Letters
When a manager
needs to ensure receipt, it is customary to send a letter in
traditional mail with a return receipt request. This could involve
a suspension notice, benefits change notice, or other important
form of communication.
Performance
Appraisals
Employee
performance appraisals are the most feared form of communication
typically. Employees dread the thought of chastisement and denial
of a raise; managers intensely dislike delving into the negative
characteristics of their employees. For human resources, the job
here is to ensure the performance appraisal standard is fair and
consistent, and that the purpose and process is made clear to
management, who in turn should be trained to explain the details
to employees prior to their involvement in a performance appraisal
session. Companies typically issue a probationary performance
appraisal for new employees. In this case it should be made clear
if there are unmet goals and a plan for management support should
be in place to defray feelings of inadequacy from the employee. It
should be stated that management understands the employee is new
and is giving them an opportunity to prove himself.
Newsletters
Make the company
newsletter something of value that contains pertinent and
substantive information.
Room for
Improvement
Attending a
seminar on proper communications is a good idea for all employees,
management and staff. Most seminars will cover the basics, such as
effective listening, understanding perception, and the importance
of an open door policy. Especially with a one-on-one meeting,
where there are no bystanders to corroborate what is stated,
effective listening is essential. Effective listening includes
remaining nonjudgmental, allowing an exchange/conversation and
avoiding interrupting, and creating an understanding communication
by asking questions for clarity and offering to recite back to the
person in one’s own words the recipient’s intent. Recognize a
person’s prejudice as well as your own, watch body language,
listen to underlying intent or feelings, and do not offer advice
unless solicited.
