Announcing New Policies or Procedures to Employees
Guidelines and Alternate Phrases
Summarize the new policy or procedure immediately without getting bogged down in minute details. Include effective dates.
Beginning October 1, we will implement a new procedure for shipping library materials to our field training sites. All orders for videos, periodicals, audio series, or other packaged courses must be placed through Jan Graves. After you phone her (ext. 3456) or drop her a note with your order, she will ship your materials to you within 24 hours.
Effective immediately, we will stop charging entry fees for the activities provided at the Hayen and Bostonian entertainment centers. All activities at these sites will be completely free to employees and their guests.
The board of directors of the Poppercorn Bureau has adopted a resolution to suspend funding of the Poppercorn Bureau and Affiliates’ pension plan as of January 19—. The old plan will be replaced by a money-purchase defined contribution plan.
We have finalized plans to computerize all payroll deductions for both hourly and salaried employees. The current pay period will not be affected; rather, all of these changes will go into effect March 15.
Effective with our February tours, an LLC representative will meet each group of clients as they begin their tours and will complete a checklist of details to ensure their security and ours while they are on the grounds.
Use a positive, upbeat tone (rather than a scolding tone) that makes readers feel as though the change is to their benefit or at least to the benefit of the employees as a whole. Giving adequate explanations goes a long way in helping employees accept changes.
This system is currently being used by only 15 percent of our customer base, and the expense of the extra handling negates any profit on these orders.
While some of you have enjoyed the convenience of…, we think the added value of…will more than compensate for the extra time required to….
Although these new guidelines will not apply to every situation, they will address the majority of your concerns about trades, including client proprietary information, discrepancies in order amounts, and breakage reimbursements.
We think after you’ve had time to use the new system, you’ll agree we can offer a much superior service to our customers. And after all, they are our bosses.
We know this procedure generates more paperwork, and that takes time. But we also are confident this closer scrutiny of expenses will help us cut production costs in the long run. And, of course, profitability affects all our salaries and benefits.
There may be some confusion in the interim period, but we think the changes will be well worth any initial frustration with the learning curve.
Address the most obvious concerns with specific details. Then give readers a source for questions that will arise about exceptional situations.
Of course, you will have questions about the new commission rates. We’ve provided an attached listing of….
The specifications for the new equipment sound restrictive and costly. In fact, they are not. In the chart below, I’ve compared….
You may have questions about your benefits, your rights, and even the advantages of staying in such a business partnership. We have prepared a list of key people with their addresses and phone numbers so you can direct your questions to the most knowledgeable source. They are expecting you to call and will be glad to calculate for you….
Let us answer your questions fully. Rather than talking to your fellow employees, family members, and other community leaders who may or may not have all the facts of this situation, we encourage you to direct your questions to two top authorities in this field. We have Dr. Tony Gordon and Dr. Marian Harmtle on retainer for the next three months to offer telephone advice and other assistance, as necessary.
Express appreciation for their cooperation.
You have always been so careful in implementing new procedures we have no concern that you will have difficulty with this ruling.
Thank you for your usual cooperative spirit.
Thank you for helping us help our customers.
We appreciate your willingness to try new ideas we hope will save us all time and money.
Once again, we are depending on your willing cooperation on the front lines. You are the ones who make us look good to our customers.
With careful attention to detail and a willingness to improve in every phase of our operation, together we can turn this company around.
We appreciate your willingness to make changes whenever we receive valuable feedback about how we can run our business more efficiently.
Thank you for taking the time to learn this new procedure. We think it’ll make your job easier.
Thank you for accepting this new policy as a necessary step in growing a business.
With special care and a can-do attitude, we can make the difference in this year’s bottom line.
We think this new procedure is just what the doctor ordered for this new product line. Go make your customers well and happy.
Thank you for your help in making this work.
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