Workplace Communication And Management Communication Benefit From Writing Skills In Internal Newsletters

  Is there anything in the business (or nonprofit) world that's more fragile than employee morale? Can you think of any workday element that grows with the warp speed of misunderstanding or corrosive rumor? How many times have you heard someone say -- with a shrug or a cynical I'm-beyond-caring smile -- "I've been out of the loop on that one."? Indeed, how come information travels so poorly?

  We're way beyond the days when posting notices on a few bulletin boards is sufficient. It's a high-tech, information-saturated world, and your staff's business communications needs have grown apace. What's more, I'm not even sure that sending out internal emails is good enough anymore. For one thing, in some workplaces, not everyone has access to a computer. And for another -- and this is astonishing, when you think about it -- some of my business communication contacts are telling me to put a stamp on anything vital and send it because they just don't have time to wade through all the email they get every day.

  So how to communicate with your most precious asset, the human one? I'd like to suggest an internal newsletter that covers everything from the competitive business climate to recipes to births and deaths. Why? Because it shows you care and because good managers are timely communicators and because it encourages employee involvement in the workplace family. How? That's easy. Newsletter templates abound in today's software, and printing doesn't have to be expensive. When? Weekly or monthly; it's up to you. What counts is that it becomes a regular part of your life and their lives.

  The more complicated question is: What to write about? Here are some starters:

  • Official matters -- This is where, in a predictable location in the newsletter, you let people know about flex time, overtime rules and availability, expanded or contracted hours, benefits, safety record and tips, travel rules, parking, cafeteria hours,etc.

  • The business climate -- Understanding breeds understanding. Let your people know what your salesman or lobbyists or fundraisers are up against and they're much more likely to be sympathetic and come up with ideas that help you save or make money. The end of such an article would be a good place to ask for suggestions.

  • People -- Who are the new hires, with photos, and where did they come from? Who's been promoted? Who's moving on or retiring and where and when can you attend the farewell party? Anyone in the hospital? Deaths and births, as anyone who's worked for a newspaper will tell you, are among the best read sections of any periodical.

  • Family -- How are the kids doing? Who's made the Honor Roll at school? Who's off to college or the military? Who's gone beyond college to a real job? By now, you should begin to see that these tidbits are conversations starters on many an elevator trip or coffee break or lunch table gossip session.

  • The bigger family -- Anyone care to share a recipe? How's the company softball team doing? "We're having a cookout after the tournament next weekend, and all are welcome to attend. Just bring your own utensils and something to drink." Or maybe you can build support for a favorite charity or needy families at Christmas time.

  • Marketplace -- There's nothing like free advertising to bring out offers to buy, sell or give away a Play Station III or a computer or a car or a snow blower or a weed whacker or you name it.

  By now, you get the idea. A newsletter can be a valuable forum and a house organ that keeps your employees thinking about each other and the place they work as a key part of their lives that goes way beyond punching the clock and collecting a pay check. It is not, of course, the sole form of internal workplace communication. But it does provide what can be highly readable redundancy alongside stuffier memos and the like. And remember: If you gain confidence in talking to your employees this way, who knows? You may find that you can transfer those skills and the warmth of friendly communication to your customers and clients, both existing and potential. Who's to say you can't write a newsletter for them?

  Think about it. If you want help with a newsletter, contact me.