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Wordnerdery Sue Horner’s monthly tips on words and ways to reach readers – June 2022

Issue 112 – June 2022

set the stage for effective employee announcements

You can be personal in employee announcements without being artificially enthusiastic.
Stage photo by Paolo Chiabrando on Unsplash.

“I’m excited to announce…” “We’re delighted to welcome…” “It’s with mixed emotions that I announce…”

I’ve seen a flurry of business announcements lately that start like this, on the way to introducing a new employee or a changed role.

Don’t those emotions seem a little insincere? And don’t you suspect the person writing the memo or email has to spend extra time thinking up a different way to be enthusiastic each time? (“Wait, if I say ‘happy’ this time, is that less than ‘delighted’?”)

Then there are the endings that basically say nothing:

“I know I can count on everyone's support…" “Please join me in welcoming…” "Join me in congratulating…"

You can appreciate the spirit behind announcements that start and end this way, but I say stop it.

You can be personal without being artificially enthusiastic.

Be warm without being “delighted.” Use we and us. Use first names. Use contractions, like we’re and it’s. Use what Steve Crescenzo calls your “weekend words” – ones that are less formal, more conversational.

This is also a chance for you to be inclusive: Add people’s pronouns.

Make it as simple as sharing a name or title, with the person's preferred pronouns (she/her, he/him, they/them, and so on) in brackets after the name. This helps build a culture that welcomes everyone, and it reduces misgendering.

You can be welcoming yourself without bringing others into it.

Speak for yourself. Instead of asking others to join in or saying “I know you…,” simply say your own “Welcome” or “Congratulations.”

There is nothing wrong with a basic, no frills structure that gets to the point.

Welcome new employees:

  • Welcome FIRST NAME LAST NAME (she/her) to COMPANY NAME as TITLE, effective DATE.
  • Explain the role this person will have and the reporting relationship.
  • Add relevant details of the new hire’s experience or career that led to their being hired.
  • Welcome, FIRST NAME!

Highlight a promotion:

  • Congratulations to FIRST NAME LAST NAME (they/them), who is the new TITLE, effective DATE.
  • Explain the role this person will have and the reporting relationship.
  • Add relevant highlights of the person's career or why they've been promoted.
  • Congratulations, FIRST NAME!

Announce a lateral move or temporary assignment:

  • FIRST NAME LAST NAME (he/him) takes on the role of TITLE, effective DATE.
  • Explain the role this person will have and the reporting relationship.
  • Add relevant highlights of the person's career or why they've been moved to the role.
  • Best wishes in your new position, FIRST NAME!•

Announce a departure:

  • FIRST NAME LAST NAME (he/him), TITLE, will be leaving COMPANY NAME WHEN.
  • FIRST NAME leaves us to REASON FOR LEAVING (Go back to school? Build experience in the industry as…? Move to another country?).
  • If the departure is awkward, please do not say “is leaving to pursue other interests.” This suggests you fired the employee. Skip straight from the fact about leaving to the replacement details.
  • Say something nice, if you can. “FIRST NAME has contributed to (ACHIEVEMENT)” or “FIRST NAME was instrumental in (ACHIEVEMENT).”
  • Explain how the employee’s work will be done until a replacement is hired.
  • Best wishes for the future, FIRST NAME.

Do expressions of delight and excitement make you roll your eyes, too? How would you like to see announcements like these handled?

Related reading:

Steve Crescenzo’s 5 golden rules to engage employees

He/she/they: Why it’s actually kind to share your personal pronouns

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