those who might
have otherwise missed the original transmission, and it’s more flexible than
formal communication. In addition, the grapevine helps to improve relationships
between employees and it spreads knowledge and tips that can make work more
effective. Providing both—a rumor-free environment and transparency—is
central to a generation of employees (and customers) who are skeptical to the
core.

Benefits of Good Employee Communication:-

A 2016 Internal Communication Survey found that Internal Communication budgets

are more likely to be growing than shrinking in the years to come. In fact, 87% of the
participants expect that budgets will either remain at present levels or increase. With the
top-down hierarchy slowly unraveling and younger generations moving in, internal
communication and employee engagement are two topics that are here to stay and
should be at the top of every company’s list of priorities.

Good Employee Communication gives following benefits to companies and

employees:-

 Clarity to purpose: – An employee knows what his role is and what he needs to
contribute.
 Employee motivation: – Clear vision, defined job responsibility, structured growth
path motivate an employee to perform well in his life and contribute productively
to the growth of an organization.
 Teamwork: – Foster confidence, inclusive environment develops a healthy
culture and builds a strong team.

Benefits to company:-

 Productive staff input: – All staff gives their best which reach the consumer of
the companies.
 Demonstrate integrity – the standard ethics and culture of an organization
unanimously create a positive mindset and demonstrate a sense of integrity and
honesty in consumer minds and help them to form perceptions accordingly.
 Goodwill and Customer Service: – Clearly-communicated goals, well-trained
and informed staff, and happy faces will significantly improve a customer’s
encounter with the brand and, consequently, enhance revenue.