Say it with me: the tone of voice in employee communications does matter

Remember when 'corporate tone' meant serious business, all formal and straight-laced? Well, times have changed. Companies are evolving, embracing the diversity of the people that their products and services are designed for, and that includes their own employees. How you talk to your team matters just as much as how you talk to customers.

Jargon-laden emails and dry documents simply don't cut it anymore. It's no longer just about information dissemination but about igniting engagement, fostering motivation, and building a thriving community. By crafting messages with a real human voice, one that connects with your diverse team, you grab attention, boost understanding, and unleash the true power of your people.

Here’s what you need to know about Employee Communications tone of voice.

What is 'Tone of Voice'?

If your company were a person, who would they be? Imagine them walking into a room. What's their style? Are they the life of the party, the thoughtful mentor, or the no-nonsense leader? Do they exude warmth and empathy, or are they all about directness and efficiency? This is what we mean by 'tone of voice' in employee communications – it's the embodiment of your company's personality, shining through in every interaction.

The tone of voice isn't just about the choice of words; it's the complete persona that comes alive in every email, memo, or newsletter. It's how this 'person' talks, reacts, and even jokes. Are they light-hearted and fun, showing a sense of humor even in serious situations? Or are they straight to the point, valuing clarity and brevity above all?

The Role of Tone of Voice in Employee Communications

Think back to the last corporate announcement email you received. Did it inspire you, engage you, or leave you feeling confused and undervalued? In the world of internal communication, tone isn't just icing on the cake, it's the essential ingredient that determines how your message is received and digested. Here's why cultivating the right tone matters:

1. It shapes perception

Imagine your company as a person. Is their voice warm and welcoming, or cold and authoritative? Does it make you feel valued and respected, or like a cog in a machine? The tone you use shapes how employees perceive your company culture, leadership, and even their own value within the organization.

2. It impacts engagement

Let's face it, dry, jargon-filled messages are snooze-worthy. A friendly, engaging tone, however, grabs attention and encourages employees to actively participate. Think of it like the difference between a lecture and a captivating conversation. When employees feel their voices are heard and their opinions matter, they're more likely to contribute their best selves to the team.

3. It fosters understanding

Clear and concise communication is key, but even the most informative message can be easily misunderstood if delivered with the wrong tone. Sarcasm, condescension, or overly technical language can create confusion and frustration. By taking the time to tailor your tone to your audience and message, you ensure everyone is on the same page.

4. It builds trust and loyalty

Feeling valued and respected goes a long way. When companies use a genuine and empathetic tone, they build trust with their employees. This fosters a sense of loyalty and commitment, creating a more positive and productive work environment.

Now, how do you find your authentic voice as a company?

Finding Your Employee Communications Tone of Voice

Let's be honest: crafting the perfect tone for employee communications often feels like finding the Holy Grail – everyone knows it exists, but the journey to obtain it can be a little murky. While the tips below might seem straightforward, remember that finding the voice that truly resonates with your team will likely involve some trial and error. Embrace the exploration, and use these key areas as your guideposts:

1. Authenticity Over Imitation

Don't try to force-fit a trendy "cool company" voice if it doesn't align with your core values. Be true to your brand, even if it means being a little quirky or unconventional. Employees appreciate genuineness over a facade.

2. Clarity Over Complexity

Ditch the jargon and technical terms. Aim for clear, concise language that anyone on your team can understand, regardless of their background or role. Remember, simplicity doesn't equate to dumbing down; it's about respecting your audience's time and intelligence.

3. Empathy Over Apathy

Inject empathy and understanding into your tone. Acknowledge challenges, celebrate successes, and show genuine interest in your employees' lives. Remember, they're not just cogs in a machine; they're human beings deserving of respect and consideration.

4. Balance Over Extremes

Finding the right balance is key. Avoid overly formal language that feels robotic, but also steer clear of excessive informality that might come across as unprofessional. Consider your audience and the message you're conveying to find the sweet spot.

5. Humor with Caution

Humor can be a powerful tool for engagement, but tread carefully. What one person finds hilarious, another might find offensive. Consider your audience's cultural background and communication preferences before injecting humor into your messages.

6. Feedback Over Assumptions

Don't operate in a vacuum. Actively solicit feedback from employees through surveys, focus groups, or informal conversations. Ask them how your tone resonates, what feels authentic, and what areas need improvement. Remember, communication is a two-way street, and feedback is your golden ticket to refining your voice.

7. Consistency Over Chaos

While experimenting is key, avoid sending mixed messages. Develop a style guide that outlines your core voice principles and ensure all internal communication adheres to it. Consistency fosters trust and familiarity, allowing employees to easily connect with your message.

Beware of This Major Issue in finding Employee Communications Tone of Voice

When you’ve gone through the exercise of reviewing or figuring out your Employee Communications tone of voice from scratch, take a moment to reflect: does this internal persona and tone of voice mirror the face your company shows to the world? Often, there's a disconnect. Your external communications might be spot-on, echoing your brand's values and style, but internally? There's a chance that the persona might not fully align.

It's crucial to craft a tone of voice for internal communications that's not only true to your company's external image but also resonates authentically with your employees. After all, a persona that feels genuine and consistent, both inside and out, is key to building trust and engagement within your team. If there's a gap, it might be time to roll up your sleeves and invest additional time into creating a persona that truly represents your company's spirit – in every communication, with every employee (okay, let’s be honest - not EVERY communication and certainly not EVERY employee, but one can dream!)

Finally…

Remember, your employee communications tone of voice is a journey, not a destination. By starting with your core values, understanding your audience, and actively listening to their feedback, you can craft a voice that resonates, engages, and empowers your team. So, take a deep breath, embrace your company's unique personality, and start building meaningful connections through the power of authentic communication.