While the best practices for business writing have changed over time, the need for clear, communications is as important as ever. If you dread the thought of writing anything from a blog to a business letter, use these four tips as guide to more effective writing.
1. Use the simplest language possible
Leave out unnecessary words.
When common, ordinary words will do the job, don’t use fancy ones. That includes high dollar words, foreign words, and jargon.
When possible, keep sentences and paragraphs short.
2. Write vigorously
Use active instead of passive voice when possible.
Choose powerful verbs over weak ones like forms of “to be.”
3. Be positive, not negative
It’s more effective to say what something is instead of what it is not. For example, use “The procedure will be relatively comfortable,” instead of “The procedure will be pain-free.” Your audience will unconsciously focus on the word “pain” and the rest will lose power.
4. Put the audience at the center of your plan
Know your audience, your purpose, and the value of your message before you create the key points.
Revise and simplify
Fortunately, most of us aren’t required to write even one page of a masterpiece, but the writing we do is no less important. Effective writing can impact employee morale and the bottom line. But you’ve got to get your readers all the way through the message first in order to educate, inform or inspire.
At the start of the pandemic, businesses without flex work arrangements were pushed into the deep end. Those companies that already leveraged online collaboration tools were better prepared. Now, as we close in on one-quarter of the adult population vaccinated, businesses are preparing for the new normal. For many of us that means returning to an office environment for the first time in many months.
WFH isn’t for everyone
A new Fortune/SurveyMonkey study of office workers shows that remote work will no longer be viewed as perk. But not everyone wants to work from home. Among the findings is that twice as many respondents prefer to be in the office than to work from home once the pandemic is over.
36% of respondents say they prefer to be always in the office
18% of respondents prefer to always work remotely
42% of respondents prefer a hybrid model with some in office/some remote work
These findings suggest that the future of flexible work arrangements will be a priority communication. Employees need to feel safe and appreciated. Leaders will need to make the case that culture and connection is continually evolving. There’s no one-size-fits-all solution, so it’s well worth the time to examine and update corporate policies and the employee handbook now.
Involve employees and communicate
As you push reset on flexible work arrangements, be sure to involve employees. Surveys and online focus groups are effective tools to gather input as you finalize the business strategy.
And remember—if you ask for feedback from employees you must always thank them for the feedback and let them how their input helped to shape decisions.
February is Black History Month, a time to reflect, celebrate and learn about the heritage and significant contributions of Black Americans. Although many businesses are operating in work from home settings, there are many ways to engage employees in programming and spark meaningful conversations about racial justice that extend well past February.
Educate and spark dialog. Host a conversation series with guest speakers on topics such as Black culture, trailblazers and social justice. Encourage all employees to live your corporate values by educating themselves on racial injustice. Invite Black leaders within your company to share their career stories and talk about leadership development.
Connect and engage. Establish Employee Resource Groups, employee-led organizations focused on fostering an inclusive workplace and aligning with business objectives. ERGs are a powerful tool in employee retention, engagement, and development of future leaders.
Involve employees in brand and internal storytelling. Do your communication channels, recruiting and marketing materials look as diverse as your employee population? Employees are the most credible brand ambassadors, both internally and externally. Create new ways to showcase your employees and their stories.
Start a Leadership Book Club. Use the Lean In model as a template for a Company Book Club. Select at book, and create a company-wide reading event culminating with a moderated discussion with a company leader. Looking for inspiration? Here are some amazing books:
How to Be an Antiracist” by Ibram X. Kendi
“Caste: The Origins of Our Discontents” by Isabel Wilkerson
“Walking with the Wind: A Memoir of the Movement” by John Lewis and Michael D’Orso
The NAACP offers guidelines on what brands can do for Black History Month . This includes focused recruiting efforts of diverse leaders, supporting diversity and inclusion programs within your business and engaging with local social justice organizations.
You’ve been called by the press for an interview. You’re a subject matter specialist and the thought of a mistake unnerves you. How can you deliver a result that makes you proud?
There’s always an advantage to getting your message out through the press. Preparation is the key to any successful interview. Use these secrets from public relations pros to help you achieve the results you seek.
Stay focused on your message. Rough out some bullets before you return a call. What is the main point you want to address? Prepare for anything that may be negative or controversial.
Be concise. Use plain language. Reporters will purposely pause to get you to say more, so don’t just talk to fill space. Don’t make “off the record” comments or saying “no comment.”
Be memorable. Use statistics, comparisons, examples and anecdotes to make your points.
Correct misstatements. The reporter will not know the information as well as you. If they make a misstatement, correct it quickly. Do not repeat an inaccuracy but clarify and accentuate the positive.
Remember that you are in control. Just because a question is asked, you’re not required to give an answer. If it’s something you can’t or don’t want to discuss, change the conversation. If you don’t know the answer, say so. Ask the interviewer if you can get back to them later with accurate information.
In May, our little company reached a noteworthy milestone: 20 years in business. Since 65% of new businesses fail in the first ten years, we were feeling kind of proud.
We had plans for a year of celebration including an anniversary page on our website and a memorable get together with the clients, partners and friends who had helped build our business along the way. And then Covid altered our plans. Considerably.
Just like any business story, ours was shaped by successes and failures, marked by amazing good luck and work-to-exhaustion cycles. We met the most remarkable people and learned so much from clients and partners. It’s been an honor to earn their trust as we’ve partnered to create engaging communications and build performance.
So instead of a socially-distanced slice of cake and a glass of wine, we’re sharing three principles we’ve adopted in our first 20 years. They apply to building to building a business or navigating your career. Thank you to everyone who’s taught us these lessons along the way.
1. Get prepared to be lucky.
Business success is sometimes equal parts of hard work and good luck. But luck is not sustainable. You have to be prepared. That means identifying gaps, finding partners who can do what you can’t do, and having the emotional intelligence to lead others. Do the work of being prepared.
2. Follow the strategy and be accountable.
A goal without a plan is a wish. As a new business, our goal was to stay in business. We became more sophisticated over time. Part of that is not being in love with your own ideas, focusing relentlessly on delivering the strategy, and making adjustments. When you write down an aspirational business plan, don’t put it in the drawer. Review it, update it, and hold yourself accountable for results.
3. Find a fan. Be a fan.
No matter what you role, everyone needs a fan. Everyone needs someone to believe in them, to cheer them on, to drop a positive word of encouragement when things seem bleak. Find that person for you and be that person for someone else.
Over the past decade, technology has facilitated a major shift in how we do business. Many workers have moved from office settings to remote working. In 2020 this shift accelerated even more rapidly due to COVID-19 and the need to adopt social distancing for the health and safety of employees and their families. Companies are adapting on the fly in the ways they communicate and conduct day-to-day operations. While this shift has helped businesses stay productive, the sudden change has left some employees feeling less engaged.
Managers are suddenly faced with the question, “How do we support our employees who are now forced to work remotely?” Sudden changes like this can be overwhelming if you don’t have a plan in place. In order to make sure you are doing all you can to support your remote employees here are a few internal communications best practices to keep them engaged:
Keep in Contact
This seems simple but it’s easy to miss the mark. Make sure your employees feel supported and connected to their peers and managers. Host virtual team meeting and check-ins multiple times a month. Keeping employees in the loop about the company’s big picture and their role in it helps them feel valued and included, promotes a healthy attitude toward otherwise stressful changes, and ensures everyone is aligned and headed in the right direction.
Celebrate your Employees
People want to feel that they are valued. Introduce an employee recognition program to celebrate when your team members go above and beyond. Everyone appreciates a pat on the back for a job well done. Also small things like calling out work anniversaries and birthdays will make your employees feel appreciated and let them know that you’re thinking about them.
Ramp up Training
Give your employees the tools to be successful. Employee training in any business is an investment, not an expense. When employees are well trained, they perform with skill and confidence. Make sure your employees feel prepared to work remotely and promote continued growth and development. Implementing training programs for video conferencing, webinars, and any new programs will help employees feel assured.
As we enter the fourth month of the global pandemic, employees seek more communication and connection with their managers according to a new survey from Gallup.
The survey, conducted in June, shows that employee preparedness and alignment is down 20% from the previous month. Key findings include:
41% say that my employer has communicated a clear plan of action in response to the coronavirus.
41% say I feel well prepared to do my job.
41% say my immediate supervisor keeps me informed about what’s going on.
42% say my organization cares about my overall well-being.
During this time of uncertainty, let your employees know what they can count on at work by purposefully dialing up on communications with these three actions.
Prepare managers to coach
The best managers know their role is to support others through change. People are different, and will have different reactions in the workplace to this challenging issue. That’s why maintaining dialogue is so important. Train managers to connect and check in with employees and provide resources and tools to use when coaching team members.
Share and update your workplace safety preparedness plan
If team members are working on-site, they want to know that their safety is important to the company leadership. Communicate your COVID-19 preparedness plan, ensuring it is specific to your workplace, includes control measures to reduce exposure, and maintains a safe and healthy work environment. Provide an update in every communication from leadership. For those working remotely with an upcoming return date, spell out the plan so that they know what to expect. This issue will be top of mind for your team members throughout this year, so one and done communications won’t be enough.
Activate two-way communication channels
What process do you have in place to gather feedback from team members right now? Some companies have rescheduled or shelved employee surveys during this period. Employees still need to feel valued, heard, and engaged. Consider online town halls, message boards and group chats, or polls and QR code surveys for immediate feedback. Then, and this is important, act on the feedback. Share what you heard and let it guide your communications.
Looking for communications support for your business? Insight can help. Get in touch with us.
As businesses across the country begin to reopen following Covid-19, employees will need to feel safe and understand what to expect in new ways of working. While some businesses have extended telecommuting through the summer, that’s not an option for everyone. If you decide to reopen your business, here are some strategies to keep in mind.
Make Safety Visible
For employees to focus on their jobs, they must feel safe. Federal and state agencies have issued guidance on safe practices, including social distancing, frequent hand washing, and cleaning and sanitizing of workspaces. But these are mostly voluntary. Show employees that you care by communicating safety procedures at your business. Make it inescapable: posters, signage, emails, intranet pop-ups. Provide personal protective equipment at no cost to employees. Review and update your telecommuting policies. Ensure your managers practice and encourage uptake of new well-being processes.
The new normal is going to be confusing for a while. That’s why it’s so important that the business leadership is aligned, communicates proactively, and walks the talk. Train front-line managers on new working practices and talk about what you expect from them. The manager who doesn’t comply will be very easy to identify. Ensure there are two-way communication channels so that employees can surface issues and obtain rapid responses. Use pulse surveys to identify issues that are creating concerns. Now is the time to be visible, encouraging, and also transparent about the business challenges and what how employees can help.
Support Mental Health
Six months ago most people could not imagine daily life during a global pandemic. Unfortunately, now we all can. Your employees may have experienced the virus themselves, lost a loved one, know a friend or family member who is unemployed, or struggled with isolation or family issues. Now is the time for empathy. Show it in your leadership communications and encourage managers and supervisors to do the same. Emphasize the availability of counseling benefits or Employee Assistance Programs. Make it easy to ask for help.
There is not one prevailing roadmap through these challenging times, but employees want to hear from you. Communicate and manage sensitively. Be human.
By now, some of us have been working from home, sheltering in place for six weeks and it’s not clear when we’ll return to work as we experienced it before. Unprecedented is too small a word to use to describe the toll: 2.7 million coronavirus cases globally and 26 million Americans have filed jobless claims.
Now more than ever, communications from company leadership is key to building trust and maintaining focus. In many businesses, leaders are working around the clock to determine a path forward. Proactively communicating with employees must be part of that strategy. Here are some practical tips to keep your team members connected and focused.
1. Start with Compassion
Many of your employees have been affected by the virus. Whether impacted personally by illness, caring for family or friends, supervising home schooling, or taking care of children, everyone is dealing with something. Be concerned about employees’ and health and safety. Direct them to Employee Assistance Programs and other company-sponsored benefits. Provide a sincere thank you to everyone keeping things moving for the business and your customers. Be human and sincere.
2. Be Clear about the Way Forward
Things are bad everywhere and everyone knows it. Communicate the steps being taken to preserve the health of your business. Identify the biggest challenges and what the leadership team is doing to address them. Be positive about what is working well. Ask everyone to encourage and support colleagues and customers, in ways big and small. Show pride and share stories of how your people support the community and each other.
3. Empower Two-Way Communication
People consume information in different ways, so use all the channels available to your business. Resources like blogs, email, video, and the company intranet are effective, but also provide a way to collect and encourage feedback from team members. Make it easy to access. Ask for ideas on redeploying resources, increasing efficiency, and creatively solve problems. When employees feel heard, they perform well.
4. Lean on Line Managers
This is the time for your line managers to shine. While online town halls and video conferencing from leaders are essential to provide clarity, the most credible source is the manager. Prepare managers with talking points so the message is clear and consistent.
Internal communications priorities should always align with business strategy and address emerging workplace issues. Our analysis reveals four workplace trends that need to be on your radar this year in order to attract, engage and retain the best employees.
The Customer experience (CX) created a step-change in creating a holistic brand experience. With the tightest labor market in years, smart companies are reimaging Employee Experience (EX) to map and optimize every touchpoint in the employment journey. It begins with creating amazing experiences in recruiting and onboarding, followed by delivering the tools, technology and development opportunities that ensure a great workplace. This trend is moving from nice-to-have to business imperative.
Millennials are the fastest-growing segment of the U.S. workforce and will comprise 75% of employees by 2025. Their communication channel preferences are digital, with text, video and social apps among the top choices. If your communication channels are not mobile and visual, the impact on this employee segment will be limited. A bonus of digital channels: the analytics available will help you hone messaging and identify what’s not working.
The size of the millennial population in the workplace is
not their only impact. Millennials
are the most diverse adult generation in American history according to a Brookings study. The
more diverse the employee population, the more wide-ranging their needs. Ensure
your company’s diversity and inclusion strategy is visible, actionable, and led
by a senior business executive. Consider establishing Employee Resource Groups
to bring employees together for career growth,
involvement and community.
Walkthrough any corporation today and you’re likely to see a sea of empty workstations. Why? Because more businesses now offer flexible work hours and increased work from home arrangements. This trend puts more urgency on the development and use of digital communications channels. Establish a clear, consistent communications plan and the technology to support it. Don’t forget that everyone likes to be recognized and celebrated, especially when your role doesn’t allow you to interact with team members routinely.
Looking for ways to improve your internal communications? Get in touch with us at Insight Strategic Communications.