Effective Communication Mechanisms
Irrespective of the situation, change causes anxiety and stress amongst the workforce owing to the uncertainties involved. Effective employee communication helps organizations mitigate the negative fallout of such anxiety and stress.
Changes in designation, salary, location, and the like require written communication, whereas changes in job description and job profile require a detailed session with the manager communicating to the employee the new expectations, and with the employee resolving doubts. Such communication needs to remain ongoing until the employee has settled in the new role.
Changes of a less serious nature, such as changes in daily work routine, minor adjustments in work schedule and targets, or others can take the form of electronic communications such as email and intranet forums.
The best form of communication regarding job expectation to an employee is a well-crafted job description. Periodic revision of the job description to reflect the changed conditions and requirements serve as timely reminders of job expectations and an opportunity for the employees to take stock and clarify doubts.
Another forum to convey job change is the performance appraisal review. Many organizations revise job descriptions during the performance appraisal exercise. Periodic meetings, either as part of the performance appraisal exercise or otherwise, help keep job expectations in check and remain an effective way to communicate changes as and when they happen without needing to create a special occasion to communicate them.
The key to organizational success lies in utilizing the most appropriate and effective employee communication mechanism at the disposal of the company, depending on the type and nature of the communication.