Communications 101: What Can You Do to Encourage Employees to Read Announcements?

You’re sending out newsletters, email alerts, and notifications to your employees regularly. But the big question is: how many are reading them on time? More importantly, are they truly understanding the messages? Is the crucial communication from management or the CEO getting through, especially to your frontline workforce? 

Everyone knows that informed employees are the best employees. They’re more engaged, more  productive, and overall, more excited about their jobs. 

Ensuring that your workforce is up-to-date with the latest developments, policies, and announcements is not just a matter of good practice, and it’s more than just a good idea; it’s a fundamental driver of efficiency and productivity. However, reaching frontline workers, or those individuals who often don’t have easy access to traditional internal communications channels, can be quite the challenge.

This blog post delves into the crucial need for keeping employees informed and engaged, emphasizing the transformative role of multichannel communication platforms in internal communication. It offers examples of key announcements and explores different communication mediums such as newsletters, desktop notifications, Microsoft Teams notifications, and mobile notifications, highlighting the pivotal role mobile technology plays in bridging internal communication gaps. It also delves into methods for crafting appealing, multimedia-rich content in the right language to boost engagement.

The Significance of Announcements

Employees who are well-informed about company developments and announcements are better equipped to navigate their roles effectively. 

Announcements act as a bridge, connecting the company’s leadership and its workforce. These announcements can take many forms, from written memos to multimedia presentations, and they cover a wide spectrum of topics.

And if you want to know more about employee communication, check out this comprehensive guide.

The Impact on Employee Performance

Simply put, better internal communications leads to better productivity. When employees are kept informed through announcements, the impact on their performance is substantial.

Here are a few ways you can get your employees better informed:

• Clarity and Direction
  Well-informed employees understand their roles and the company’s objectives better. This clarity empowers them to work with purpose, reducing ambiguity and indecision.
• Adaptability
  In an ever-changing business environment, adaptable employees are essential. Announcements keep them updated, allowing them to pivot swiftly and align with new goals and priorities.
• Engagement and Motivation
  When employees feel that their employer values their input and keeps them in the loop, they are more engaged and motivated. This sense of belonging and purpose positively affects their performance.
• Efficiency
  Timely announcements can help prevent errors and wasted efforts. For example, knowing about a software update can save hours of unnecessary work on outdated systems.

Examples of Key Announcements for Employee Efficiency

Policy Changes
Whether it’s a shift in HR policies, safety protocols, or remote work guidelines, these updates directly impact how employees operate within the company. Announcing policy changes promptly via internal comms, and ensuring that every member of the team is aware is vital.

Product Updates
For businesses involved in product development or sales, working to get your employees informed about product updates is a game-changer. It ensures that your salesforce, for instance, is armed with the latest features, benefits, and selling points. It also enables product development teams to gather crucial feedback from those on the frontline, improving products in real-time.

Safety Protocols
Safety is paramount in many industries across India, such as manufacturing, construction, or healthcare. Announcements regarding safety protocols, best practices, and any updates to safety guidelines are absolutely critical. Whether it’s in a bustling factory in Mumbai, a construction site in Bangalore, or a healthcare facility in Delhi, ensuring that every employee, especially those in high-risk positions, is aware of these protocols can be a matter of life and death. 

From policy changes to product updates and safety protocols, these announcements are the cornerstone of effective organizational communication, with a direct impact on employee performance and the company’s overall success.

In the following sections, we’ll explore how to make sure these announcements reach every employee, even those on the frontlines, through mobile apps, innovative engagement techniques, and even perhaps a human interest angle.

The Mobile Advantage

In a world where the majority of us carry a powerful mini-computer in our pockets, it’s no surprise that mobile technology has become a vital component of modern business communication. The days of the trusty photocopied internal newsletter are behind us. 

This section explores the mobile advantage in employee engagement and delves into the need for mobile accessibility, the crucial role of company mobile apps, and the many benefits of providing announcements directly to employees on their smartphones.

The Need for Mobile Accessibility

And mobile accessibility is no longer a luxury but a necessity in today’s workforce. Employees are constantly on the move, with many operating in roles that don’t tether them to a desk or a traditional office space. The need to access important information, including announcements, while on the go has become paramount.

Whether your employees are traveling, working in the field, or simply prefer the flexibility of mobile devices, it’s essential to accommodate their lifestyle. Neglecting to do so can result in missed information, decreased engagement, and, ultimately, a less informed and effective workforce.

The Role of Company Mobile Apps

To address the need for mobile accessibility, an increasing number of companies are turning to company mobile apps. These apps serve as a dedicated platform for employees to access announcements, news, and company-specific content directly from their smartphones. The role of company mobile apps goes beyond mere convenience; they are game-changers in modernizing internal communications.

Company mobile apps offer a centralized hub for announcements, ensuring that all employees can access the same information simultaneously. This is particularly beneficial for frontline workers who might not have constant access to email or traditional intranet platforms. With a company app, announcements are available at the touch of a button, making sure that every employee, regardless of their location or work schedule, can stay informed in real-time.

Benefits of Providing Announcements on Smartphones

The advantages of providing announcements on smartphones are manifold, benefiting both employees and the organization as a whole.

Real-time Updates
Smartphones allow for instant communication. Announcements can be pushed to employees’ devices, ensuring they receive critical information promptly. This is invaluable for time-sensitive updates or emergency situations. This is what Pierre Fabre used for effective communication during a cyber-attack.

Increased Engagement
Mobile apps are engaging by nature, offering multimedia options and interactive features that capture employees’ attention. The ease of use and accessibility encourages employees to check for updates regularly.

Accessibility for All
Mobile apps break down communication barriers, ensuring that even frontline workers have access to essential information. This promotes inclusivity and ensures everyone is on the same page.

Analytics and Tracking
Mobile apps often provide tools for organizations to track and analyze how employees engage with announcements. This data can help tailor internal comms strategies and content to be more effective.

So there you have it. Incorporating mobile accessibility into your internal communication business strategy is a fundamental step towards ensuring that all employees, regardless of their role or location, can access announcements effortlessly.

Types of Notifications: Ensuring Effective Employee Communication 

In internal communication, delivering the right message at the right time is crucial. Sociabble offers a diverse range of notification types to ensure every message reaches its intended audience in the most effective way. Here’s a breakdown of the different types of notifications and how they can enhance your communication strategy: 

1. General Notifications:

Keep your team engaged and informed with general notifications. These are triggered by user interactions on the platform, such as receiving badges, leaderboard updates, reactions to comments, and more. They serve as gentle reminders and motivators. 

2. Personal Notifications:

Personal notifications inform users about activities directly related to them, such as being tagged in a post, receiving comments, likes, or shares on their contributions. This personalized touch ensures that employees stay connected and engaged with the content that matters most to them. 

3. Must-Read Notifications:

When it comes to critical information, you need assurance that everyone has read and acknowledged the message. Must-read notifications require users to engage with the content before they can proceed with other activities on the platform. This feature is particularly useful for policy updates, compliance requirements, and other essential communications. 

4. Alerts:

For urgent or important announcements, alerts ensure that the message gets the attention it deserves. Whether it’s a sudden change in company policy, a safety protocol update, or any time-sensitive information, alerts guarantee that everyone is aware and can act accordingly. 

5. Newsletters:

Keep your workforce informed and connected with regular newsletters. These comprehensive updates can cover a range of topics, from company news and achievements to upcoming events and important reminders. Newsletters are a great way to maintain a steady flow of information and keep everyone on the same page. 

6. Surveys and Polls:

Gather valuable feedback from your employees with surveys and polls. These tools are perfect for gauging opinions, collecting suggestions, and encouraging a bottom-up flow of communication.  

7. Event Notifications:

Ensure high participation and engagement with event notifications. Whether it’s a company-wide meeting, a training session, or a special campaign, these notifications keep everyone informed about upcoming events and encourage active involvement. 

Techniques to Encourage Announcement Reading

Anyone can send out email blasts with a catchy subject line, or drop an internal newsletter in a mailbox. But that type of information dissemination just isn’t effective. Getting all or even most employees to read announcements isn’t only about making information available; it’s about ensuring they actively engage with and comprehend the content. 

In this section, we’ll explore various techniques designed to not only grab your employees’ attention but also encourage them to dive into announcements with enthusiasm.

The “Must-Read” Feature

Putting “Must Read” in the subject line isn’t enough; making certain messages mandatory can make a big difference. For example, one effective technique for ensuring employees read announcements is the Sociabble platform’s “Must-Read” feature. This feature makes certain announcements mandatory for all employees, and they must acknowledge or confirm their understanding before proceeding. Implementing this feature can be as simple as requiring a click of a button to acknowledge receipt.

The benefits are twofold: first, it guarantees that critical information is not overlooked or ignored, and second, it holds employees accountable for being aware of the content.

This accountability can be particularly vital for announcements related to safety protocols, policy changes, or compliance matters, where neglecting to read could have serious consequences. It’s a way to give employees the critical updates they need.

Gamification Features

Who doesn’t love a little friendly competition? Gamification is a powerful tool to engage employees with announcements in a fun and interactive way. Points, rewards, and competitions can transform the act of reading announcements into an enjoyable experience.

For example, with Sociabble employees can earn points for reading and engaging with announcements, and these points can be redeemed for rewards or used in friendly competitions within the organization. This not only encourages employees to read announcements but also fosters a sense of camaraderie and team spirit, making engagement a part of the workplace culture.

Knowledge Assessment Surveys

Getting employees to actually read announcements is just the first step; ensuring that they understand and retain the information is equally vital. Knowledge assessment surveys are an effective technique to gauge comprehension. And with Sociabble, this can be done with just a few clicks.

After employees read an announcement, they can take a brief quiz or survey related to the content. These surveys not only reinforce the information but also help identify areas where employees may need further clarification.

For organizations, it provides a tangible way to assess the effectiveness of their internal comms strategy and identify areas that may need improvement, while also offering possibilities for employee feedback. 

Video Conferencing to Boost Engagement

It’s a fact: human beings are visual. And sometimes, announcements are best delivered through video conferencing. This medium allows for real-time interaction and feedback, providing a dynamic and engaging experience for employees.

Video conferences allow for questions, discussions, and immediate clarifications, ensuring that employees not only passively consume information but actively participate in the conversation. This is particularly effective for complex or sensitive topics where clear communication is paramount.

Quick tips to encourage employees to read announcements:

Crafting Compelling Announcements

The success of any announcement does depend on the importance of the content, but also on how it is presented. 

In this section, we’ll explore the significance of content format, emphasizing the incorporation of visual elements, such as images and videos, and the importance of using appropriate language and tone tailored to different audiences.

Content Format – Incorporating Visual Elements (Images and Videos)

In today’s digital age, visual content reigns supreme. Text-heavy announcements can often feel daunting and lead to a lack of engagement. To create compelling announcements, or even a more accessible web based message, consider incorporating images and videos into your content.

• Images
  Visuals are a powerful way to break up large blocks of text and make your relevant content announcements more visually appealing. Infographics, charts, and photographs can help convey complex information in an easily digestible format. For example, a safety announcement can be significantly enhanced with clear diagrams illustrating safety procedures that workers need to know. 
• Videos
  Videos are perhaps the most engaging medium for announcements. They allow for a dynamic and interactive experience. You can use videos to feature key stakeholders discussing important topics or to demonstrate a new product or procedure to help employees. With video, you can convey not just information but also emotion and context, making your announcement more relatable and memorable. With Sociabble Enterprise Video, for example, creating, editing, and posting video content is made simple, so every employee and admin can do it.

Appropriate Language and Tone

Not all employees are the same, and one-size-fits-all announcements may not be effective. Tailoring your announcements to different audiences is essential to make sure that your message resonates with your entire workforce. Consider these factors to help employees absorb your messages:

• Audience Segmentation
  Identify different employee groups within your organization, such as frontline workers, managers, and office staff. Craft announcements that speak directly to the concerns and interests of each group. With Sociabble, targeting audiences by team, role, office, region, or interest is made easy, with multiple criteria possible. For instance, if you need to send specific directions to the Marketing team in Mumbai or share an update with the IT department in Bangalore, Sociabble enables you to segment and precisely target your message. 
• Language and Tone
  The language and tone of your announcements should match the culture and expectations of your organization. Sociabble’s instant translation feature, for example, provides a real-time translation of both written and video content in over 60 languages, including 13+ regional Indian languages. You can seamlessly communicate with your Bengali-speaking team in Kolkata or your Malayalam-speaking employees in Kerala with no extra effort! 
• Clarity and Simplicity
  Regardless of the audience, it’s essential to keep the language clear and simple. Avoid jargon or complex terms that may confuse or alienate employees.
• Relevance
  Make sure the content of the announcement is directly relevant to the audience. For example, a policy change announcement might not be as relevant to frontline workers as it is to HR, so consider how to make it meaningful to all.

By tailoring your announcements to specific audiences and incorporating visual elements, you not only make the content more appealing but also more effective in conveying the message.

The Right Kind of Announcements Make Internal Communications More Effective  

So what have we learned about encouraging employees to read announcements? Well, here are the basic takeaways from this article:

And if you’re looking for a little help in the process, not to worry. Sociabble is the all-purpose internal comms platform designed to make everything discussed above easy.

It’s already been adopted by industry leaders around the world, including companies like TATA, Coca-Cola CCEP, Renault Group, L’Occitane, and Primark. If you’d like to learn more, just drop us a line. We’d be happy to discuss ways Sociabble can help your company take its communications to a whole new level.