By Charlie O’Brien, above, Head of People at Breathe HR, the HR software for British SMEs
Last year, several significant changes were announced that may require employers to update their HR policies. These include key updates to workers’ rights under the upcoming Employment Rights Bill and an increase in employer national insurance contributions.
Communicating any HR policy change in a clear, considered way is crucial for maintaining teams’ trust and ensuring a smooth transition. Yet, getting this right can feel tricky for many SME leaders, who often don’t have dedicated HR or communications teams to rely on. Drawing on my over a decade of experience in HR, I’ve outlined my tips for communicating HR policy changes to help leaders navigate this process with confidence.
- Give employees plenty of notice
Once a new policy has been decided, it’s essential to give employees advance notice. Start by informing your team of what’s to come in a team meeting, and then follow up with a written notice. Being upfront and personally speaking to staff about the changes, shows them that you care about what this will mean for them. This will help to maintain their trust and loyalty. It also allows time for employees to adjust to the new policy, ask questions, and seek clarification.
- Ditch the jargon and explain the new policy clearly
After the initial announcement, send a follow-up email outlining the changes in a clear, simple way. You want to avoid jargon or complex legal terms.
The goal is for employees to be able to quickly grasp what’s happening, when the change will take effect, and how they will be impacted. Including a bullet point summary and FAQ section is a good way to get these key details across, and address questions upfront. Always include a link to the full policy too, so staff can find out more information when needed.
- Explain the rationale behind the change
Employees are more likely to support a policy change if they understand why it’s happening. Whether you’re adjusting flexible working policies in preparation for upcoming legislative changes or revising benefits policies to better serve the teams’ needs, clearly explaining the rationale behind the decision is essential.
Your explanation shouldn’t just focus on the business benefits. You need to demonstrate how the new changes will positively impact employees. For example, if you’re phasing out an underused benefit, highlight how resources will be redistributed in a way that supports the team. This way, staff can see that the new approach is in their interest.
- Ensure managers are well-prepared
Managers are your front-line communicators, so it’s crucial that they are fully informed of the policy changes ahead of time. This way, they will be prepared to address questions from employees with clarity and confidence.
If a policy relates to a sensitive issue, like mental health, managers should receive additional guidance on how to handle tricky conversations and empathetically support staff.
- Ask staff for feedback
Where possible, seek input from your employees before finalising a policy change. Gathering feedback via surveys, one-on-ones or team meetings enables you to gauge how a new policy change will be received and address concerns early. This feedback can also help you anticipate employees’ questions in advance of the announcement.
After the policy is implemented, employees should also have the space to ask questions and share their feedback. This ensures they feel heard. Businesses can also use employee feedback to refine policies over time to ensure they remain as effective and beneficial as possible for everyone.
- Make policy documents easily accessible
Policy documents can often end up at the back of the metaphorical cupboard, and when they’re out of sight they are beneficial to no one. Ensure that all HR policies are stored in a central location where employees can easily access them, like on the company intranet or HR platform. This means employees will be able to quickly find the information they need, whenever they need it, without having to ask a manager. This frees up leaders’ time for other priorities too.
Plus, making policies easily accessible facilitates better uptake of HR initiatives designed to support staff. People will only make use of something if they know about it.
The way you communicate an HR policy change can significantly impact how well it is received. By being open, clear, and proactive when explaining what’s happening you’ll be able to maintain employee trust and ensure a smooth policy change which benefits both the business and its people.
