HR Communication Plan Template – Strategies, Templates & More

​In the year 2022, an overwhelming 40% of workers disclosed that they were inundated with an excessive amount of messages within their respective organizations.  

To compound matters, a disheartening 33% of employees indicated that these messages were frequently contradictory or internally conflicting.

The deluge of HR Communication Plan Template or internal communications can easily leave employees feeling overwhelmed and perplexed, exacerbating their fatigue from continuous change. 

To prevent crucial information from being drowned out amidst the cacophony, it becomes imperative for HR leaders to embrace a communication strategy that is truly effective.

Drawing upon insightful research from Gartner, we have devised a versatile, six-step plan for internal communication that can accommodate various types of messages. 

Whether your goal is to promote new offerings in employee benefits or announce organizational transformations, this plan is tailored to meet your specific needs.

Inefficient internal communication can have significant repercussions for your company, impacting it in more ways than you might anticipate. The consequences are far-reaching and can be quite costly:

• Financial Impact - According to SHRM, small companies with 100 employees or fewer face an average annual cost of $420,000 due to miscommunications. These expenses can arise from various factors, including wasted resources, rework, and missed opportunities. In the worst-case scenario, miscommunications can even lead to legal disputes and lawsuits.
• Talent Challenges - Poor internal communication can create difficulties in attracting and retaining top talent. When employees feel disconnected or misinformed, it hampers their motivation and engagement, ultimately affecting their productivity and loyalty. Effective communication is crucial for building a positive and productive workplace culture.

Recognizing the need for improvement, it is essential to implement a robust HR communication plan. 

An HR Communications plan is a strategic framework that outlines the objectives, methods, and tactics for effective communication within an organization's human resources department. 

It serves as a roadmap to ensure clear and consistent messaging to employees, managers, and other stakeholders regarding HR policies, initiatives, and relevant information.

The primary purpose of an HR Communications plan is to facilitate transparent and timely communication, fostering employee engagement, understanding, and alignment with organizational goals. 

It helps HR leaders effectively convey important messages related to employee benefits, performance management, training and development programs, policy updates, organizational changes, and other HR-related matters.  

Here are some common best pratices to follow when putting together the best HR communication plan.

6 HR Communications Best Practices – UPDATED 2023

Effective communication is crucial in the field of human resources (HR). It plays a pivotal role in maintaining a positive work environment, building employee engagement, and fostering strong relationships between HR professionals and employees. 

By following these HR communications best practices, organizations can foster a culture of open communication, build trust with employees, and ensure that HR initiatives are well-received and understood. 

Effective HR communications contribute to a positive employee experience and support the overall success of the organization.

Clear and Transparent Communication​ 

HR professionals should ensure that their communication is clear, concise, and easily understandable by all employees. 

They should avoid jargon and use simple language to convey information effectively. 

Transparency is vital in HR communications, especially when it comes to policies, procedures, and any changes that may impact employees.

Two-Way Communication 

HR should encourage a two-way communication approach, where employees have the opportunity to provide feedback, ask questions, and share their concerns. 

This can be achieved through channels such as surveys, suggestion boxes, or regular meetings. 

Actively listening to employee feedback and addressing their concerns demonstrates a commitment to their well-being.

Timely and Regular Updates​ 

Keeping employees informed about HR-related matters is essential. 

Regularly communicate updates on policies, benefits, training programs, and any organizational changes. 

This can be done through various channels such as email newsletters, intranet portals, or digital signage. Timely communication helps employees stay engaged and prevents misinformation.

Personalized Communication

Recognize the importance of personalization in HR communications. Employees have different needs, preferences, and learning styles. 

Tailor communication to meet these individual requirements, using various formats like written materials, videos, or face-to-face interactions. 

Personalized communication shows that HR values each employee as an individual.

Technology Adoption​

Leverage technology to enhance HR communications. 

Utilize tools such as employee self-service portals, mobile apps, or collaboration platforms to streamline communication processes. 

These platforms can provide access to important HR information, facilitate employee interactions, and promote knowledge sharing.

Consistency and Tone​

Maintain consistency in HR communications to avoid confusion and build trust. 

Use a consistent tone that aligns with the organization's culture and values. 

HR professionals should serve as role models for effective communication, displaying professionalism and respect in all interactions.

Importance of developing a HR communcation strategy 

Developing a communication strategy is crucial for the success of any program or intervention. It serves as a guiding framework that establishes the overall tone and direction for all communication efforts. 

By ensuring that all communication activities, products, and materials work cohesively, a communication strategy enhances the likelihood of achieving the desired change.

Moreover, a well-defined communication strategy facilitates collaboration and consensus among stakeholders and partners. It allows them to contribute their insights and reach an agreement on the most effective approach to move forward. 

By aligning actions and objectives, a communication strategy promotes unity and synergy among all involved parties.

Having a clearly defined communication strategy also provides a roadmap for staff and partners throughout the different stages of program development. It serves as a point of reference, helping them navigate and stay on track as they work towards their goals.

How do you write a HR communication strategy plan?

Developing a Human Resources (HR) communication strategy plan involves several key steps. Here is a general outline to help you create an effective HR communication strategy plan:

Define objectives

Begin by identifying the primary objectives of your HR communication strategy plan. 

These could include improving employee engagement, enhancing internal communication, promoting company values, or supporting change management initiatives. 

Identify target audience​ 

Determine the specific groups within your organization that will be the focus of your communication efforts. 

This could include employees at different levels, departments, or locations. Understanding your target audience will help tailor your messages and select appropriate communication channels.

Conduct a communication audit​

Assess the current state of HR communication within your organization. 

Evaluate existing communication channels, tools, and practices. Identify strengths, weaknesses, and areas for improvement. This audit will provide insights to inform your strategy development. 

Set key messages​ 

Define the core messages that align with your HR objectives and resonate with your target audience. 

These messages should be clear, consistent, and aligned with the organization's values and goals. Ensure they address the needs and concerns of employees.

Determine communication channels​

Select the most effective communication channels to reach your target audience. 

This could include a combination of digital platforms (intranet, emails, social media), face-to-face meetings, newsletters, bulletin boards, or mobile apps. 

Consider the preferences and accessibility of your employees when choosing channels.

Develop a timeline​ 

Create a timeline that outlines when and how often your HR communication initiatives will take place. 

Establish a schedule for regular communication activities, such as employee newsletters, town hall meetings, or training sessions. 

Ensure that the timeline aligns with important HR events or milestones.

Craft a content plan​ 

Outline the specific content that will be shared through your chosen communication channels. 

This could include HR policy updates, benefits information, employee recognition stories, training opportunities, or organizational news. 

Develop a content calendar to ensure consistent and timely delivery of messages.

Engage stakeholders​ 

Involve HR team members, senior leadership, and other relevant stakeholders in the planning and execution of your communication strategy. 

Seek their input, feedback, and support to ensure a comprehensive and collaborative approach.

Implement and evaluate​ 

Execute your HR communication strategy plan according to the defined timeline. 

Monitor and evaluate the effectiveness of your communication efforts. Gather feedback from employees through surveys, focus groups, or other feedback mechanisms. 

Use this data to continuously improve and refine your strategy.

Adjust and adapt​

Regularly review and update your HR communication strategy plan to reflect changing organizational needs, emerging trends, or feedback from employees. 

Stay agile and make adjustments as necessary to ensure your communication initiatives remain relevant and impactful.

HR Communication Plan & Strategy Templates

Here's an example of an HR Communication Plan Example and HR Communication Strategy Template that you can use as a starting point. Feel free to customize it according to your specific needs and organization: 

HR Communication Plan Examples

Objective: To effectively communicate HR policies, procedures, and updates to employees in a timely and consistent manner.

1. Audience Identification:
   • All employees within the organization
2. Communication Channels:
   • Email: Regularly send HR updates, policy changes, and important announcements via email.
   • Intranet: Maintain a dedicated HR section on the company intranet where employees can access HR-related documents, forms, and resources.
   • Newsletters: Publish a monthly or quarterly HR newsletter to provide updates on HR initiatives, employee benefits, and upcoming events.
   • Notice Boards: Display physical notice boards in common areas with relevant HR information.
   • Meetings: Utilize team meetings, departmental meetings, or town hall sessions to communicate HR-related matters face-to-face.
3. Communication Content:
   • New Hire Onboarding: Develop a comprehensive onboarding package that includes HR policies, procedures, benefits information, and contact details.
   • Policy Updates: Communicate any updates or changes to HR policies, such as code of conduct, leave policies, dress code, etc.
   • Benefits Information: Regularly share information about employee benefits, including health insurance, retirement plans, and wellness programs.
   • Training and Development: Promote training opportunities, workshops, and professional development programs offered by the HR department.
   • Performance Management: Provide information on performance appraisal processes, goal setting, and performance improvement plans.
   • Employee Engagement: Share initiatives, events, and employee recognition programs organized by HR to foster a positive work culture.
   • HR Contacts: Provide contact details of HR representatives for employees to reach out with queries or concerns.
4. Communication Frequency:
   • Regular Updates: Send regular email communications to employees, at least once a month, to share HR updates, policy reminders, and upcoming events.
   • Newsletters: Publish a monthly or quarterly HR newsletter to consolidate important information and updates.
   • Policy Changes: Communicate policy changes as soon as they are implemented to ensure employees are aware of the updates.
5. Feedback Mechanisms:
   • Surveys: Conduct periodic employee surveys to gather feedback on HR processes, communication effectiveness, and suggestions for improvement.
   • Anonymous Feedback: Establish an anonymous feedback mechanism for employees to express concerns or provide suggestions confidentially.
   • Open-door Policy: Encourage employees to approach HR representatives directly with any questions, concerns, or feedback.
6. Evaluation and Improvement:
   • Monitor Communication Effectiveness: Regularly assess the effectiveness of the HR communication plan by analyzing employee engagement, survey results, and feedback received.
   • Continuous Improvement: Incorporate feedback and suggestions into the HR communication plan to enhance clarity, relevance, and accessibility of information.

Remember, this is just an example, and you can customize the plan according to your organization's specific needs and requirements. 

Common HR Communication Pitfalls To Avoid

Effective communication is crucial in every aspect of human resources (HR) management. It plays a vital role in ensuring clarity, fostering positive relationships, and aligning organizational goals. 

However, there are common pitfalls that HR professionals should be aware of and avoid to enhance communication effectiveness. 

Let's explore some of these pitfalls and how to steer clear of them.

Lack of Clarity 

One of the most significant communication pitfalls is the lack of clarity. HR professionals often use jargon, acronyms, or technical terms that may not be understood by all employees. 

To avoid this, it is essential to communicate in simple and clear language, ensuring that the message is easily comprehensible to all recipients. 

Consider the audience's level of knowledge and tailor your communication accordingly. 

Insufficient Context​

Providing insufficient context can lead to misinterpretation or confusion. 

HR professionals must ensure that they provide the necessary background information to help employees understand the purpose and relevance of the communication. 

Including relevant details and examples can help in conveying the message effectively and preventing misunderstandings. 

Inadequate Listening​

Communication is a two-way process, and active listening is a crucial component. HR professionals must practice active listening by paying attention, clarifying doubts, and acknowledging employees' concerns. 

Failing to listen attentively can lead to a breakdown in communication and hinder the resolution of issues.

Lack of Empathy​ 

Empathy is an essential skill in HR communication. 

Employees often approach HR with their concerns or problems, seeking understanding and support. 

HR professionals must demonstrate empathy by acknowledging employees' emotions and showing genuine care. 

Failing to do so can result in employees feeling unheard or unvalued, leading to decreased morale and trust.

Over-reliance on Email ​

While email is a convenient tool for HR communication, over-reliance on it can lead to misunderstandings and missed opportunities. 

Some messages are better conveyed in person or through face-to-face meetings. 

HR professionals should choose the appropriate communication method based on the message's importance, sensitivity, and the need for immediate feedback.

Lack of Consistency​

Consistency in HR communication is crucial for building trust and credibility. 

Inconsistencies in messages or policies can confuse employees and undermine their confidence in HR. 

It is essential to ensure that all communication aligns with the organization's values, policies, and legal requirements. Regularly reviewing and updating communication guidelines can help maintain consistency.

Ignoring Non-Verbal Cues

Non-verbal cues, such as body language and facial expressions, are essential elements of communication.

HR professionals should be attentive to these cues during conversations, meetings, or interviews. Ignoring or misinterpreting non-verbal cues can lead to misunderstandings and hinder effective communication. 

Being mindful of these cues enhances understanding and helps build stronger relationships. 

Lack of Timeliness

Timeliness is crucial in HR communication, especially when addressing employee concerns, providing feedback, or sharing important updates. 

Delayed communication can cause frustration, reduce productivity, and erode trust. 

HR professionals should prioritize timely responses and ensure that information is communicated promptly and effectively. 

One-Size-Fits-All Approach​

HR professionals must recognize that different individuals have diverse communication styles and preferences. 

Adopting a one-size-fits-all approach can hinder effective communication. 

Understanding the communication preferences of employees and adapting your style accordingly can help establish rapport and promote better understanding.

Failure to Follow U​p 

Effective communication doesn't end with a single interaction. 

HR professionals must follow up on communication, ensuring that issues are resolved and feedback is provided. 

Failing to follow up can make employees feel disregarded and undermine the trust they have in HR.

In conclusion, HR professionals must be mindful of these common communication pitfalls to ensure effective communication within the organization