How to Use Communications to Help Your Employees Reach Their Full Potential

How to Use Communications to Help Your Employees Reach Their Full Potential

As an employer, your employee’s growth and development should be important to you. After all, the success of your employees has a direct impact on the success or failure of your business.

And yet, according to a study conducted by Gallup, 70 percent of employees say they are not working to their full potential on the job. Some of these people even confessed to sleepwalking through their day.

That’s an eye-opening figure! The good news is you can use the art and practice of good communications to inspire your employees to wake up. Providing helpful tips and tools through communications will motivate your employees to succeed. Here are a few ways to do it.

Learn How You Can Best Support Your Employees

One of the first steps in using communications to help employees reach their potential is finding out what they need in order to do their very best. Ask questions that will provide useful insight into how, as an employer, you can motivate them. Conduct focus groups and ask them about their ideal schedule, preferred form of communication, and biggest challenges. Then, use what you learn to make improvements that empower them to do better. This helps them work more effectively while showing them that their feedback matters.

Promote Growth in the Company

Let employees know that if they do well, there’s a pot of gold at the end of the rainbow. And it’s not just about money, but also rewards that are meaningful for them. Providing employees with a chance to grow in the company is an advantage for both you and them. By giving them this opportunity to develop on the job, you may notice increased productivity and a happier employee.

Partner with your Human Resources teams to align messaging around organizational policies. Determine what growth actually means for your employees and highlight it in a way that resonates. One tactic you can try is to promote new job postings internally before opening them up to the public. Or, allow employees to explore different roles within the company to show them the opportunities first hand. Having a broader understanding of the organization also helps them to develop as an employee. Conduct bi-weekly information sessions that highlight a different department each session. If you have a formalized mentorship program, feature that in company publications. With good communications about growth, you can inspire your employees to learn, prosper, and work to their full potential.

Educate Your Leaders

Leaders play a very important role in the productivity of your employees. Your leaders are the ones who interact with your employees on a daily basis. Because of this close relationship, it is vital that your leaders have the tools to guide, inspire and motivate their teams. Make sure your leaders have the information and knowledge they need to answer questions their team members may have. Offer additional communications and training to your leaders so that they can better support their teams. Individual members inch closer to their full potential with determined and considerate leaders.

Inspire Successful Teamwork

Teamwork makes the dream work! Encourage your employees to take advantage of teamwork to learn from one another. Working in teams exposes your employees to different people and ideas. These new perspectives can inspire them to learn, grow, and become motivated to work to their full potential. By communicating the power of teamwork, you help your employees build relationships with their colleagues while motivating them to succeed in their own position.

Show Your Employees That You Care

Positive affirmation is a great way to encourage employees to work to their full potential. Everybody likes to feel appreciated and recognized, including your employees. Find different ways to communicate how much you cherish them. These types of rewards will motivate your employees to do better. They also provide insight on how each individual is performing, and if there is room for improvement. This type of recognition makes your employees feel happy and excited for their professional future. Positive affirmation could be something as simple as thanking them for their hard work on a complicated project, to something more elaborate like an employee appreciation party.

Remember, it’s important to consider the impact your employees have – and can have – on your business and to support them accordingly.

Lisa Cunningham

Written by Lisa Cunningham

Lisa Cunningham is a summer Communications Intern at Trion. She is a rising senior at Temple University in Philadelphia, PA where she majors in journalism with a minor in business. Lisa has a passion for writing and is very involved in different organizations at Temple.

Trion Communications lisa.cunningham@trion-mma.com

How to Reach Gen X Employees at the Office

How to Reach Gen X Employees at the Office

Today’s workforce has many generations. To reach all employees, you need to consider each group has its own communication preferences. For example, Baby Boomers prefer to talk over the phone or in-person, says the Plainview Herald. Millennials, on the other hand, want to text, according to the employee engagement app, Crew.

Sandwiched between these groups, Gen X employees can be easily forgotten. Don’t let that happen with your communications. Gen Xers, as they are commonly called, were born between 1965 and 1980. They make up 60 percent of the American workforce, according to HR platform Rise. Understand and optimize the communication styles of Gen X employees and you’ll have more engaged employees.

You’ve Got Mail

That AOL call is nostalgic music to Gen X ears. These employees want to hear from you via email. After all, they are the first generation to incorporate email into their daily lives.

When crafting your email, don’t forget WIIFM—“What’s in it for me?” That question is important across all generations. However, Generation X is especially curious about the personal impact of benefits. Gen X is also cost conscious, considering they lived through two recessions. Use your messaging to show the value of benefits, especially buy-up perks, like critical illness insurance or voluntary life insurance. This group reacts negatively to “hard sell” communications. See your role as a consultant. Give Gen X employees the facts they need to make smart benefits decisions.

The Social Network

While you may think social media and Millennials go hand in hand, Generation X spends its fair share of time online. One AdWeek survey found 75 percent routinely use social media, with Facebook being their preferred network. Do you take advantage of social media as an employee communications tool? Encourage your Gen X staff to follow the company. Or, consider creating private groups for employees and post need-to-know info.

Beyond social media, this group watches online videos. Almost 79 percent of Gen Xers stream or download at least one video each month. Keep the communication styles of Gen X employees in mind when preparing communications. A brief explainer video about a new benefit could be the ticket to educate these workers.

Hey, Mr. Postman!

While Gen X values digital, they are also receptive to printed communications. In a white paper from Independent Agent, 75 percent call pieces mailed to home valuable. A study from the US Postal Service found 60 percent of Gen Xers look for their mail every day, compared to 43 percent of Millennials.

When planning your communications mix for Generation X, include printed materials. This tactic also reaches their spouses, whom research shows both use benefits and are highly influential in choosing them. With 70 percent of this group married, spouses can play a big part in getting your message across.

I’m Going to Need for You to Come in on Saturday

What’s one way to lose a Gen X employee’s attention? Unnecessary meetings. This generation doesn’t respond to long, in-person sessions and prefers a no-nonsense attitude. Since other groups like face-to-face sessions, meetings are unavoidable. For the most effective cross-generational meetings, remember the adage, “Be brief, be bright, be gone.”  Before organizing a one-on-one encounter with a Gen Xer, ask if you could convey the message via email instead.

While it’s important to appeal to Gen X workers, you need to consider the communication styles of the entire workforce. The good news is that there’s often overlap. Most groups like to be reached through a diverse mix of media. They respond well to messages that focus on how they’ll benefit. If you keep these things in mind, you’ll be well-suited to reach all audiences, including Gen Xers.

Gen X has called itself the forgotten generation. Don’t leave them behind with your messages. Concise, educational communications that emphasize value are the way to get their attention.

 

Danielle Love

Written by Danielle Love

Danielle is a benefits communications specialist, working on behalf of clients to write, edit and design dynamic print and virtual communications. She also manages the Trion Communications blog, which highlights the practice’s diverse areas of expertise.

Trion Communications Danielle.Love@trion-mma.com

How to Support Strong Mental Health in the Workplace

How to Support Strong Mental Health in the Workplace

May is Mental Health Month. Your employee’s mental well-being matters year-round. But this month is an opportune time to communicate with your employees about how you support them.

Good mental health is not just necessary for your workers’ total well-being, but it also benefits you as an employer. Mental health conditions contribute to 62 percent of missed work days. That’s according to the 1,850 U.S. employed adults surveyed for the 2019 Unum Mental Health Report.

Whether you have a fully-developed set of benefits that address mental health in the workplace, or offer employees general wellness resources, communications is key. Here are some great programs and messages to promote as part of a communications strategy around Mental Health Month.

Teach Employees How to Use the Employee Assistance Program

Your company may offer its workers an Employee Assistance Program (EAP). Such programs often include several free sessions with professional therapist or counselor. This is gold, especially for someone who is struggling and doesn’t know where to turn or have a lot of money to spend.

Sadly, many employees don’t understand that an EAP is part of their benefits. The Unum report found only 38 percent of employees knew they had access to an EAP. It’s up to you to help them understand its offerings and advantages.

Use messaging to explain the program benefits and reassure employees about confidentiality. Privacy matters. Sixty-one percent of employees said there was a social stigma in the workplace towards colleagues with mental health issues. Design a mail-to-home postcard that explains step-by-step how to use the EAP. Since most EAP’s extend to dependents that communications method gets home to spouses so they know can take advantage.

Encourage Employees to Take a Stress Reduction Class

A program doesn’t need to be specifically about mental health in the workplace for employees to benefit. Mindfulness can benefit all staff, regardless if they have a diagnosed mental health condition.

Consider hosting wellness seminars. With the help of strong communications and promotion, they will be well attended and regarded by employees. I have personally benefited from a Stress Reduction session and a Mindfulness, Meditation and Relaxation session sponsored by my company.

There are lots of ways to promote these seminars, like email, posters and desk drop flyers. It’s also important to:

  • Engage frontline managers. Give them the details to understand the impact of stress management on employee well-being and performance. Employees need to feel confident that their managers support their decision to take the time to attend a session
  • Create a seamless sign-up process so employees can enroll easily and directly. This will make them more likely to take action.
  • Offer both in-person and online sessions that capture remote workers, too. Or, if budgets allow, offer repeat sessions at different times of day or different times of year. 

Remind Employees to Take a Break

Time away from the office is important for mental well-being. Even the occasional short break throughout the day can make a difference. Encourage employees to take them.

  • Promote mobile apps, like Calm or Headspace, that help employees get the most from brief moments of revitalization. Write and distribute a communication about these options. With some guidance, staff might be motivated to download one.
  • If your office is close to a walking path, or park , encourage them to get out in nature, which research shows has a restorative effect. Start a lunch-time walking club that can be done outside or even inside, if the weather is bad. This has the added benefit of socialization, which also boosts mood. A flyer on the breakroom fridge would be an eye-catching way to communicate about this program.

Vacation time is crucial for mental health. Remind employees about your vacation time policy and help them understand why it’s important. Feature the voices of senior leadership in communications so employees know they support time off. Since May is the time many people start planning their summer vacations, it’s a great time to drill down into this message. Also remind folks about your employee discount program and how to save on rental cars, hotels, attractions, etc.

Promote Charitable Efforts

Use your voice as a company to support mental health in the workplace and let employees know it’s a priority. Make a corporate donation to an organization that promotes mental well-being. Or, you may want a more hands-on approach. Organize a company team to participate in a charitable outing, like the National Alliance for Mental Health walk or the Out of the Darkness walks from the American Foundation for Suicide Prevention.

In this case, you need consistent communications both inside and outside of Mental Health Month. Create a how-to tool kit for managers, so they can talk up charitable events at team meetings and engage participation. The presence of leadership at such events is a morale booster. If you’ve done a walk before, ask staff to share photos. Post them on the company intranet to raise feelings of camaraderie. If this is the company’s first time, no need to reinvent the wheel. Many charities have media packages to download and distribute.

Mental health in the workplace matters to everybody—those who struggle with their own mental health issues and those who want to support them. Take the time this month and every month to communicate that your company values its workers’ total well-being.

Danielle Love

Written by Danielle Love

Danielle is a benefits communications specialist, working on behalf of clients to write, edit and design dynamic print and virtual communications. She also manages the Trion Communications blog, which highlights the practice’s diverse areas of expertise.

Trion Communications Danielle.Love@trion-mma.com

Why You Need to Say Goodbye to Business Buzzwords

Why You Need to Say Goodbye to Business Buzzwords

Poor communications results in an average of $62.4 million wasted per company every year. There are many factors that contribute to poor communications.  One notorious example is excessive use of business buzzwords. Such jargon consists of technical terms that are so overused that they have lost meaning, such as “ideate” and “disruptive.” Many business buzzwords started as industry terminology, but have lost substance through widespread use.

Why Do People Use Jargon?

Approximately 65% of American workers use jargon at least two to three times a week. People use this language to emulate how others in their industry talk or shorthand for communications. However, more common reasons for why people actually use business buzzwords are:

  • They want to sound professional or intelligent.
  • They want to hide unpleasant messages or dodge questions.
  • They are trying to be politically correct.
  • They find it easier than thinking of a more precise word.

Why Should You Stop Using Jargon?

Jargon results in in vague messages. In a 2017 survey by American Express, 88% of respondents admitted they only pretend to understand office jargon. Meanwhile, nearly 50% of this group also said that they use such phrases frequently. “The single biggest problem in communication,” said playwright George Bernard Shaw, “is the illusion that it has taken place.”

Avoiding buzzwords in business writing can be beneficial. Your communications will have a greater impact:

  • You will sound more sincere. A study by New York University found that subjects perceived complex sentences with jargon to be less truthful than clear and concise sentences.
  • You will minimize confusion. With so many ways to interpret jargon, it is likely that your recipient walks away with a different understanding of what you had intended.
  • You will connect more personally. Using jargon with someone from outside your industry can make them feel excluded. Overuse of jargon can also make you sound robotic and inhuman. Even in business, people expect a more conversational tone. Meet employees where they are.
  • You will sound less pretentious. Jargon-filled language can seem annoying and fake. If your messages are filled with double talk, employees might not be receptive. That can lead to a breakdown of trust.

How to Improve Your Communications

For heavy users of jargon, changing your ways won’t happen overnight. Start to pay closer attention to what you say or write. Often, a second look will help you avoid buzzwords in business writing.

When you create communications, remember the following tips to better connect with your audience:

  • Know your audience. If you are talking to a technical audience about a technical subject, then, of course, incorporate technical language. However, if your audience is a mixed group or if your communication is about a non-technical matter, keep it simple. No matter whom you’re talking to, nobody wants to have to read your sentences twice in order to understand them.
  • Use simple language. Be clear and concise. Limit your use of jargon, acronyms, and abbreviations. A good rule to follow for general communications is to make sure that a ninth grader or lower can understand you. Popular media, like Reader’s Digest, is written at that grade level. Microsoft Word will tell you the reading level of your document.
  • Take a communication audit. Look at the last email that you sent. Do you spot any of The Hartford’s “60 Business Buzzwords to Delete from Your Vocabulary”? If so, maybe it’s time for a change.

Think carefully about your word choices. Don’t isolate your audience with business buzzwords.

Anna Li

Written by Anna Li

Anna is an internal communications specialist. Working with key internal stakeholders, she develops and executes the internal communications plan for Trion. She also manages the Trion intranet to help foster greater collaboration and engagement between employees.

Trion Communications Anna.Li@trion-mma.com

How to Create an Authentic Employee Recognition Program

How to Create an Authentic Employee Recognition Program

Do you have an employee recognition program? If so, you’re in good company. According to a recent Society of Human Resource Management/Globoforce study of 738 human resources professionals, 80 percent of organizations do as well. Fifty-six percent said their program has a positive impact on recruitment and 68 percent praised its value for retention.

With those benefits in mind, it makes sense to promote your employee recognition program internally. After all, employees want to be praised. Praise yields higher productivity, innovation, and job satisfaction. A study by Cicero found recognition to be the most important driver of employee performance. At 37 percent it ranked higher than increased pay or promotions.

As with many programs, communications is the key for success. Messaging should be clear. It’s important to make sure key stakeholders are on board from the start. Doing so shows high-performers that you’re paying attention. It also engages and informs your staff around the idea that employees are valued for their contributions.

Here are five ideas on how you can communicate the value of work well done.

1. Create a Brand for your Employee Recognition Program

Branding your program adds credibility. Employees are more likely to view content branded from the company versus content branded from your carriers, says a study from Prudential. The brand of your employee recognition program should connect staff with what you need them to think, feel and do have a successful program. Once your brand is in place and recognizable, your employee will want to be a part of the program.

A brand is a look and feel that is unique to your company. It could be as simple as a catchy tag line or a logo that connects employees with the vision and values of your employee recognition program. Incorporate the brand in emails, posters, publications, postcards, employee handbook, company branded website, videos, webinars, intranet, etc. Communicate about the employee recognition program often. Repetition is the key to retention.

2. Publicize your Employee Recognition Program

Make it easy for people to get involved or apply to the employee recognition program. Help them to understand what’s required to earn recognition and how they can be successful. Highlight examples of past high achievers and invite employees to share their stories.

Announce employee recognition activities in team meetings. Keep communications consistent and as frequent as possible. This will keep the program front and center for all employees.

3. Provide Tangible Rewards

Inspire managers to personally recognize employees for their efforts. Employees often keep personalized company-branded plaques and certificates on their desks or walls. Those materials may inspire their co-workers.

Your employee recognition program may include monetary rewards, like cash or gift cards. Other rewards include extra time off, tickets to sporting events, accessories like watches or new electronics like headphones or tablets.

Pair all rewards with thank you notes. Research out of Harvard Business School found authentic thank you’s from leaders motivate employees. 180 employees watched short videos that personally thanked them for contributions. Compared to a control group that didn’t watch videos, those employees had a 7 percent increase in performance.

4. Showcase Success Stories

Employees love to read about their colleagues – and to be inspired by them. That’s why it’s great to showcase those high-performers who make a difference. Feature them in organizational publications, on intranets, and other media as appropriate.

Schedule a specific day each month to launch and broadcast these communications. Create social gatherings to promote your employee recognition program. For example, every third Wednesday is employee recognition day.  Your company can provide snacks in a common area. The tangible rewards, mentioned above, can be distributed in front of colleagues. Seeing their peers lauded may encourage other workers to put forth extra effort.

5. Get Leadership Sponsorship

Employees like the continued support of upper management. Yet, a Gallup poll of over 30,000 workers showed only one-third received praise for a job well done over the past week.

Have leaders promote your employee recognition program so employees know management is on board. This helps the employees understand that the company is invested in their growth and recognizes their contributions.

Make sure your employee recognition program is honest, authentic and aligns with your company’s values.

 

 

Written by Trion Interns

Trion Communications jill.diffendal@gmail.com

Do Your Benefits Communications and Company Culture Match?

Do Your Benefits Communications and Company Culture Match?

Many companies pride themselves on their benefit plans. But a quick look at their messaging may tell you otherwise. Communications often give employees mixed signals about the value of those benefits.

Some companies unleash a tidal wave of information before open enrollment then a trickle for the rest of the year. Or, worse yet, they distribute boring and uninspired communications. Employees may not even recognize those messages came from their employer.

As someone who helps clients communicate effectively every day, I can tell you there is a better way. Make sure your benefits communications are relevant and align with your company culture. That culture makes you stand out as an employer and emphasizes your values. Your benefits should do the same, but if communications are lackluster, there could be a disconnect.

Here are 4 tips to help combine company culture with benefits communications.

 

1. Build the Branding Bridge

A benefits brand makes a difference. Ask yourself if your benefits brand fits comfortably among your company culture. Try this simple test. Give a co-worker a stack of communications that includes one from your benefits department and the rest from other parts of your company. Can they identify the benefits communications item at first glance? If they can’t spot your benefits brand, it might be time to re-evaluate it.

 

2. Make the Right Match

Is your company culture based on creativity and collaboration? A plain text email with a link to 40 PowerPoint slides is not the best way to combine company culture with benefits communications. Match your communications to the elements that define that culture.

Think about the aspects of your company that make people passionate. What would they tell a friend is the best thing about working at your company, besides the benefits? Apply that same logic to how you communicate what’s great about your benefits.

 

3. Watch the Wording

Liven up some of the language used in benefits communications. Even we can admit that Flexible Spending Accounts don’t set off fireworks in most people’s minds. Get creative with headlines. Spice up a few sentences in an otherwise dull document.

Avoid anything that sounds forced, or long, academic and boring. Remember, we live in the digital age, where attention spans are tenuous at best. A Jampp study found that human attention spans decrease by 88 percent each year. At the end of the day, your employees still need the facts. They’d prefer them to be short, simple and easy to understand.

 

4. Find the Fit

There are lots of ways to help remind employees about their benefits as part of a larger conversation about your company culture. Is your organization particularly passionate about innovation? Share new ideas from carriers, like apps to download, other tools to help employees, or tips to save money.

Benefits are an important part of how both employees and the wider industry perceive a company. Everyone should easily identify how your company’s benefit plans are a natural part of what makes it a great place to work. Keep benefits communications reflective of your company culture so employees will recognize the total value you provide.

Andrew Clancy

Written by Andrew Clancy

Andrew is an experienced communications professional who specializes in multimedia content creation. He enjoys the process of building communications solutions that achieve an organization’s objectives while empowering its employees through education.

Trion Communications Andrew.Clancy@trion-mma.com