Internal Communications

How to Write an Engaging Organizational Announcement

By Mariya Postelnyak

Updated:

Having trouble getting employees to notice your organizational announcements? Learn how to create an organizational change announcement that both informs and engages employees.

Organizational change communications help employees and business stakeholders stay on top of key company updates. 

But getting employees to engage with your organizational announcement is easier said than done. 

In this post, we break down how to create organizational announcements that grab your employees’ attention and engage them in a company-wide conversation.

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Why Is an Organizational Change Announcement Important?

Effective change communication helps engage employees in business operations and creates a sense of ownership and involvement in the change process. 

When employees understand the reasons for change and the goals of the change initiative, they’re simply more likely to be motivated to support and contribute to the change effort.

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A good organizational announcement should promote a few things:

Transparent communication

Change can often be disruptive and cause anxiety for employees. A quality organizational announcement provides clear and transparent communication to employees about what changes are coming, why they are happening, and how they will affect the organization and its employees. This helps to alleviate concerns and uncertainties and promotes a sense of stability and direction.

Engagement

Announcing new changes also gives employees an opportunity to engage with the new vision and direction of the organization. Change management allows them to understand how their roles and responsibilities may change, and what new opportunities might be available to them. This can help foster a sense of belonging and involvement, which in turn increases employee motivation and morale.

Pro Tip: Instantly create engaging organizational announcements with ContactMonkey’s OpenAI integration.

Adaptability

Change is a constant in the business world, and organizations need to be able to adapt to remain competitive. By announcing organizational changes in an effective and timely manner, the organization can prepare its employees for what is to come and provide them with the necessary resources and support to adapt to the new reality. This can help ensure that the organization continues to meet its goals and objectives in a timely and effective manner.

Trust

Organizational change announcements are important for building and maintaining trust with employees. They demonstrate that the organization is open, honest, and transparent about its plans and intentions, which can help to build trust and credibility with employees. This can have a positive impact on employee retention, satisfaction, and loyalty.

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10 Tips for Writing an Organizational Announcement 

The goal of an effective organizational announcement is to align employees around the goals and objectives of the change initiative. When employees understand the direction of the organization and their role in achieving the desired outcomes, they are more likely to work together and collaborate effectively.

Here are some tips for writing an effective organizational change announcement:

  1. Start with a clear and concise summary: Begin the announcement by summarizing the changes that are going to happen, including the reasons behind them and how they will impact the organization and its employees. This will give employees an overview of what to expect and help to set the context for the announcement.
  2. Provide a timeline: Give employees a clear timeline of when the changes will be happening and what steps will be taken to implement them. This will help employees prepare for the changes and make any necessary adjustments.
  3. Address potential concerns: Anticipate any concerns or questions that employees may have and address them in the announcement. You’ll alleviate anxiety and confusion and promote a sense of stability and direction.
  4. Be transparent and honest: It’s important to be open and honest about the reasons behind the changes and the impact they will have on employees. This builds trust and credibility with employees and encourages open communication.
  5. Use clear and simple language: Use clear and simple language that is easy to understand. Avoid jargon or technical terms that may be confusing to employees.
  6. Highlight opportunities: If the changes are expected to bring new opportunities for employees, such as new roles or projects, make sure to highlight them in the announcement. Ideally, this fosters a sense of excitement and engagement among employees.
  7. Provide support and resources: Make sure to provide employees with the necessary support and resources to adapt to change. This may include employee training, mentoring, counselling services, or chances to attend external events like employee communications conferences. Let employees know that they are not alone and that the organization is committed to helping them navigate changes.
  8. Ask for feedback: Use a pulse survey tool to make your organizational announcements interactive and get employees to react, ask questions, and share anonymous comments.
  9. Personalize your announcement: Naturally, employees are less inclined to read organizational change announcements that feel generic and impersonal. ContactMonkey’s merge tags allow users to send personalized emails with employee names in the email copy and subject lines. This allows for more direct and engaging communications.
  10. Focus on email design: Great email design isn’t just for show. It helps employees easily find the information they’re looking for and access the resources they need quickly. We recommend using an HTML email template with Z and F-shaped layouts which are known to foster a more intuitive reader experience.

Best Organizational Announcement Email Templates

There are countless instances when you’ll need to send out a company-wide organizational announcement. But there are also routine events that require recurring announcement emails. 

In the second case, a ready-made email template can help you streamline and accelerate your communications while preventing the need for writing the same email over and over. Below, we’ve laid out our top organizational announcement templates that you can easily copy, adapt, and use for recurring events.   

Pro Tip: Never worry about IT restricting your internal email lists. Use list management to sync with your Azure Active Directory or HRIS.

Sample organizational announcements for new employees

Announcing a new employee is an important part of integrating them into the organization and creating a welcoming environment. Here’s a sample new employee announcement to get you started.

Subject: Welcome [New Employee Name] to our Team!

Dear {{Employee Name}}, [merge tag]

I am pleased to announce that [New Employee Name] has joined our team as [Job Title]. [New Employee Name] brings with them [brief overview of their experience and qualifications].

As our organization continues to grow, it’s crucial that we hire top talent like [New Employee Name] who can contribute to the development of our business. [New Employee Name]’s expertise and skills will be invaluable to our team, and we are excited to have them on board.

Please join me in welcoming [New Employee Name] to our team! We are confident that they will make a significant impact on our organization, and we look forward to working with them.

Best regards,

[Your Name]

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Organizational announcement for promotion

Announcing an internal promotion can be a great opportunity for an organization to celebrate the achievements of its employees and foster a positive workplace culture. Here are some tips for crafting an effective announcement. Here’s a sample organizational announcement for a promotion:

Subject: Congratulations to [Employee Name] on their promotion

Dear colleagues,

It is my pleasure to announce that [Employee Name] has been promoted to [New Job Title]. 

[Employee Name] has been an integral part of our team for [length of time in the company] and has consistently demonstrated exceptional leadership, dedication, and expertise.

In [previous job title], [Employee Name] [brief overview of their accomplishments and contributions]. Their exceptional performance and commitment to our organization have earned them this well-deserved promotion.

As we continue to grow and evolve, it is crucial that we recognize and invest in our top talent. [Employee Name]’s promotion is a testament to our commitment to fostering a culture of excellence and promoting from within whenever possible.

Please join me in congratulating [Employee Name] on their promotion! We are excited to see what they will accomplish in their new role and look forward to their continued contributions to our organization.

Best regards,

[Your Name]

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Organizational announcement for resignation

Announcing an employee resignation is naturally a difficult communication task for any organization, especially if the employee held a key position or had significant responsibilities. Here’s an organizational announcement for a resignation to help you get on the right track.

Subject: [Employee Name] Resignation

Dear {{Recipient Name}}, [merge tag]

It is with mixed emotions that I announce the resignation of [Employee Name] from our organization. [Employee Name] has been a valuable member of our team for [length of time in the company] and has made significant contributions to our organization.

[Employee Name] has decided to move on to pursue other opportunities, and we wish them all the best in their future endeavors. While we are sad to see them go, we are grateful for the time that they spent with our organization and the impact that they have made.

We are committed to ensuring a smooth transition during this time, and we will work closely with [Employee Name] to ensure that all their responsibilities are transferred effectively. [Provide details on any interim arrangements or plans for hiring a replacement].

Please join me in thanking [Employee Name] for their dedication and contributions to our organization. We wish them all the best in their future endeavors.

Best regards,

[Your Name]

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Organizational change announcement examples

Change management communications are all about effectively communicating changes to an organization or team in order to ensure their successful implementation. Change management communications typically involve a comprehensive strategy that includes planning, messaging, delivery, and feedback mechanisms.

The following is an example of an effective change management message:

Subject: Upcoming Changes to our Organization

Dear {{Employee Name}}, [merge tag]

As our organization continues to grow and evolve, we recognize the need to adapt to the changing landscape and stay ahead of the curve. To that end, we will be implementing several changes that will help us to better serve our customers and position ourselves for future success.

The changes will include [briefly outline the changes and the new processes, policies, or technologies involved]. We believe that these changes will enable us to be more agile, responsive, and customer-focused, and to position ourselves as leaders in our industry.

We understand that change can be challenging, and we are committed to supporting our team during this time. We will provide regular updates and training as needed to ensure a smooth transition.

We are excited about these changes and the opportunities they will bring, and we look forward to your continued contributions and support as we move forward.

Best regards,

[Your Name]

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Create Engaging Organizational Announcements

When organizations are transparent and open about changes, employees are more likely to feel valued and respected. This can help foster a positive culture and a more engaged workforce.

Not to mention, clear and professional organizational change announcements help build trust and confidence among employees. When employees feel involved and invested in company change, they are more likely to support it and work towards its success. 

ContactMonkey helps you create engaging organizational announcements that encourage employees to participate in change procedures and have a voice in company success. See how it works for yourself! Start your free trial of ContactMonkey today.

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