Communicating for Comp Control Success

Saturday, April 9, 2005 | 0

by Brent Heurter, Chief Solutions Officer, ClearComp

Clear communication is critical to the performance and profitability of any type of business. And it is absolutely essential to your workers' comp cost-control efforts. If your supervisors and managers are not communicating clearly in all areas, they can't communicate your safety messages.

Creating a climate for effective communication is a cooperative effort. By letting your people know that you are willing to make a sincere effort to improve communication, they will also make an effort and be involved.

Information is meant to be shared whenever possible-not guarded or withheld. If communication is lacking, your employees will begin to look to themselves for the information that is not provided them. The rumor mill will become their primary source of information. In addition, an atmosphere of distrust and suspicion will take hold.

Employees cannot perform properly in such an environment. That's why it's critical to take the proper time to get an employee's attention, make sure he or she understands what you are saying, and provide as much information as is possible in any given situation. Instead of distrust, employees are more likely to get on board with the company's agenda and take action to meet the goals of the business.

Every time you come into contact with your employees, you're communicating with them. Whether you giving them instructions, disciplining them, praising them for work done well, or saying nothing at all, you are communicating. But there's a right way and a wrong way to communicate. The wrong way can lead to problems with morale and productivity. The right way can lead to a productive, quality-minded, and enthusiastic department. And open communication builds trust between employer and employees-a factor that can't be overlooked when you want to eliminate WC fraud and create a culture where people don't exaggerate small problems into large-and costly--injuries

This self-test will present a starting place for you to assess your corporate communication. Ask yourself ...

How well is my company communicating?

-> Is there constant confusion about what is happening in our organization?
-> Is our company going through major changes without letting anybody in on the details?
-> Did anybody announce how well the company performed last month?
-> How do supervisors, managers, and your employees find out what's going on in your organization at any given time?
-> How does information get to people; and how does the information get back up the ladder?

What does my company communicate?

Check which of the following you have received communications about in your organization in the last year. This will show you areas that may need more focus.

_____ Mission, vision and values
_____ Changes in salary administration programs
_____ Training and development opportunities
_____ Employee assistance programs
_____ Benefits
_____ Safety records
_____ New retirement or separation options
_____ Americans with Disabilities Act provisions
_____ National Labor Relations Act
_____ Equal Employment Opportunity
_____ OSHA

How strong is the content of our communications?

Reading and viewing communications materials with a critical eye will give you insight into what the employees are hearing about their organization. Take a look at the following:

* What kind of stories are in the company bulletin? Do you find bowling scores or production reports?
* What do the company's press clippings look like?
* What is the company magazine talking about?
* Are the notes in the suggestion box being read?
* What's on the 800-line?
* What is the sales/field force reporting?

How can I stay aware of employee concerns and morale?

The best way to find out what is going on in your company is to walk through it and observe. Find out what your employees really do in their everyday work lives. Learn first-hand how your employees communicate with each other. Speak directly with the people that work with you. Here are some things to observe:

* How do people talk to each other?
* Where do people gather to talk?
* What are they talking about?
* What is on the bulletin boards?
* Is the suggestion box used?
* Are there any motivators on the walls, such as signs or posters praising performance?
* Do people seem busy and happy with their work?
* Are informal discussions going on at the lunch table, or at the vending machine?
* How do people react when you bring up business topics?
* Is there some pattern to what people are saying?
* Are there stories about successes or failures?
* How do people view the company's future?
* Does their view of the future include them?

Does my company keep supervisors informed?

1. Are supervisors informed in advance of any policies changes?
Yes _____ No _____

2. Are supervisors told the reasons for changes so they may answer any employee questions?
Yes _____ No _____

3. Are employees able to stress their concerns directly to top management?
Yes _____ No _____

4. Is there a checklist of items to be covered with new employees and is a person designated who will brief them?
Yes _____ No _____

5. Do supervisors meet regularly with their subordinates?
Yes _____ No _____

6. Is there a current company policy manual for supervisors to refer to?
Yes _____ No _____

There are some things that you can do today to improve communication in your organization. If, after taking the self-test, you have identified some areas of weakness, you can start the process rolling to immediately remedy some of your company's shortcomings.

Article by Brent Heurter. Brent is the Founder and Chief Solutions Officer of ClearComp, a workers' compensation alternative for companies that desire to control and reduce their workers' compensation costs. Brent can be reached at 888-CLEAR-89 or email brent@clearcomp.com.

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The views and opinions expressed by the author are not necessarily those of workcompcentral.com, its editors or management.