7 Actionable Tips to Improve HR Communication

Key Takeaways on Tips to Improve HR Communication

• Build a long-term communication strategy since 60% of companies lack one - start with an audit of your current structure and set clear objectives for employee engagement

• Lead with transparency and authentic communication from senior levels while avoiding corporate speak - admit mistakes openly and create spaces for two-way dialogue

• Use text messaging for critical communications as it delivers 4-5 times higher open rates than email, with two-way platforms offering real-time delivery confirmation and group-specific targeting

• Focus on alignment at multiple levels since only 23% of executives excel at connecting employee goals with business objectives - clear communication about roles and expectations drives both individual and organizational success

• Make information accessible through a single platform because 57% of employees struggle to find internal documents - centralize policies, procedures, and employee data in one location

• Practice intentional listening and continuous feedback collection through both formal surveys and informal conversations to build trust and demonstrate genuine commitment to employee needs

Develop a Strategic Long-Term Communication Plan

Most companies operate without a clear direction for their internal communications.

In fact, 60% of companies don't have a long-term strategy for how they communicate with employees.

This gap creates confusion, missed opportunities, and inconsistent messaging that undermines your efforts.

Start with a comprehensive audit that examines your current company structure and identifies what employees actually need from HR communication.

This foundation helps you set clear objectives that go beyond just sharing information - you want to keep employees informed while actively improving their engagement with your organization.

Your strategy should define which communication channels work best for different types of messages.

Whether you're sharing policy updates, company news, or training materials, the channel you choose affects how well your message lands.

Take time to determine what content types serve your employees most effectively, then build consistent processes around those decisions.

Before any communication goes out, you should clarify the main point and purpose.

Ask yourself what information matters most to the person receiving it, then present that message in the clearest way possible.

This approach prevents the scattered, unclear communications that often plague HR departments.

Lead with Transparency and Authentic Communication

Trust forms the foundation of effective HR communication, and transparency from senior leadership sets the tone for your entire organization.

When executives model openness about policy changes, company updates, and cultural initiatives, they create an environment where honest communication can flourish.

You should establish spaces where employees can ask questions and collaborate on solutions.

This two-way approach ensures that communication flows in both directions rather than just from leadership down to staff.

When your team feels heard, they become more invested in organizational success.

Mistakes happen in every organization.

When they do, openly admit them and share the specific steps you're taking to correct the situation.

This demonstrates accountability and builds credibility that pays dividends over time.

Employees trust leaders who acknowledge problems and work transparently to fix them.

Avoid corporate speak that distances you from your team. Instead, use a human approach that connects with people on a personal level.

Clear, direct language builds stronger relationships than polished corporate messaging that sounds disconnected from daily reality.

When you're open about policies, goals, and decisions, employees feel more informed and valued.

This transparency reduces speculation and rumors while increasing confidence in leadership direction.

Create Two-Way Feedback Channels That Actually Work

Traditional HR communication often flows in one direction, but effective communication requires input from employees.

Surveys facilitate two-way communication where your team feels more engaged while providing you with valuable data for strategic decisions.

You can implement HR software that offers confidential spaces where employees ask questions and get routed to the right person for efficient problem resolution.

This removes barriers that often prevent employees from seeking help or sharing concerns.

Consider establishing both formal and informal communication opportunities.

For example, employee surveys provide structured feedback, while informal coffee chats build rapport and offer insights you might miss through formal channels alone.

Both approaches serve different purposes and strengthen your overall communication strategy.

Anonymous surveys and Q&A sessions encourage participation from employees who might hesitate to share feedback in more public settings.

When people feel safe providing honest input, you get better information for making informed decisions about policies and procedures.

Meet Your Employees Where They Are: On Their Phones

Email communication often gets lost in crowded inboxes, but text messaging cuts through the noise with open rates 4-5 times higher than traditional email.

Your employees carry their phones everywhere, making mobile communication one of the most reliable ways to reach them with important information.

Two-way texting platforms like Dialog Health provide real-time delivery receipts, analytics, and message history that give you confidence your messages actually reach employees.

Unlike email, where you wonder if important communications get seen, Dialog Health offers clear confirmation of delivery and click tracking of important links. You'll know which employees did and, more importantly, who did not click on any link sent via text.

The best part? No app download required.

Cloud-based solutions work with existing devices and only need an internet connection, making implementation simple for your organization and easy for employees to use.

You can automate and personalize communication for recruiting, onboarding, emergency alerts, open enrollment, and wellness programs.

This automation saves time while ensuring consistent, timely communication across all your HR initiatives.

Group-specific messaging lets you filter communications by employment status, location, language, department, or survey responses.

This targeted approach ensures employees receive relevant information without being overwhelmed by messages that don't apply to them.

Modern platforms offer HIPAA-compliant messaging in multiple languages, making them suitable for diverse workforces while maintaining necessary privacy and security standards.

You can support employee appreciation, staff surveys, and compliance reminders through one integrated system that simplifies your communication workflow.

Align Employee Goals with Business Objectives Through Clear Communication

Most organizations struggle with alignment between individual employee goals and broader business purposes.

Research shows that only 23% of executives believe their companies excel at connecting employee goals with corporate objectives.

This disconnect creates confusion and reduces overall effectiveness.

You need to address alignment at multiple levels to see real results.

Employee-role alignment ensures people fit their positions well, while employee-goal alignment helps individuals understand how their work contributes to larger objectives.

When employees see this connection clearly, they become more invested in achieving both personal and organizational success.

Employee-team alignment focuses on combining individual expertise and strengths so everyone contributes effectively to team success.

This requires clear communication about roles, expectations, and how different team members support each other's work.

Employee-organizational alignment connects directly to employee commitment and business success.

When people understand how their daily work advances company goals, they make better decisions and show greater dedication to their responsibilities.

Shared culture and common goals improve communication naturally.

When everyone works toward the same objectives with a clear understanding of their role, conversations become more productive and focused on results.

Make Critical Information Accessible When Employees Need It

Information accessibility can make or break your HR communication efforts.

You should implement a single, secure HR platform that includes all employee information in one location - employment history, contract details, salary information, diversity data, personal information, documents, company assets, performance records, and absence history.

The numbers tell a concerning story: 57% of employees report not getting clear directions about accessing internal documents.

This confusion wastes time and creates frustration that affects productivity and job satisfaction.

Your employees need easy access to policies, procedures, standard templates, guidance notes, and forms in one central location.

When someone forgets an important company policy or procedure, the information they need should be readily available without requiring multiple phone calls or email requests.

You can make internal knowledge accessible through documentation and training videos on your company intranet.

This self-service approach empowers employees to find answers quickly while reducing the burden on HR staff to respond to routine questions.

Listen Intentionally and Respond Meaningfully to Employee Needs

Intentional listening goes far beyond hearing employee words.

It requires genuinely paying attention, asking clarifying questions, and demonstrating empathy.

This approach creates safe spaces for open communication and builds trust between HR and employees.

You should create opportunities for employees to provide feedback and voice concerns while showing genuine commitment to understanding and addressing their needs.

When people feel heard, they become more engaged and willing to contribute to organizational improvement.

Continuously seek input from employees to identify areas where you can enhance HR communication, policies, and practices.

This ongoing feedback loop shows your dedication to improvement and responsiveness to changing employee needs.

Active listening demonstrates your commitment to ongoing improvement and shows that you value employee perspectives.

When you respond meaningfully to feedback and make visible changes based on input, you reinforce the value of open communication and encourage continued participation in improvement efforts.

The foundation of effective HR communication lies in treating employees as partners rather than just recipients of information.

When you listen intentionally and respond thoughtfully, you create an environment where communication flows naturally and supports both individual and organizational success.

From Email Overload to Instant Connection: Experience the Dialog Health Difference

You've seen the statistics - 60% of companies lack a long-term communication strategy, and traditional email only reaches employees effectively 20-25% of the time.

Your HR team spends countless hours wondering if critical messages about benefits enrollment, policy updates, or emergency alerts actually reach your workforce.

Dialog Health's two-way texting platform delivers open rates 4-5 times higher than email while providing the real-time metrics you need for critical HR communications.

• Transform Your HR Functions: Automate recruiting, onboarding, emergency alerts, open enrollment, and wellness programs through one HIPAA-compliant platform. Use group-specific messaging filtered by department, location, or language to ensure everyone receives relevant information.

• Create Real Two-Way Dialogue: Replace one-sided emails with authentic conversations. Employees can respond to surveys, ask benefits questions, and provide feedback directly through text - giving you the employee input you need for informed decisions.

• Get Complete Accountability: Real-time delivery receipts and analytics show exactly who received and opened your messages. No more wondering if your communications reached everyone.

Stop losing important HR communications in crowded email inboxes.

Request Your Demo Today and discover why leading healthcare organizations trust Dialog Health to keep their teams informed, engaged, and connected.

No strings attached.

Angela Hoegerl, Sr. Director of Client Success

Written by Angela Hoegerl With almost two decades of experience in client success and implementations for major hospitals and health systems, Angela has developed a deep understanding of how to drive successful outcomes for clients and ensure seamless execution of projects.Angela's commitment to her clients' success is evident in her meticulous approach and unwavering dedication to providing top-notch service. In her personal life, she is passionate about spending quality time with her family, three children and four cats.Balancing her professional and personal life has given her a unique perspective and the ability to bring empathy and understanding to her work.