How HR can adapt employee communications to meet diverse needs

Effective communication is a linchpin in any organization, especially within HR, where messages often reach every corner of the company.

But while HR’s insights and updates are often crucial, they can also be met with misunderstanding or even dismissal by employees who don’t resonate with HR’s natural communication style.

So why is this, and what can be done to change things?

The four communication styles

First, we need to recognize that there are four primary communication styles: Intuitive, Analytical, Functional, and Personal.

Insights from more than a million participants in the “What’s Your Communication Style?” test reveal that, in general, these styles are nearly evenly distributed across the population.

But data from the test also reveals that HR departments tend to lean heavily on personal and functional communication styles, with 37% of HR professionals identifying as personal communicators and 25% as functional communicators.

This preference can be effective for some, but it risks alienating employees who prefer more direct, data-driven communication styles, like those found in finance or IT.

To bridge this communication gap, HR needs to consider a multi-faceted approach that speaks to all four communication styles: Intuitive, Analytical, Functional, and Personal.

By doing so, HR can ensure that critical messages – whether they be policy changes, new benefits programs, or wellness initiatives – are clearly understood and embraced by the entire workforce.

Here’s a look at how HR can tailor communications to address these varying styles and build a more inclusive communication approach:

1. Starting with the Intuitive communicators: Cut to the Big Picture

Intuitive communicators, common in departments like finance and IT, want to grasp the essence of a message without unnecessary details.

HR professional rolling out a new initiative, need to start with a clear, overarching purpose that paints a picture of what this change means for the organization and its employees.

For example, if HR is announcing a new professional development program, the opening line could be: “We’re committed to fostering growth and opportunity within our organization. This program will enable you to enhance your skills and advance in your career.”

This brief, high-level summary respects the intuitive communicator’s need for quick insight.

2. Engaging the Analytical communicators: Back It up with data

Analytical communicators, who value hard facts and data, require more than vision statements; they need evidence.

In an HR communication about a new benefits plan, this might mean detailing the rationale behind the change, backed by concrete data.

For instance: “After analyzing survey results from the past year, we identified a need for expanded mental health resources. The new plan increases mental health coverage by 25%, addressing a top employee request.”

Analytical communicators are more likely to absorb and act on messages when they see data supporting HR’s decisions.

3. Addressing Functional communicators: outline the process

Functional communicators thrive on order and detailed, step-by-step plans. If HR is implementing a new attendance policy, it’s helpful to include an overview of the process behind it, especially if this new policy requires a shift in routine.

For example, HR might say: “Beginning next month, our attendance tracking system will transition to a digital platform. Here’s what to expect: 1) In week one, you’ll receive an onboarding session for the platform, 2) In week two, we’ll initiate a pilot phase with selected departments, and 3) By month’s end, the system will go live for the entire company.”

This step-by-step breakdown ensures that functional communicators understand not only what’s changing but how it will be implemented.

4. Closing with Personal communicators: Make it human and relatable

Personal communicators are drawn to messages that resonate emotionally, and HR’s emphasis on connection can be valuable here.

This style is about conveying empathy, recognizing the impact of changes on employees, and maintaining a warm, approachable tone.

For instance, if HR is launching a wellness program, include a message like, “We know that balancing work and personal well-being can be challenging. Our wellness program is designed to support you, whether it’s through counseling sessions, fitness programs, or mindfulness workshops. We’re here to help you feel your best, every day.”

This connects personally and offers reassurance. It also helps employees see HR as a supportive partner, not just a rule enforcer.

Balancing Styles in HR communications: A strategic order

The order HR communicates to these styles matters.

Messages that begin with intuitive insights and facts address the needs of employees who need high-level context quickly, making it easier for them to engage with the information that follows.

Transitioning to more detailed explanations for analytical and functional communicators, and then closing with a supportive, personalized note, can ensure the message resonates across different preferences without losing coherence.

This intentional structure maximizes message retention by engaging each style in turn.

A broader approach to communication

While memos are one method, this communication approach extends beyond written updates.

Town halls, training sessions, and even team meetings can be adapted to include elements for each communication style.

For instance, in a town hall about a company’s new performance metrics, the CEO might start with a big-picture overview for intuitive communicators.

The HR team can follow with hard data and process details to satisfy analytical and functional styles, and close with a Q&A session that addresses personal concerns.

By expanding beyond memos, HR can foster a culture of inclusivity and engagement throughout every level of the organization.

The power of inclusive communication

In HR’s unique position, the effectiveness of communication can determine employee satisfaction, understanding, and engagement.

By embracing diverse communication needs, HR can close gaps and foster a more cohesive environment where all employees feel understood and respected.

This multi-style approach may require extra thought and preparation, but the payoff is a workforce that’s more aligned with HR’s goals, more engaged with company policies, and ultimately, more empowered to perform.