What's the Best Way to Communicate a New Workplace Policy?

You have decided to limit the number of vacation days that employees can carry over into the following year. The new workplace policy was written after several months of review and rewrites, and now it's time to communicate this new policy to your employees.

Through careful deliberation, you think you've come up with a solution that will allow you to keep an important employee benefit while also cutting the fat accounts of employees who sit on 60-plus vacation days. Some people won't be happy, but it is a change that is long overdue. So what is the best way to communicate this change to employees?

Send the new policy and ask for a signature page proving receipt?

Sure, sending out the policy and asking for a receipt satisfies any notification requirement on paper, but what about those people who will be unhappy? Sending out a big change like this without explanation is like dropping a stink bomb.

News will spread and bits and pieces of the contents will filter out and create the potential for misinformation. It's almost like sending an announcement out that says, "Sorry you're upset, but just sign here anyway."

How about an e-mail with an electronic receipt?

While this may be a nice way to send out a message quickly, satisfy the requirement for recording receipt, and gives employees the opportunity to vent, once again the one-way communication does not leave time for a Q&A and creates the potential for rumors and discontent—except this time by e-mail.

Do we have to meet face-to-face?

Face to face group meetings, small or large, are not always possible. Employees working at different locations, having different shifts or travel schedules can make pulling a team together to announce a new policy on employee vacations impossible. However, hold meetings when you can and be prepared to present reasons for the change and respond to questions. If rumors have already seeped out, set the record straight.

Technology, both old and new, can create a variety of meeting options:

• Conference calls can be productive with an agenda and limited attendance to ask questions and increase participation and understanding.
• Send a PowerPoint to be viewed during a conference call and instruct attendees when to "move the slide."
• Web conference, with or without a moderator, can accommodate larger groups and include polling, questions, and online chat in addition to phone capabilities.
• Video chat or teleconferencing can be used for one-on-one or two people in front of a computer or a larger group in an equipped conference center.

Multiple formats may be the best way to ensure understanding and compliance. After spending time to carefully craft a policy or procedure think about your audience and create a plan that matches needs to ensure a successful rollout and implementation.