Communication 101: Reviewing the golden rules of HR communication
By Elaine Varelas, 05/12/2008
This recent spell of warm weather is prompting kids everywhere to daydream about school's end: swimming, summer camp, and long lazy days without homework. Some of us adults may want to catch that summer bug too, especially after this long, snowy winter. Of course our daydreams look a little different - coming into work later, taking off early on Fridays, or (gasp!) wearing flip flops to the office. Though the end of the school year is a classic time to slack off, many human resources managers could use a refresher course in the basics of HR communication. Let's try to squeeze in one more lesson before the last bell rings. We all know how important communication is to human resources managers. It is how we reach out to our core constituents - employees, members of leadership, vendors, clients, and recruits - and how we manage the flow of information. Effective communication skills are a cornerstone of almost every HR function. With so much riding on communication, it makes sense to put more thought and effort into honing our skills.
So, class, let's review the five golden rules of human resources communication:
1. Have the difficult conversations - Confrontation can make even the boldest of us feel squeamish. Unfortunately, avoiding tough issue doesn't make them go away. In fact, problems can escalate the longer they are left to fester. While it may make you feel uncomfortable to tackle the problem of that domineering manager you've received several complaints about, or the vice president who hasn't promoted a female in years, you are leaving your organization vulnerable if you don't. First, go for understanding - and it may not even be the confrontation you were dreading!
2. Match the method (and the messenger) to the message - There are many types of communication: e-mails, memos, voicemails, in-person meetings, and presentations. Each of these communication methods has its place. Unfortunately, the methods are often used inappropriately. E-mail is a great way to let employees know about small changes in their benefits package, but it's not a suitable means for announcing a merger. Just like you wouldn't want your spouse to break off your marriage via text message, you shouldn't fire someone through an e-mail. It is also important to consider who delivers the message. A major change in the company, positive or negative, should be communicated by a major player-not a junior person in HR.
3. Praise in public, punish in private - When you have something nice to say, tell everyone, and tell them often. When it's not so nice, then talk to only the specific person or group. All too often, when there is good news to share, a public acknowledgement is overlooked. On the other hand, when there is something (or someone) to criticize, it is often done in front of everyone. In one case, the CEO of a company was addressing the entire organization and complaining about the company's poor showing on Wall Street and said, "Who is not working hard?" What every employee heard, was an accusation: "Why aren't you working harder?" This type of statement puts employees on the defensive and creates an unpleasant, if not hostile, working environment. If this kind of communication is used by the top of the organization, what message does that send to managers and how they should behave within their departments? Managers don't need to be Pollyannas, but they do need to respect their employees. Behaviors need to be addressed, but people are not to be demeaned.
4. Honesty Rules - When there is an impending change at the organization - an M&A, a leader's departure, a lawsuit, or a layoff-HR managers must be honest about what will be happening. It may be tricky to divulge sensitive information, but you should be as truthful as possible and offer as many of the facts available. Timing is also important. HR managers need to get out in front of big news as soon as possible. By giving a quick and honest response, managers gain credibility with employees who know they can depend on you for answers. If HR managers put off communication or hide details, the office grapevine will take over spreading rumors and spinning the message out of control, and employees will be preoccupied with gossip instead of their work.
5. Keep it regular - If you dread those monthly staff meetings because there is so much to cover, you may want to consider weekly meetings. Communication is easier to manage when it is done routinely. Like exercise, once you get into a groove, it becomes part of your life (and you become healthier for it). Regular communication is like exercise for an organization. Being "in the know" also puts employees at ease and allows them to focus on their work.
OK class, put your books away - it's time for a pop quiz. No, you won't be tested on these golden rules of communication right now, but you can be assured that you will be tested at work. If you brush up on these basics of HR communication skills, you can become a more effective communicator and HR manager (and maybe even leave a little early this Friday!).
[an error occurred while processing this directive] |  |  |  |
More from The Hire Authority
Building your legacy at work
09/02/2008
If you gave your notice today, how would people remember you? Bring a fresh perspective to work by thinking about the legacy you will leave.
Walk this way: Think like a consultant to excel at your HR job
08/04/2008
From being more objective to better communicating their worth, HR managers may want to take a cue from consultants to provide more value on the job.
Let the students teach — A new approach to the mentor relationship
07/07/2008
HR managers should take a cue from children this summer and create unconventional learning relationships at work.
Workin' around the clock: Managing the 24-hour employee
06/09/2008
With new technology, employees can work from basically anywhere — making a 24-hour workday possible. But just because they can, doesn't mean they should.
Communication 101: Reviewing the golden rules of HR communication
05/12/2008
By brushing up on the five golden rules of human resources communication, HR managers can make everyone's job a little bit easier.
The many faces of HR: Managing expectations and producing results
04/07/2008
Whether you're an avid fan of car racing, or don't know NASCAR from Madagascar, HR managers can learn something from the drivers and their teams.
Defusing disasters
03/03/2008
There are ticking time bombs at every organization that may be getting bigger and more dangerous by the day – if they are not defused.
Turn-around time
02/04/2008
Whatever the situation, dips are a reality. It is what an organization does in the aftermath that matters most. Does your organization wallow in Dipville, or high-tail it out of town?
Say what?!
01/07/2008
Some topics of conversation are just wrong, and can take employees or organizations down a slippery slope. Others are beyond inexcusable in an office setting.
Naughty or nice?
12/03/2007
While it is important to acknowledge employees' hard work during the holidays, it shouldn't be the only time of year your organization shows appreciation toward them.
Campaigning for HR
11/05/2007
As with any campaign, it helps to have a base of support. Do you have colleagues within your organization who believe in you and the expertise you bring to your position?
Dealing with difficult co-workers
10/01/2007
The word intervention can conjure up some pretty icky images, but it doesn't have to be such a negative word. In fact, it often leads to great results, especially in the workplace.
Who's your caddy? Leveraging HR's strategic partnerships
09/04/2007
A large part of an HR manager's job description is tangled up in these relationships with co-workers and outside contacts.
Are you happy in your job?
08/06/2007
The answers to these ten questions can help you craft your role in your organization and design a job that keeps you challenged and fulfilled.
Overcoming career derailers
07/02/2007
If you make a personal misstep, what can you do? Is your career over, or your job with the company? Here are some steps to follow to help get your career back on track.
Can't we all get along?
06/04/2007
You think you're pretty special. You bring a lot to your department and the organization, and they are lucky to have you. There's nothing wrong with thinking this way. Most of us do.
Think you can't offer cutting edge benefits? Think again.
05/07/2007
HR managers sometimes get a bad rap as the people in organizations who always say "no." But imagine for a moment that the word "no" was removed from your vocabulary for a day.
Heard it through the grapevine
04/02/2007
Here at The Hire Authority, we know your employees' secrets. No, we're not mind readers, but we know the things that aggravate them.
The looming labor shortage: why aren't you worried?
03/05/2007
The dire warnings of a labor shortage remind me of the uproar over global warming. Supposedly, it is imminent and we're all going to suffer, but if it's not hurting us now, should we worry?
We are family: corporate relationships and the roles people play
02/01/2007
Most of us have colleagues at work who have the traits of a married couple - the work spouses. He knows she takes her coffee black with two Splendas, and she finishes his sentences.
Think like a quarterback to hone your HR skills
01/02/2007
Football coaches and players are constantly analyzing their game-their strengths, weak spots, and opponents. Good teams (those not plagued by injuries) usually don't repeat the same mistakes two weeks in a row.
Top ten reasons CEO Scrooge is gone
12/04/2006
Let's imagine that Scrooge is the CEO of the fictional company Winter Wonderland, Inc. Or at least he was until the undesirable behaviors he displayed throughout the year hit a pinnacle at holiday time.
The use and misuse of 360-degree assessments
11/6/2006
Don't you wish you could tell people what you really think? The 360-degree assessment was designed with that goal in mind-extracting an honest and insightful look at employees and how they work.
From whiners to winners: channeling employee complaints
10/03/2006
If your organization is like most, you probably have your share of complainers. You may detest listening to employees gripe about work; it can be an unpleasant part of an HR manager's role.
HR's responsibility as employees age
9/5/2006
As the war for talent heats up, companies are competing more aggressively for fewer workers-and fighting hard to keep those they already have.
|  |