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Promotions are a regular part of office life, but they are by no means ordinary. They entail significant changes in the workplace, and they're also very personally significant to the people who receive them. This means that when the time comes to make a promotion, do a good job writing the announcement. A job promotion announcement offers a golden opportunity to reflect on the success both of an individual employee and the organization she serves. Promotions are a happy occasion, and your announcement should reflect this. Be succinct, and proofread it thoroughly before sending it out.
Describe the Background
Begin your announcement by describing the background circumstances that led to the promotion. Talk about what led to the opening. If the opening came through a firing, keep this part brief and professional. Explain the relevant challenges facing the company, and how you and the leadership needed someone with answers to those challenges. This applies even to low-level promotions, as all roles in the company are important.
Introduce the Honoree
Name the person being promoted. Identify his current job position, mention other important roles he has held in recent times, and state how long he has been with the company. Then describe the qualities he has that make him a superior choice for the new role. This is a good time to tell an amusing, relevant anecdote about the employee's past triumphs.
Explain the New Role
Wade into the future a little bit by talking about what the newly promoted employee's new job will be. Describe some of the new challenges and opportunities the employee will face in the new role. Connect this with the company's goals and its strategic position in the present. Set high expectations -- the employee has earned the right to live up to them.
Identify Other Changes
After explaining the situation and giving out praise to the promoted employee, go into some practical details about what's going to change in the office. Anyone whose workflow stands to be altered by the promotion will appreciate hearing about what changes you anticipate for them, and about what steps they need to take, if any, to keep on top of their own work.
Josh Fredman is a freelance pen-for-hire and Web developer living in Seattle. He attended the University of Washington, studying engineering, and worked in logistics, health care and newspapers before deciding to go to work for himself.