How Can I Effectively Communicate Company Policies Without Boring Everyone?

Dear All,

My boss has assigned me the task of communicating company policies and procedures to the entire organization with a deadline. I can't go with a PPT presentation, as it will be too brief nor through email guiding to read based on shared folders. The above two options will not serve my purpose, and I don't want to read everything and bore them. Please share your ideas as soon as possible.

Thanks in advance,
Pallavi.

Pallavi,

You could have meetings with individual teams and brief them on the policies. Follow it up with a detailed email and post the policies on the company intranet for everyone to view them.

You could also open up discussion forums for clarifications on the policies.

All the best!

Regards,
Suja

Hi Suja,

Thank you for your suggestion. We have over 200 employees, so conducting meetings could be a problem. Although we have a shared folder for employees to access policies and procedures, they still come to us with various doubts.

My manager wants me to ensure that every employee is well-versed in our policies and procedures. Do you have any other suggestions on how I can achieve this?

Thanks,
Pallavi

Pallavi,

You could consider having meetings with individual teams to brief them on the policies. Follow this up with a detailed email and post the policies on the company intranet for everyone to access. Additionally, you could open up discussion forums for clarifications on the policies.

All the best!

Regards,
Suja

Dear Pallavi,

Kindly utilize or initiate an intranet system in your organization and leverage it to disseminate information. Organized inductions and onboarding will help eliminate the knowledge gap! Post-appraisal, with the issuing of revision letters, you could yearly present a concise employee handbook. As Suja earlier suggested, create platforms (Friday events or roadshows) to disseminate information.

Reuben Benhur

Hi, Pallavi,

You have to contact them in small groups of 10 employees, provide them with a catalog of company policies and procedures if possible, and explain to them about the policies and procedures. This will give you a much greater advantage in interacting with them and explaining the information. Hopefully, those 10 employees will help you to express your views to other employees. You can start this from the canteen during lunchtime or when they are free. Best of luck...

Regards,
Shaktiraj
CiteHR: icon1:

I hope you have the ready-made material to send out the mail and ask for a receipt or mail reply confirming the acceptance. Also, ask them to come back with the queries. You can use the PowerPoint presentation for the new joiners to apprise them about the policy.

Hi Friends,

I am starting team presentation sessions in my organization. I have already sent the email asking employees to form teams and send me the names within a week. Now, I want to write a very enthusiastic and motivating notice on the notice board for the same. I want to make everybody feel that this is going to be a fun time and not burdensome.

Please help me with some good and motivating language and design for the notice.

Thanks,
Swati

Hi Pallavi,

Meeting 200 people in groups won't be that difficult if all of them are available within the same premises. I believe you need to be an efficient communicator, given that your boss has entrusted you with this assignment. From your post, I gather you may be a bit nervous about the enormity of the task, or you may not be an extrovert by nature to reach out to people and explain things in a language that may not necessarily be politically or grammatically correct. However, if your audience can clearly understand what you want them to grasp, your purpose will be served.

To begin with, ensure that you yourself have a very clear understanding of the policies and procedures of every subject that you need to convey to your coworkers, so that during the interaction, you can clear all the doubts of your audience without feeling stressed.

Once you are confident about the subject, chalk out a schedule over a 10-15 working day period, issue a general notice for people to attend the meeting on the respective date. The meeting should not exceed a duration of 30-45 minutes. If your organization feels that you are utilizing too many man-hours by conducting these meetings, you can take the management into confidence and ask the involved people to attend the meeting outside working hours. I believe nobody will object to coming early or leaving late once.

Ensure that all the material you need to explain is provided as a booklet to your audience after the meeting. Additionally, paste the material in a book and take the signature of the person attending the meeting, stating that the policy and procedure mentioned in this book has been explained to them, and they have read and understood it entirely.

I hope this will not only clear you as you will have evidence that you have explained the policy and procedure to your coworkers but also provide them with a backup to reread the material in case of any doubts.

Don't worry about the task, just do it, because once you start, you can finish it off. Just do it. Ho Jayega.

Dear Pallavi,

Greetings of the day. I think the same can be discussed in morning briefings or communication meetings. If not possible, 2-3 copies of all the policies and procedures can be kept at the library accessible to everyone. You can have a play, a monologue, or a skit to make them an enjoyable learning experience.

Regards,
Manish

Hi Pallavi,

As I understand, you have already posted the P&P on the intranet of the company. What you can do is prepare FAQs (Frequently Asked Questions) for all the policies. Make sure FAQs include questions that the employees generally ask, which might be very simple ones too. Upload it on the intranet.

Another thing you can do is make a week-long helpdesk. Each day, email these FAQs for some 3 or four policies to your employees and ask them if any clarification is required. They can come between a specific time to clarify their doubts.

This way, I guess the employees won't mind reading 5-6 pages daily and staying updated. You won't be bothered the whole day to answer them.

Let me know if this works out in your situation.

Sakshi Gupta

Hi Swati,

Can you explain to me what topics these presentations are on? Are they about team performance or general topics?

Regards,
Sakshi

Dear Aparajita,

Please prepare handouts for the event and distribute them among employees. Additionally, conduct a question and answer session, and consider including a recognition award for participants.

Thank you.

Hi Pallavi,

First, you prepared a small report of policies and procedures. Next, conduct a seminar with plenty of examples and share it department-wise. This way, it will be easier to convey your message to everyone.

Aparna.

Hi,

The presentations will be on a general topic. My company is an IT company working on different software applications and on different domains. Last time when we had this series, we allowed presentations on employees' domains as well. However, at that time, we noticed that most people got bored during technical presentations. Therefore, this time we have asked employees to choose non-technical topics.

Thanks,
Swati

Hello,

Remember always that "the secret of success is to get started." First of all, you have to be confident about what you are going to communicate. Then, you need to post it on the notice board along with the FAQs. If there are any doubts that need clarification, open a single window for the "Helpdesk" and allocate a specific timing for assistance. If things are still unclear, you should print a pocket-size handbook called the "Associate Handbook" and distribute it to all your employees.

Enjoy!

Hi Swati,

You can actually do a lot of things in this. You have to plan it in phases. If you have not already crossed the dates for submission of the Team Names, first promote that. Send frequent teaser mails mentioning "Which team are you in?" "Do you have it in you?" or "Show us what you can do!" You can write such punch lines and stick posters across the office.

1. You can give a name to the Presentation day.
2. Give/ask the teams to name themselves.
3. Bring in a competitive feeling. This brings up interest among people.
4. For people who are not participating, you can conduct a poll asking which team will win.

Hope this helps you. Tell me if any other help is required.

Sakshi

I personally feel the internet is the best option. Check with your IT team if they can prepare Group IDs on the server. It's similar to the distribution lists in MS Outlook or Outlook Express. However, these IDs are made on the main server. This can only be done if you have your own server and the email IDs. For example: [IMG]https://www.citehr.com/misc.php?do=email_dev&email=YWxsZW1wbG95ZW VzQGNvbXBhbnlzLXNlcnZlcm5hbWUuY29t[/IMG]

You need to be careful; these group IDs should not be known to other employees or any other external party, so put them in BCC. Besides, presentation is always a good option. Hope it helps. All the best! Cheers!

Providing an HR manual to all the old employees and to the employees who will be joining the organization is the best way to communicate policies. You can either call for a meeting to explain the policies or give a handout to all the participants.

Thanks,
Sunil

I guess the crucial part is to ensure the understanding of the employees involved. The knowledge can be communicated in various ways, as described very efficiently in all the posts above.

To ensure the understanding, you can very well have a small multiple-choice questionnaire prepared with very basic questions about the policies. Ask them to fill it individually and mail it to you. This way they will at least know the most basic facts and figures. This can also be shown to your management as proof of their understanding.

Regards,
Ashish

Hi Swati,

I'm Kiran from Bangalore working in a 30-person product software development organization as Senior HR. I am handling the entire HR function alone, and there is no HR Manager to take care of any issues. If any issue arises, I need to consult our Director for each one.

Please tell me what challenges I will have to face in the coming days.

Regards,
Kiran

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Hi Friends,

I am starting team presentation sessions in my organization. I have already sent an email asking employees to form a team and send me the names within a week. Now I want to write a very enthusiastic and motivated notice on the notice board for the same. I want everyone to feel that this will be a fun time and not burdensome.

Please help me with some good and motivated language and design for the notice.

Thanks,
Swati