How to Make Your Organizational Announcements Beautiful and Effective

September 18, 2023
effective announcement, organizational announcements

What is an organizational announcement?

An organizational announcement is a message shared within a company or organization to inform employees about important news, updates, or changes. These announcements help keep everyone well-informed and engaged in the workplace. ๐Ÿ˜Š

What’s the problem about organizational announcements?

They’re in serious need of a face lift. They tend to be text-heavy, and not very much accompanied by visuals.

One way to fix the problem? Use visual storytelling and think outside the box when it comes to using new formats.

Our former Marta Olszewska, Piktochartโ€™s head of marketing, remembers the day when she used a visual to turn organizational announcements on its head. Coincidentally, it was also the first infographic that she had ever made with Piktochart!

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organizational announcements, marta olszewska

โ€œBefore Piktochart, I worked for a very traditional global organization and sometimes HR would ask me, as an online MarCom specialist, to โ€˜spice upโ€™ their organizational announcements. They would actually ask me to send it out as it was, but the PDF they sent over was long and indigestible,โ€ she remembered.

โ€œSo I decided to create an infographic. I took their PDF, tried to decipher what it meant and chose the most important points. I then created the infographic and attached it as a PDF to the email that I sent out to the company.โ€

Click the below image to see the full infographic.

customer journey infographic, effective organizational announcement, how to create an infographic

After Marta sent out the organizational announcement in infographic form, something great happened: โ€œStaff members across the organization loved it! They said to me that for the first time, they actually paid attention and read the organizational change announcement.โ€

So weโ€™re empowering you to be like Marta (if you’re in the corporate communications department) today, and get to making your organizational announcements beautiful and engaging โ€“ which is why we put together this mini-guide to help you refresh your internal communications.

Why is organizational change announcement so important to get right?

Firstly, clear communication helps manage uncertainty. When your employees are unsure about changes, it creates anxiety and resistance. By providing timely and transparent information, you reduce uncertainty and help employees understand the reasons behind the changes.

Secondly, effective communication builds trust, and therefore leads to employee retention. Sharing the news openly and honestly, rather than through rumors, fosters trust and loyalty, ensuring that your employees feel valued and supported during the transition.

Lastly, well-executed communication helps maintain productivity and morale. By providing a clear roadmap of what to expect, your employees can better adapt to change, minimizing disruption and distractions.

We understand the surmounting task that’s ahead, and are here to guide you through it!

Types of organizational announcements and 30+ examples and templates you can try today

  1. New Employees and Promotion Announcements: There’s no happier announcement than to announce a promotion or inform the organization about the arrival of new team members.

    At the beginning of the onboarding process, this helps to keep the tone professional and give a good impression to the new hires. It also recognizes the promoted employee’s achievements in front of the company.

    new hires announcement, promotion announcement examples
  2. Changes in Organizational Structure: They refer to significant changes in the organizational structure, such as departmental reorganizations or leadership appointments.

    These announcements have to be thought through but also timeliness is key: release the announcement promptly and in a timely manner.

    Change management preasentations
  3. Policy and Procedure Updates: Organizations regularly update policies and procedures to align with evolving industry standards, legal requirements, or internal improvements.

    These are usually announced in a company newsletter, which is why an accompanying infographic can encourage employees to digest the information.

    Policy and procedure update announcement
  4. Product or Service Launches: When organizations introduce new products or services, announcements are made to inform employees about the features, benefits, customer solutions and potential impact on the organization.

    Although no one expects a Steve Jobs-level announcement, it helps for your entire team to be aligned on target market, go-to-market strategy as well as any technical product updates they may need to take note of.

    product or service launch announcement
  5. Financial Updates: Organizations often make announcements regarding financial performance, such as quarterly earnings reports, financial targets, newly acquired digital sales from your sales departments, or mergers and acquisitions.

    Never underestimate the impact of a concise summary to a sense of transparency and alignment.

    financial update organizational announcement
  6. Company Events and Initiatives: Announcements regarding company events, such as annual conferences, team-building activities, or charitable initiatives, help foster a positive and engaged company culture.

    With every company holding both in-person and remote events to engage their employees, how do you stay ahead to keep the employees engaged?

    company event and initiatives announcement
  7. Learning and Development Opportunities: Every organization wants to upskill their employees through internal/external training programs, workshops, or development opportunities.
    Training, learning and development schedule template

Bonus content #1: How do you make an employee announcement (new hire)?

We’re going to go with how Piktochart (a small company of 30+) tends to do it!

The announcement comes in a presentation either during an all hands meeting (held twice a month).

At the THAM of their closest joining week, we would usually ask the new hire to introduce themselves in a quick 5 minute career story presentation using Piktochart.

You can also use the template below in your new employee announcement email!

Opening Statement: Set the Stage ๐Ÿ“ฃ

Begin by sharing the excitement of welcoming a new team member, and emphasize how their addition will benefit the company as a whole.

Example: We’re pleased to announce that we have a new team member joining us! Please give a warm welcome to [New Employee Name] who will be starting on [Start Date]. We’re confident that they will make a great addition to our team! ๐Ÿ™Œ

Key Details: Who, What, and When ๐Ÿ”

Include essential information to help other team members understand their new colleague’s role within the organization.

Example: [New Employee Name] will be joining us as a [Job Title] in the [Department] department. They will officially become part of our team starting on [Start Date].

Background & Highlights: Showcase Their Strengths ๐Ÿ’ผ

Provide a brief overview of the new hire’s professional background and experience that align with the company values.

Example: With over [X years] of experience in [Industry] as a [Previous job title] at [xyz company], [New Hire’s Name] has demonstrated a strong commitment to [Company Value(s)]. Their previous position include [Relevant Experience] and [Employee’s education], making them a perfect fit for our team.

Announcement Date & Contact Information: Stay Connected ๐Ÿ“…

Mention the date of the announcement and provide your contact information for any follow-up questions from team members.

Example: This announcement is being made on [Date]. If you have any questions or would like more information, please feel free to reach out to me at [Email Address] or [Phone Number].

Warm Welcome: Embrace the New Journey ๐Ÿค—

End your announcement with a heartfelt welcome and encouraging message for the new hire as they start their exciting journey with your organization.

Example: We’re looking forward to work closely with you, [New Employee Name]! Together, we’ll continue to grow and achieve great things. Welcome aboard! ๐ŸŽ‰

This is how Piktochart usually does its employee introduction and we hope with these tips, you’ll be able to craft a compelling and informative new hire announcement that will engage your team and make the new employee feel welcomed and valued.

Bonus content #2: How do you make a job promotion announcement?

This is to celebrate within the organization, and we have also recently mandated that an employee’s promotion do not go unnoticed. Announce promotions well, and it will also boost the morale of the other employees!

You can also use the following template in the promotion announcement email, if you’re in larger companies.

Setting the Tone: Be Positive and Friendly ๐Ÿ˜Š

Begin your new promotion announcement with an uplifting tone, a congratulatory message that emphasizes the importance of recognizing and celebrating success.

Example: We’re excited to share some fantastic news! One of our very own team members has been promoted, and we couldn’t be happier to celebrate their well-deserved promotion! ๐ŸŽ‰

Announcing the Promotion: The Who and What ๐ŸŒŸ

Provide the essential details of the promotion, such as the team member’s name and their new job title. This helps everyone understand the scope of their new role.

Example: Please join us in congratulating [Promoted employee name] on their promotion to [New Job Title]! This is a testament to their dedication, and passion for what they do. ๐Ÿ‘

Highlighting Achievements: Showcase Their Journey ๐Ÿ†

Briefly mention the employee’s accomplishments and contributions that led to their promotion. This highlights their growth within the organization and serves as an inspiration to others.

Example: Since joining our team, [Employee Name] has played a key role to [Project/Department]. Their innovative ideas and tireless efforts have truly made a difference, and we can’t wait to see what they’ll achieve in their new role. ๐Ÿ’ช

Looking Forward: Embrace the Future ๐Ÿ”ฎ

Express your excitement and confidence in the employee’s ability to excel in their new position. Encourage them to continue making a positive impact on the organization.

Example: We have no doubt that [Employee’s Name] will continue to thrive and bring valuable insights to their role with new responsibilities [Optional: in their new department]. We’re looking forward to witnessing even more incredible achievements from them in the future! ๐ŸŒŸ

Call to Action: Celebrate Together ๐Ÿฅณ

End your announcement with a clear call to action, inviting team members to celebrate the promotion together.

Example: Let’s all take a moment to congratulate [Employee’s Name] on their promotion! Send them a message, give them a high-five, or share a kind word to show your appreciation. We will you continued success in your new role! ๐ŸŽŠ

By following this guide and incorporating your company’s tone and language, you can create an engaging and heartfelt job promotion announcement that effectively recognizes the employee’s success and encourages other employees.

Bonus content #3: What is the best organizational announcement email template?

Let’s get straight into the employee announcement email template:

Subject Line: Exciting Update ๐ŸŒŸ – [Company Name] Announcement

Hello Team,

Big News: Something Wonderful is Happening ๐Ÿ˜ƒ

We’re thrilled to share a fantastic update with all of you! Our organization has achieved a remarkable milestone, and it’s all thanks to your relentless hard work and dedication. ๐Ÿ™Œ

The Milestone: Our Collective Victory ๐Ÿ†

We’ve successfully [achieved specific goal or accomplishment, e.g. increased customer satisfaction score by 100% and won awards], showcasing our team’s incredible ability to collaborate, innovate, and excel. This triumph truly embodies the values and spirit of [Company Name].

Celebrating Together: Let’s Share the Joy ๐ŸŽ‰

To honor this amazing achievement, we’re organizing a [Celebration Event] on [Date] at [Location]. Join us for an evening filled with fun, laughter, and gratitude as we acknowledge and appreciate the efforts of each team member. ๐Ÿฅณ

RSVP: Don’t Miss Out ๐Ÿ“ง

Make sure you’re part of this exciting celebration! Please RSVP by [RSVP Deadline] to confirm your attendance at [Company website]. We’re eager to see you there! ๐Ÿ˜Š

Thank You: You’re the Best ๐Ÿ‘

We want to express our heartfelt appreciation for your unwavering commitment and passion for what you do. Your contributions have made a significant difference in our organization, and we’re proud to have you on our team.

The Future: Let’s Keep Shining โœจ

As we forge ahead, let’s continue to uplift and inspire one another, pushing the boundaries of what we can accomplish together. Here’s to even greater success in the future! ๐Ÿš€

Best regards,

[Your Name] [Your Title]

Now that your organizational announcements are all spruced up thanks to visuals, weโ€™d like you to reach out to our customer support team with your ideas for additional templates.

You can also check out our org announcement Pinterest board for more inspirations.

Until then, happy Piktocharting!

Iris Leung