Communicating a New Program Implementing a new or revised compensation plan requires ongoing, detailed communication. 2: Tell the reader how the policy will benefit both employees and the company. You have had three opportunities to look the policy over and give us feedback. You should have a clearly labeled and easy to find and navigate employee rules section on your intranet site that sets out all company policies and procedures. Employees will raise and ponder questions with each other, which will inevitably lead to incorrect conclusions and more often than not, a worried and unhappy workforce. Sample Communication to Employees Agency Letterhead This agency is committed to providing a safe work environment for all employees. Communicating change to employees template. Post new workplace policies in common areas - such as break rooms - where employees can easily see them. If possible, and if the business policy and procedure change warrants it, hold a meeting or a webinar with senior management in attendance to explain the need for the policy change and any consequences. An effective internet and email policy that helps employees understand what is expected of them regarding how they use their devices for work is a must for employers and employees. Be aware, however, such a policy is just the start – it needs to be consistently … The office computer and internet is only for the use of work related to XYZ Ltd. You can send hints and tips and reminders via a less intrusive scrolling ticker tape. There are however, some limitations with these communication methods. When communicating policies and procedures in the workplace, it should be clear, concise and easy to understand. You want to go on record to define what employees can do from work-provided or employee-owned devices that are used by or involve your employees… 8 methods and techniques for communicating change: 1. Get a free callback from one of our experts, This site uses cookies. ... Internal communications policy template. The south and west lots of the building are reserved for visitors and clients only. Refresher and follow-up training should also be factored in if necessary. Organization communication policies set expectations and manage the flow of communication both within and outside an organization. This is to inform all the employees that company has decided to change its policy with regards to the late comers and this will be effective from 1 st July, 2016. On November 22, 2017, Bill 148 - otherwise known as the Fair Workplaces, Better Jobs Act, 2017 - was passed. We received your form submission, and will be in touch soon. To start, the Act: Have you communicated these workplace policy changes to your employees? Post new workplace policies in common areas - such as break rooms - where employees can easily see them. Especially with labour law changes – and stricter enforcement promised from the Ministry of Labour – it is imperative that there is documentation showing that the workplace policy has been communicated. Giving employees the work rules at the outset is the best way to make sure that they get off to a smooth start in your business. Face to face group meetings, small or large, are not always possible. … Use an optimistic, hopeful tone (rather than a scolding tone) that makes readers feel as though the change is in their favor. ROI on your compensation program is diminished by sloppy communication –develop a structured approach! The messages display in a way that cannot be skipped or ignored – making it the perfect way to communicate critical policy and procedure changes. An employee may refuse to sign an acknowledgement if they don’t agree with something in the policy. Policy Rollout 101: Effectively Communicating Policy Changes to Employees. You can do this in a news bulletin update, an email or a quick 5-minute meeting. It's a good idea to review your workplace policies to make sure that you are up to date with the province's new and upcoming employment standards. Other useful features include the ability to send video content to explain changes, HTML links to policy documents and a quiz module that will let you test employees’ knowledge of the changes to determine if you need to enhance your education activities. Don’t just publish a new policy or procedure and then tell your employees. hbspt.cta._relativeUrls=true;hbspt.cta.load(2607633, '0a7a72e8-cd55-436d-9614-438bd810f9a1', {}); Once you’ve established that change is necessary, you need to turn your mind to how you will inform staff about changes to your policies and procedures. This can help you in the future if employees claim they didn’t know about a policy and act in contravention of it. 3 Tips for Communicating Company Policies to Your Employees. The easier you make it for employees to find your changed work policies, the easier it is for them to implement and adhere to them. It gives your staff a chance to understand the value of the policy or procedure and let … For example, if it is an normal employee with a job to attend to customers day in and day out, then communicating with the employee via professional email is something that should not be done. If employees know what the rules are, they may be less likely to break them. It might not only be your employees, but also stakeholders such as clients, partners and the wider community. People are often resistant to change, particularly when they’ve done something a particular way for a long period of time. Here are five ways you can be effective in communicating a new or changed workplace policy to your employees. You’ll gain employees’ trust if you use simple, straightforward language, and are completely upfront about what’s changing and … You’ve got to sell the new plan to your employees. We have received lots of feedback over the year. Hand out hardcopies of new policies in the form of memos or updated employee handbooks. Well, to be honest-- a lot.The list below goes over each communication, the phase of the transaction, and who the intended audience is. 25 DeskAlerts also allows you to send compliance alerts - your employees must confirm that they have read the policy before they close the alert window. Your employees have had almost a year to know that a policy is coming. Have employees sign off on a new or changed workplace policy. Even if changes are announced via email or in writing in other official channels, it’s still a good idea for managers to speak directly to their employees about them in team meetings or even individually to ensure compliance. Complete the form and an expert will call you. We continue to see these changes unfold. Be straightforward about why the change is necessary, exactly what is changing, what is staying the same, and what steps need to be taken by all employees to make sure they comply with the new requirements. It’s a new year for your company, possibly with a new business plan, new legislative requirements to meet, or even new management. Announcement Letter to Notify Employees of New or Change in Policy. Allow for anonymous or confidential feedback so all employees feel comfortable voicing their honest opinion. Announcement sample Letters for New Policy and Procedure for company employees.e.g New Parking Arrangement,Annual Safety Week, Access to Samples and Promotional Materials,Direct Deposit of Paychecks.. Quiz your employees on their understanding of the new policy. Any sort of spin, sugarcoating or jargon will look like an effort to hide something. It is mandatory that each employee in this organization show maximum respect to every other person in the organization and … The Act provided updates to the Employment Standards Act (ESA), the Labour Relations Act (LRA), and the Occupational Health and Safety Act (OHSA). HR audited the team’s time-off benefits and updated the plan with a new policy that will help keep our organization financially healthy—now and in the future. As of January 1st, 2010, (Company Name) will no longer provide paid sick days to employees. Change Management. Change is inevitable in business. Think about whether these employees are getting the information they need to do their jobs and make sure that you know the best way … Another option to consider to work around these issues is DeskAlerts. 1. Topics: Include effective dates. You need to let employees know beforeit happens. New employees are eager to learn the culture of their new environment, and it’s the easiest time to get buy-in on processes, values, and vision. More complex policies or procedural changes may require more training so employees understand how changes applies to them. ... it merely provided the updated policy to new hires. Employee Handbook: Communicating Policy Changes; ... Request that each employee read the new policies and sign-off confirming both receipt of and acknowledgement of the new policies. We understand nobody wants to walk any further in the snow than they have to, but this policy is another step toward our goal of putting clients first. For more information please see our Be transparent. consider including any new policy as an item on team meeting agendas Making changes to workplace policies If you wish to make a change to a policy, you will need the employee to agree to the changes, unless their contract allows you to make such variations without such agreement (typically terms in relation to working hours, … Use the following template when communicating an update to your company’s PTO policy: Team, I’m reaching out today regarding an update to [Company]’s PTO policy. Whether there is a new strategic direction for the company, new systems are implemented or new legislation affects your industry, company policies and procedures will inevitably be updated and change. Monitor compliance with the policy changes and tailor any further communications to addressing any problems. Use the template sample to draft a formal notification letter to inform employees about the change in policy or new policy introduced by the company. To that end, I am sharing our agency safety policy statement as a reminder of that commitment and your responsibility to work safely. A good way to communicate a new policy to employees is by tapping into the leadership resources within your team and appointing passionate employees with a solid understanding of the changes to be a “champions” among their peers who can advocate the importance of the changes and also assist others to implement them. All of you must know that the dressing of a person means everything in the very first glimpse even before that person utters a single word, he\she is being judged for whatever … We’ll be happy to help. When your business policies and procedures change, communicating these with employees is essential to avoid costly mistakes and errors. Just as you need to clearly communicate the need for change, offering opportunities for employees to provide meaningful feedback can help to keep them engaged throughout the process. Employee orientation is a great time to communicate your organization’s policies and procedures. Send urgent notifications to any corporate devices: PCs, phones, tablets, etc. Deliver key information even if the computer is on screensaver mode, locked or sleeping. Internal policy covers legal obligations and workplace guidelines on employee confidentiality, data privacy, online behavior, health and safety, and other essential requirements for running a business.. For most organizations, the challenge is how to implement internal policies when every employee needs to understand them and … Communicating process changes properly will help keep all employees on the same page while meeting new company goals and initiatives. Depending on the changes, you may need to roll out company-wide training at the beginning of the new initiative, or just as required. Place a copy of the sign off in your employees' personnel files. You can do this by communicating the proposed new policies and procedures and providing them with a sample of what it will look like. ≡ Menu. Successful attempts at communicating change are proactive in nature and focus on positive benefits to employees. By continuing to browse the site you are agreeing to our use of cookies. When you have corporate policy and procedure changes to communicate, there are a number of ways you can do so. 901 N Pitt St #325, Alexandria, VA 22314, USA, Putting information on your company intranet site, Sharing the policies on your internal social media platforms, Having managers discuss the changes at team meetings, Including information about the policy in internal newsletters, Posting updated policies on company noticeboards, Including policies in any staff handbooks, Use of a combination of delivery channels to ensure the message gets across. The worst thing you can do is put any new employee rules in a place they can’t easily locate them. Determine who is going to be affected by the new work policies. Hold a staff meeting to communicate policy updates. How to write this letter: 1: Announce and explain the new or changed policy. If you have questions on workplace policy best practices, it's always a good idea to ask an HR advisor for support. As with any good internal communications approach, the best ways to communicate policy changes include: Do you want to know more? Inform your employees of changes electronically via e-mail, intranet, or a password-protected section of your company website. Have Questions? Notify Employees of a New Policy or a Change In an Existing One • Letter Templates and Guide. Depending on the nature of the policy or procedure that’s being changed, there could be legal and financial consequences if your organization does not comply. As a result of Bill 148, Ontario's labour laws continue to change. Hold a staff meeting to communicate policy updates. All of these things and more can result in policy changes. Of course, there is no foolproof approach to communicating change – especially when it’s bad news. Face-to-face communications on important issues often feel more authentic and help to build trust with employees. There are a few times when communicating your standards of behavior or policies is natural: Orientation for a new hire. By: Shanna Wall ... Don’t force compliance — You might think it’s alright to issue a statement that employees will follow the policy, but this can be problematic. Request a free online demo. Get in touch. March 08, 2018. Also spell out clearly what the consequences are for the company if corporate policies are not followed. If your organization is seeking guidelines to use for an employee communication policy, the following 10-point policy, written in plain English, may be helpful. It’s important to set policies that facilitate meaningful and necessary communication necessary for employee productivity and morale, without … Here's how to effectively communicate your core values to recent hires. , or a change in policy changes to communicate, there is foolproof... To XYZ Ltd paid sick days to employees agency Letterhead this agency is committed to providing a work. 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