Communicating Through the Chaos of Coronavirus

The world is so different today than it was just a week ago. COVID-19 (Coronavirus) is sweeping through our nation and across our world. Uncertainty is at an all-time high, and we’re experiencing a complete disruption of life as we know it.

On top of the strain of adapting our own lives to this new normal, employers and HR leaders are now also responsible for the health and welfare of their company’s employees. Not to mention, many of us in these roles are currently in uncharted waters when it comes to knowing what to do and how to do it. Especially now, in times of crisis, what and how you communicate with your employees is crucial.

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Find ways to keep your employees engaged and listening, while empathizing with their greatest concerns.

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​This is a chaotic time for everyone – for leaders, managers, and employees alike. It’s a good idea to try and keep things as normal as possible to provide some stability, like keeping recurring meetings scheduled and encouraging employees to maintain their regular routine. Let employees know where critical updates will be shared, and aim to use channels that are already familiar to them. Try to ensure that your communication method doesn’t add unnecessary stress.
 
If this seems like a daunting task, it’s not. Start with leveraging the communication tools that you already have in place, and supplement with other free or low-cost resources. Here are some things employers can do right now to help communicate more effectively during this coronavirus crisis.
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• Use company-wide email communications, frequently and confidently. Be proactive and transparent, even when you don’t have all the information. Anticipate needs and questions that might come up and organize a communication plan. Communicate that plan clearly and consistently. Need a template? Go here.
  
  
• Leverage chat software like Slack and Microsoft Teams that allow seamless communication between team members, departments and the entire company. Different chat "channels" allow people to discuss work, brainstorm ideas and stay connected to each other throughout the workday.
  
  
• Schedule video meetings where the attendees can see each other's expressions and react to one another in real time. Replicate the benefits of face-to-face meetings that you would have normally had in the office. Popular free choices for software include Google Hangouts and Zoom.
  
  
• Create a dedicated microsite landing page or company intranet page specifically targeted for COVID-19. Add links that direct employees to the most credible sources, such as the CDC or WHO. Position your organization as a safe place and a trusted resource for employees.
  
  
• Send out short and frequent pulse surveys to gauge how employees are feeling. Acknowledge that employees might feel anxious, pay attention to the feedback, and make sure they have access to the information and resources they are requesting. Survey Monkey is a good free resource for this.
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• Disrupt the noise. This outbreak is dominating conversation on every single platform. Guess who’s scrolling through their phone every three minutes looking for constant news updates? Employees are. SMS text messages and push notifications are a good way to relay trusted information in a mobile-friendly way. If your HR software doesn’t offer a way to do this, consider a low-cost vendor like Textedly or EZTexting.
  
  
• If your entire team is working remotely, find fun ways to connect. Set a daily time to share things like how you’re maintaining physical fitness at home, what you’re binge-watching, or enjoy a virtual lunch together. Ask employees for funny pictures of what life is like right now and share them over email or company social media to lift spirits.
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And most of all, be as flexible and supportive as you can to meet employees’ needs. Assure them that you’re committed to their safety and wellbeing. Remember that a lot of employees are living a new day-to-day, very different from their normal work routine. Many of them are transitioning to working remotely, and they have new surroundings, interrupted childcare, and lots of uncertainty. The best thing you can do for your employees is to remain cool, calm, and collected while showing gratitude and acknowledging that every person there is critical to the company’s future success.

​Stay healthy. Stay strong. Stay home.
And don't forget, we're all in this together. 💘

Kate Grooms
Chief Engagement Officer, Grooms Benefit Solutions
Connect with Kate