Ways in which HR can communicate with Employees during a Crisis

A crisis is an unexpected situation that can occur due to different reasons, such as natural disasters, pandemics, cyberattacks, accidents, scandals, or any other external or internal factors. It would be a difficult time for employees, employers as well as stakeholders. During this time, communication is essential to maintain trust and morale among the employees. However, communication would be challenging because of the uncertainty of their job, life, and financial conditions because of the crisis. There are various ways the HRs and employers can use to stay in touch with employees during these difficult times.

Ways in which HRs can Communicate with Employees During a Crisis

I. Communicate Frequently

Communicating frequently is one of the key principles of communication during a crisis. This will make employees feel motivated that everything will be fine after some time. Employees want to know what the situation is, what’s happening, and how it is affecting their work. So, communicating and updating them regularly is important. In this way, they will not feel alone and feel that they are important to the organization and their voice is continuously getting heard.

How Frequent Communication can be Implemented?

• Use Multiple Channels: For communicating frequently, you should use multiple channels. Here, multiple channels mean multiple platforms of communication like calls, emails, social media, the internet, etc. This makes sure that you will be able to reach everyone during a crisis.
• Set a Regular Schedule: Maintain a proper schedule of communication. There should not be much gap, and communication should be in equal gaps whether it is daily, weekly, or monthly. Gaps should not be too much otherwise employees will feel that they are forgotten.
• Be Responsive to Questions and Feedback: Share the feedback to employees about situations and conditions. Encourage them to ask questions. This will make them feel that they are an integral part of the organization and are very important to the organization. Respond to their queries respectfully.

Impact of Frequent Communication

• Reducing Uncertainty in Employees: Because of the crisis, the employees might not have collaborated with their team members or manager for a long time. This can create a sense of uncertainty in them. They might want to communicate with the officials and their colleagues to discuss the problems of the company as well as tell their problems. This will provide hope that everything is fine.
• Connection with Company: The employees will be connected to HR, manager, and colleagues due to frequent communication. In this way, they can adapt to changes in policies or procedures. This will also promote teamwork and collaboration during a crisis.

II. Safe Channels for Giving Feedback

Providing safe channels means creating or providing space for employees to provide their feedback, issues, concerns, and challenges that the employees face while working at home. This is important because the strategies and plans for the future will be decided considering the feedback of employees. For this purpose of providing feedback, HRs provide some safe channels to employees. Safe channels means social media channels, WhatsApp groups, or company official software for communication.

How to provide Safe Channels for Giving Feedback?

• Creating Anonymous Surveys: You can get feedback from employees by circulating anonymous surveys where no one can find out who provided what feedback. In this way, employees can express the issues they are having. They can also provide information about various aspects, like their satisfaction, well-being, performance, or suggestions.
• Peer-to-Peer Feedback: Enable the peer-to-peer feedback model for knowing about the behaviour and performance of employees during a crisis. Peer to Peer feedback means all individuals in the organisation provide feedback about their colleagues rather than top-down feedback from managers to employees. Peer-to-peer feedback involves input from peers, subordinates, and sometimes even supervisors.

How Feedback can help both Employees and HR?

• It will help HR in identifying problems of employees during the crisis, such as problems in getting resources and training.
• By receiving feedback, HR can provide support and guidance to employees.
• HR can know about the level of awareness among employees about the company’s actions and policies.
• It will help in building a sense of trust and positive relationships with employees.

III. Help Employees Work From Home Effectively

During times of crisis, employees cannot come to their workplace, so the company has to adapt the method of working from home to keep things working. But, working from home could be challenging for many employees, as they are not habitual to it. They don’t get the necessary support of colleagues in the same way as in the workplace. Some employees might not have the resources available for working. So, by proper communication, you can understand the challenges employees are facing due to working from home and provide support.

Tips to help Employees to Work From Home Effectively

• Providing Necessary Resources: Some employees might lack resources such as laptops, software, internet, etc. So, HR should provide resources to employees so that employees can do their work. Also, provide them with technical support so that they can easily use the resources. Ensure tools are reliable and secure.
• Provide Flexible Working Arrangements: Don’t provide too little or very much work. Provide them with flexible working schedules so that give time to both their personal and professional needs. Flexible working hours mean providing them some fixed hours slots to work in.
• Promote Wellness and Self-Care: You can promote the self-care and wellness of employees by encouraging them to take timely breaks between work, do exercises to maintain health, sleep well, etc. Because crises can create stress and anxiety in people, self-care will help in promoting health during these hard times.

IV. Address Concerns about Job Security

People may be concerned about their job security because businesses may have a downfall and financial difficulties during the crisis. HR can communicate and address employees’ concerns regarding job security. Employees may be tense because of layoffs occurring in the company, thinking about how to cope with financial problems. Job security can have many negative effects on employees, like changes in performance, behaviour, etc.

Tips on how to address concerns about Job Security

• Be Honest and Transparent: Tell about the situation in the organisation and its impacts. Avoid hiding the facts, and be honest about challenges, risks, and possible outcomes. This will increase the trust of employees in the organisation, and employees will feel valued and respected.
• Offer Reassurance and Support: Reassure them that the organisation is trying its best to preserve their jobs and that employees are important to the organisation. Also, provide support to employees who are tense about job security by giving them recognition, appreciation, and assistance.
• Explore Alternative Solutions: Try to explore alternative solutions other than layoff and termination, such as reduced hours, pay cuts, redeployment, etc. Also, involve employees as part of the decision-making process. Respect their choices and preferences.

How it will help Employees?

• It will clear the concerns of job security for employees, which will help in reducing their stress and anxiety.
• It will help strengthen the trust in the relationship between HR and employees.
• It will enhance the employer’s reputation and social image.
• This will prepare the employees for the future and help HR develop and retain the skills and competencies that are needed for the recovery and growth of the organisation.

V. Provide a Plan for the Future

Also, provide employees a plan for the future working of the organisation, this will help employees in aligning themselves with their and the organisation’s goals. It provides a roadmap for employees and clears some uncertainties which will boost their motivation and confidence.

How to Provide a Plan for the Future?

• Involve Employees in Decision-Making Processes: You can decide the plan by including all employees who are facing problems due to crisis. Decide the plan based on their feedback on the vision, mission, values, and objectives of the organisation and its future. Employees will feel empowered because of this and feel more ownership and commitment to the plan.
• Set Realistic Goals: Set the goals that are clear to everyone, achievable, and realistic. The goals should not be optimistic, but they should be time-bound, relevant, attainable, and measurable. After deciding on goals, discuss and provide employees with the necessary resources that are required for the plan and provide them regular support.

Conclusion

A crisis can be a difficult situation for everyone. Effective communication is challenging yet essential during this period. This will keep the employer updated on the employees’ condition, problems, etc. Also, employees need to receive updates on the policies or work of the organisation. Employing the approach of sending frequent communication and updates, receiving feedback from employees, addressing concerns of employees, helping them work from home, and deciding strategies for the future will help a lot for employees and employers.