Reopening: How to Effectively Communicate with Your Employees

Given the CDC’s recent guidance that recommends vaccinated people can shed their masks, many employers are likely ramping up plans for their post-pandemic workplace.  Regardless of whether that includes a remote, in-office or hybrid setup, employers need to invest just as much time and attention into how they’re communicating their plans as they do into the plans themselves.  In short, they need a smart, proactive internal communications strategy.

As stress around the pandemic continues to soar, one of the things employees may need most from their employer is information.  HR and business managers can use their internal communications strategy to:

•  build trust,

• inspire confidence,

• ensure that employees feel valued and included.

Be Clear About Safety

One of the primary areas employees should be advised on is safety.  If employees are coming back on site, what has the organization done to prepare the space for them?  Mention any deep-cleaning services the organization has utilized, along with updates to company equipment and facilities, such as the addition of automatic doors or new ventilation systems.  Also ensure workers know what is expected of them when it comes to safety upon their return: new temperature check policies, hand-washing stations, or mask requirements.

Explain Office Changes

In the same vein, inform all employees how the office may have changed:

1. Updated Physical Layout

Inform all employees of what’s different and where their workspace is if cubicles were moved or the floorspace was reconfigured to allow for more social distancing.  Some offices are asking employees to follow one-way traffic signs in hallways and other shared spaces, so rely on your internal communications strategy to spell out those new layout policies.

2. Shared Space Capacity

Employees also need to know how capacity limits may change if they’re coming back to the office.  Meeting spaces may need to be revamped to cut down on the number of people in one room, and employees should also be aware of any policies around capacity limits in common areas like lunchrooms.

3. In-person Interactions

An internal communications strategy can also outline policies for impromptu office interactions.  While open-door policies may have been common before the pandemic, more organizations are now cutting down on pop-ins to decrease risk.

Keep Lines of Communication Open

The risks from the pandemic continue to evolve over time.  While the vaccine has offered a significant light at the end of the tunnel, updates from federal health officials are being handed down quickly, and employees need to know how they will play out in the workplace.  As such, your internal communications strategy should inform employees about how they will be updated on changes to policies and procedures, whether through email, text alerts or a company intranet.  

With a fast-changing crisis like the COVID-19 pandemic, staying informed has been a challenge for all employees.  However, with a solid internal communications strategy, HR and business managers can play a key role in keeping workers connected to the most relevant and up-to-date information.  When employees know what to expect in their reimagined workplace, they will be more likely to trust their employer—allowing them to navigate the continued challenges of the pandemic with confidence and get right to work.