Communicating with Employees

1. What to Communicate

1.1 Fulfil your obligations by providing employees with the information they are entitled to.

• You are legally obliged to provide every employee (full or part-time) with a written statement covering a number of specified terms and conditions. You must issue the statement within two months of the employment commencing.
• All employees must be provided with an itemised pay slip.
• You must consult with individual employees and, if you propose making more than 20 staff redundant, their representatives.
• Employees are entitled to statutory notice periods if you are dismissing them, and the reasons why if they are requested in writing.
• Under EU rules, businesses with more than 50 employees have to notify and discuss, with their employees, any changes likely to affect their jobs. Penalties for non-compliance can be up to £75,000.

1.2 Give your employees the factual information they need.

• People cannot comply with policies and procedures they are unaware of.

1.3 Provide the information that helps employees do their job.

• Provide training and technical information that explains how tasks must be carried out, such as operating manuals or 'knowledge banks'.
• Give staff details of product specifications, availability and price lists.
• Make your computerised and hard-copy filing system easy to use. Your system should be organised so that anyone can find the information they need first time.
• Set clear objectives and provide job descriptions to let people know what is expected of them.
• Explain and monitor the key performance indicators for each individual. Tackle under achievement by providing feedback, support and further training, if necessary.

1.4 Give people motivational information.

• Publicly recognise individual, team and company achievements. For example, thank employees during team meetings or publicise success stories on a notice board or in a company newsletter.
• Use regular performance appraisals to recognise achievements and discuss areas for improvement. Use appraisals as an opportunity to gather feedback from the 'shop floor' on how the company could improve.

1.5 Give people information about special situations that will affect them.

• Tell employees when change is coming, what form it will take and how it will impact on them.