Employee Communication

Employee Communication

Did you know that nearly 80% of the global workforce is deskless? That number translates to approximately 2.7 billion employees worldwide who aren’t sitting at a desk to fulfill their job responsibilities. These workers can be found in nearly every industry—manufacturing, construction, retail, healthcare, transportation—and are an essential part of our daily lives. Yet these individuals are overlooked when it comes to corporate communication strategies. In fact, despite $300 billion per year being spent on business software, little of this budget goes towards engaging non-desk employees. They are forgotten and overlooked by tech companies and HR departments alike. 

Here at Yourco, we think it’s high time to bridge this technology and communication gap. We put together this guide—and created an innovative workplace communication solution—to help HR teams communicate effectively with your non-desk employees. Let’s get started!

Why Is Employee Communication So Important in the Workplace?

The importance of employee communication in the workplace is simple: effective workplace communication positively impacts your bottom line. The benefits of effective employee communication in the workplace include: 

• Increased Productivity: Effective communication means that employees understand their roles and responsibilities, leading to fewer errors and increased efficiency. A study by Gartner found that employees reporting to effective managers are 15.4 times more likely to be high performers. On the flip side, a Forbes survey showed that 49% of employees reported poor communication impacting their productivity negatively. The numbers are clear: communication impacts productivity. It’s your job to make sure your workplace is positively impacting your employees productivity with clear, effective communication. 
• Enhanced Employee Engagement: When employees receive clear, consistent information and feel comfortable expressing their thoughts, their trust and connection to the workplace strengthens. This is particularly important for non-desk employees who may not have as many opportunities to engage in the workplace culture. According to one poll, 85% of employees feel more motivated when management provides regular updates. Neuroscientist Paul Zak backs this up, showing that a 10% increase in an employee’s trust in his or her company’s leaders has the same impact on engagement as a 36% salary increase. Engaged employees are motivated and committed, contributing positively to the bottom line. 
• Improved Job Satisfaction: A recent survey of non-desk employees found that 37% were at risk of quitting their jobs within the next six months. 29% of these workers identified lack of enjoyment in their current position or lack of recognition for their contributions as the top reasons they were considering leaving. Here’s the good news: effective communication can help address these issues and retain your non-desk employees. 
• Reduced Workplace Conflicts: Unfortunately, workplace conflict is common and the cost is high—85% of employees experience conflict at their job with 66% of employees reporting that their job performance is negatively impacted due to conflict. Effective workplace communication plays a critical role in reducing workplace conflicts. By clearly laying out expectations and fostering open dialogue, companies can prevent misunderstandings that lead to conflict.

What Three Elements of Employee Communication Are Most Important for Non-Desk Workers?

For non-desk workers who are outside of the typical office environment, accessibility, clarity, and consistency are three vital aspects to get right in your workplace communication strategy. It can be difficult for HR managers to connect with a distributed workforce, but these three key elements can help you get it right.  

• Accessibility: Your non-desk employees are on the move, literally! Whether they’re on a construction site, in a retail store, or moving around a factory, your communication must be able to reach them wherever they are. While most of your non-desk employees won’t have access to a company computer, the vast majority of them will have another way to communicate in their pocket: their cell phone. Experts recommend using text messaging to reach non-desk employees as it is highly likely that the employees will at least see the communication. Here at Yourco, we’ve seen how accessible and transformational SMS messaging can be for workplaces with a large non-desk employee population. 
• Clarity: Non-desk workers tend to operate in environments that are busy, distracting, and noisy. Messages need to be clear and concise to prevent miscommunication. Simple graphics, short messages, and quick surveys can help convey or collect information to your employees. 
• Consistency: Regular updates are essential for non-desk workers who don’t have access to the traditional communication flows of an office. Consistent communication helps keep your valuable employees aligned with company goals, updates, and changes, ensuring they feel as included and informed as their desk-bound counterparts.  

What Are the 4 Types of Employee Communication?

Types of communication in the workplace include: verbal, non-verbal, written, and visual. Let’s take a closer look at each of these employee communication methods: 

• Verbal communication involves the spoken word—face-to-face, over the phone, or on a video call. Verbal communication is immediate, and allows for quick feedback and clarification. However, some people may feel uncomfortable or shy when communicating verbally, especially when there are power dynamics at play. A lower-level employee might be intimidated by a conversation with the VP of HR, for example. For companies with a large workforce of frontline employees, verbal communication might bring an extra level of pressure since you may not often have the ability to speak to each other.Example: A construction site supervisor might call his team individually to verbally communicate the day’s tasks, specific assignments, and priorities. This is a quick way to confirm that everyone knows what they are doing, but it also might lead to questions and confusion later in the day since it’s easy for employees to forget the information that is verbally conveyed.
• Non-verbal communication includes body language, facial expressions, eye contact, and posture. Nonverbal cues can greatly affect the tone and interpretation of the communication—and many people may not be aware of the nonverbal cues they are giving or how their nonverbal communication is being received. It’s also important to recognize that cultural differences may also play a role in interpreting nonverbal cues.Example: A factory floor manager could use hand signals to direct forklift operators and assembly line workers in a noisy manufacturing plant. Due to the high level of background noise from machinery, verbal communication isn’t practical. However, it’s important to make sure that all employees are trained to give and interpret signals in the same way to keep everyone safe. 
• Written communication refers to any information conveyed via text messages, emails, memos, reports, and documents. For non-desk workers, the majority of the information they receive will be written down. Because written communication takes a bit longer than verbal and is missing non-verbal cues, it’s important to be intentional with how you craft your messages to make sure it is not misinterpreted. It’s also essential to provide a way for your employees to respond to your written communication so the conversation flows both ways.Example: Using a text messaging solution, a logistics manager texts their delivery drivers with shift instructions at the start of the day. This includes delivery addresses, special instructions, and any notes regarding customer preferences or specific time windows. The driver reviews these written details throughout the day to make sure that they are efficiently and effectively fulfilling their responsibilities. However, it’s important to convey the appropriate times to look at this information and make sure drivers are not looking at their devices while operating a vehicle.
• Visual communication is any information conveyed through a visual aid like a chart, graph, map, or photo. Visual communication is an excellent partner with written communication. Visual aids can help your employees understand complex information in a clear way, as well as help accommodate different learning styles.Example: A farm manager texts an infographic to his field works that covers pest identification. This infographic shows the three common insects that they are monitoring for and instructions for how to report them. Workers receive these visual aids on their mobile phones, making it easy to access and reference the information while working in the fields. However, workers may find it challenging to view detailed graphics on a small screen, especially under bright sunlight, which could affect their ability to interpret information accurately. 

Each type of communication has its strengths and weaknesses in the workplace. Remember to carefully consider what forms of communication work best for your employees and include different types in your internal communication strategy. 

What Are the Most Common Forms of Employee Communication?

Verbal and written communication are the most common employee communication examples you’ll find in the typical office environment. However, for non-desk employees, written communication is the most common form of communication. 

What Is Effective Employee Communication?

Effective employee communication in the workplace is the clear, timely, and successful exchange of information and ideas between different workers or teams in an organization. As you dedicate time and attention to sending effective communication, you’ll notice something amazing—a growing culture of belonging where your non-desk workers feel included and valued. 

To start building effective employee communication skills for the workplace, Harvard Business Review recommends putting in place the following practices: 

• Choose your channels wisely: It’s important to establish a reliable way to communicate with your employees. Be sure to select a communication method that your non-desk employees will have regular access to even while they’re on the move. With Yourco, you’ll have a simple, intuitive communication and automation platform to help you communicate effectively with your non-desk employees who are out in the field, around the plant floor, and on the frontlines of your business every day.
• Survey your employees: As a leader, you have a different perspective from your boots-on-the-ground workers. The best way to know if your communication is working is to simply ask the people you’re trying to connect with. Ask about things like:If the length of your messages is appropriateIf your communication is confusing or wordyIf anything is missingIf they have any ideas or questions

Yourco makes gathering information easy with a simple, built-in polling function. You can directly interact with your frontline workers and gain real-time feedback. 

• Customize your messages: According to Harvard Business Review, only 46% of employees feel they have the context they need to do their job. With tools like Yourco, you can easily set up custom groups and send tailored messages to each audience. For example, your 3rd shift workers probably need slightly different information than your 2nd shift employees. Rather than sending out generic, general messages, consider what information each team needs—and doesn’t need—to be set up for success.
• Create feedback loops: Unfortunately, Harvard Business Review also found that only 43% of employees have a simple way to share feedback about their internal communication. With Yourco, your non-desk employees can simply text back, ensuring two-way communication at all times. You can also use the polling functionality to give your non-desk employees a way to communicate with you, fostering a more open culture where they feel heard and included. 

What Are the 7 C’s of Employee Communication?

The seven C’s of communication are a well-known set of principles that help you communicate effectively. When crafting workplace messages, you should aim to be: 

• Clear: Try to choose precise and simple language. Aim to send information that can only be interpreted in the way you want it to be.
• Concise: Keep your messages brief and to the point without including unnecessary details. This helps prevent confusion and retains the reader’s attention.
• Concrete: Provide solid, specific facts, rather than vague statements.
• Correct: Proofread carefully to make sure your communication is accurate, well-timed, and free from any grammatical, punctuation, or spelling errors.
• Coherent: Your entire message should have a logical flow with no unnecessary information. Try to keep your tone and style consistent throughout.
• Complete: Check to make sure the message contains all the details your employees need to react or respond appropriately.
• Courteous: A kind, respectful tone that takes into account the perspective of your employees helps everyone feel included and increases the chance that your message will be well received. 

Let’s take a quick look at an example of a message crafted without the 7 C’s in mind and one that uses these principles to see the differences:

Before applying the 7 C’s: 

Just a quick reminder that we have our monthly safety meeting tomorrow in the usual spot. Also dont forget about the company picnic next week! It is MANDATORY for all non-desk employees to attend since we’re talking about recent updates and things like that.Be sure to arrive on time, and if you have any questions beforehand, feel free to reach out. 

After applying the 7 C’s: 

Courtesy reminder: Mandatory monthly safety meeting tomorrow (5/4), 9 am at 123 Main St, Everytown USA. We’ll gather in the break room located in the main office on the first floor. Please make sure to arrive on time for donuts and coffee! We will cover recent safety updates and procedures. If you have any questions, just send a reply to this text. Thank you! 

As you can see, these seven principles can help you craft effective communication for your non-desk workers and create a culture of belonging in the workplace.

What Are the Top Employee Communication Issues and How Can You Solve Them?

Top communication issues for non-desk employees include: 

• Poorly Selected Communication Channel: Did you know that 83% of non-desk employees don’t have a company email address? The same survey found that 45% can’t access their company’s intranet. The traditional communication channels that you use for your desk employees simply don’t work for your frontline workers.Solution: Use an SMS communication system like Yourco. Your non-desk employees won’t have to download any app or use a computer to access important messages or communicate with HR. Your messages will find them where they are, and, using text messaging increases the odds your employees will actually read your communication.
• Lack of Information: Non-desk workers often miss out on important information. In fact, a survey by Tribe found that 58% of non-desk employees hear from their leadership only once or a few times per year. The lack of information goes both ways however. Many HR managers are unable to receive communication from their non-desk workforce due to the physical separation of their responsibilities.Solution: So, how do you address lack of employee communication? Make an internal communication plan and stick to it! Get leadership on-board by showing the ROI of effective workplace communication. Remember, effective communication isn’t a once-and-done effort—you will need to dedicate consistent, on-going time and attention in order to reap the benefits.
• Lack of Clarity: Another sobering statistic: 65% of corporate leaders believe they communicate effectively, yet only 35% of frontline workers agree. Ineffective messages lead to confusion and errors. Because your frontline workers are, well, on the frontline, they typically can’t seek out immediate clarification.Solution: Create an internal communication style guide that emphasizes clarity and conciseness. Survey your employees to find out what is and isn’t working. Use visual aids as appropriate to help convey complicated information in a clear way.
• Overload of Information: Non-desk workers, especially those in manufacturing or retail, often receive information in bursts—shift changes, safety information, pricing details…these rapidly changing environments have important, time-sensitive info that workers need. Unfortunately, non-desk employees can get overwhelmed by too much info sent too quickly, leading to key messages being ignored or forgotten.Solution: Make sure you prioritize your messages and keep them simple and concise. Use tools with scheduling functionality to make sure your teams aren’t overwhelmed with too many messages all at once.
• Language and Cultural Barriers: Non-desk workers are a diverse group—in fact, an Associated Press analysis of census data in 100 of the largest U.S. cities found that non-desk workers are mostly women, people of color, and more likely to be immigrants. HR managers often face challenges bridging language and cultural differences when trying to communicate effectively.Solution: Invest in communication solutions that include translation features. Seek out and provide training in cultural differences to foster a more inclusive workplace.
• Generational Differences: Your non-desk workers include people from all different generations—Baby Boomers, Gen X, Millennials, Gen Z—each with their own ideas of what “professional communication” entails and varying levels of familiarity/comfort with technology.Solution: Recognize that generational differences influence our ideas, expectations, values, and behaviors at work. Acknowledge that respect varies based on experiences and perspectives, and emphasize the importance of mutual respect. Encourage learning from each other’s diverse experiences, finding shared values, and common ground. Be adaptable in your communication styles to effectively engage with all colleagues.
• Resistance to Change: It’s a tale as old as time—change is hard. Introducing new communication processes, even though workplace communication is extremely beneficial, can be difficult to get used to. If you’re implementing new technology, like employee communication apps, it may be difficult for non-desk workers to find the time to learn how to install and use a tech solution properly. They may forget to check the new tool or dislike having another task added to their long list of responsibilities.Solution: Choose a communication tool that is easy, intuitive, and doesn’t require any app downloads or technology. Text messaging is a great way to reach non-desk workers and ease them into a new way of communicating.

When considering how to avoid poor employee communication in the workplace, keep these issues in mind—the good news is that these problems are solvable! All it takes is the right strategy and the right tools and you’ll be well on your way to effective workplace communication.

What Is the Most Common Barrier To Effective Employee Communication?

We touched on it above, but it bears repeating: one of the top barriers to effective employee communication in an organization with non-desk workers is the lack of access to communication technology and infrastructure. Your frontline workers simply cannot access tools that most HR professionals rely on to communicate with their employees. 

It’s way past time to address this issue. It’s time for Yourco. But don’t just take our word for it! Felisha Parker, VP of HR at McCarthy Auto Group shared her experience with how our workplace communication solution helped her company: 

“Yourco has helped to change the way we communicate at McCarthy Auto Group. We have nearly 700 employees and 80% are non-desk based, communication is a challenge. Yourco provides a quick and easy way to reach everyone within our organization and a secure way for employees to reach HR and leadership without a computer.”

Let’s take a quick look at two effective employee communication in the workplace examples and how Yourco can help. 

What Are 2 Examples of Effective Employee Communication for Non-Desk Workers?

Two examples of effective communication through text messaging are how HR professionals can communicate about safety protocols and during the onboarding process. 

Safety Protocols

Emma, an HR manager at a large logistics company, faced a challenge: their safety protocols were not being consistently followed by the warehouse staff. Unfortunately, this situation led to minor injuries and opened their company up to potential liability. Despite the fact that Emma had put together detailed safety plans and provided extensive training, the problem persisted—perhaps due to the fact that the primary communication method for safety reminders was through email and posted notices in the break room. Many of the non-desk employees couldn’t access company email and had gotten used to ignoring the generic posters while on their breaks.

Determined to improve safety awareness and compliance, Emma did some research. She found Yourco and implemented a text messaging campaign to address the problem. Emma created a “Safety First” campaign, segmenting the non-desk employees into different groups based on their specific roles and work environments in the warehouse.

Each week, employees received personalized text messages with short, concise safety tips. For example, forklift operators received messages like, “Reminder: Always check your forklift’s brakes before starting your shift. Stay safe and stay alert!” Each message included an attached infographic demonstrating the tip in action, making it easier for workers to understand and apply the protocols.

At the end of each month, Emma sent out a safety quiz to all workers, testing them on the protocols shared over the past few weeks. The quiz results helped Emma identify areas where workers needed further training or clarification.

To make the communication flow both ways, Emma included invitations to send back their questions about specific safety procedures or asked them to confirm they’d received the message. This interaction was incentivized—every confirmed safety check or question asked entered the employee into a weekly raffle for movie tickets or coffee shop gift cards.

Onboarding Employees

During the Covid-19 pandemic, manufacturing exploded. A few years later, things haven’t slowed down. Recently promoted as the manager of the HR department for a mid-sized manufacturing facility, Jack had to tackle his first big project: onboarding 12 new employees. The previous HR manager had relied on distributing physical handbooks and collecting paperwork in-person, which led to delays in onboarding and gaps in knowledge for new employees. Jack decided to revamp the onboarding process, using Yourco to make the onboarding experience smoother and more engaging for their non-desk workforce.

Since many of the new employees didn’t have access to a company email, text messaging was the most reliable way to communicate. Jack began by scheduling a series of welcome texts to the new hires before their first day. These messages included:

• A brief introduction video to the company
• What to expect during their first week, including information about what documents they’d be filling out at a later date
• Parking instructions

For their first day, Jack scheduled texts to guide new employees through each part of their shift—from parking reminders to how to clock in to how to find their first training session. He also included a digital copy of the employee handbook so they could easily read more about company policies on their mobile devices.

As the week progressed, Jack used Yourco to send out daily texts with links to training modules and short quizzes to reinforce learning. This allowed the new hires to digest information in manageable chunks and apply what they learned in real-time on the job. 

If employees had any questions, they could text back at any time, a feature that was particularly helpful for breaks and immediately after each shift. This open line of communication helped Jack quickly address any questions or concerns, making sure that each new employee felt left behind. 

Jack made sure to schedule reminders for new hires to submit their necessary documents—an extremely easy process since anyone who forgot could simply take a picture of their paperwork and text it to the company’s number. This method significantly sped up the paperwork process and reduced administrative delays. 

At the end of the onboarding process, Jack sent out a feedback survey via Yourco. He also scheduled 30, 60, and 90 day check-in messages for the new employees. With the survey and check-in responses, Jack was able to gauge the effectiveness of his new onboarding process and identify areas for improvement. 

These fictional examples, drawn from the experience of our real-life customers, show how text messaging platforms like Yourco can help HR professionals communicate effectively with their non-desk workers. By integrating Yourco into your internal communication processes, you can enhance engagement and retention of information, making sure that every employee is informed and feels connected to your company culture. 

It’s Time To Transform Your Workplace Communication. It’s Time for Yourco.

Reaching your non-desk employees effectively should be one of your top priorities to boost revenue and retain your top talent. With Yourco, it’s simple. Our robust solution was created specifically for the unique needs of non-desk workers. By adding Yourco to your HR toolkit, you can ensure that every team member, regardless of their role or location, receives timely, relevant, and engaging communication straight to their cell phone. Ready to enhance your workplace communication? Excited to create an inclusive workplace with a culture of belonging? Contact us to set up a demo, or try it out for free today to see the difference the right workplace communication solution can make in your company.