How to Write a Positive Message

by Lisa McQuerrey; Updated September 26, 2017
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Communicating with your employees keeps them abreast of what's going on in the company but also conveys the tone you want to set. Putting a positive spin on communications can boost morale, improve performance and give employees a sense of satisfaction in working for your business.

Have a Purpose

Focus on the main point of your communication -- for example, relaying a boost in earnings, announcing a new hire, providing satisfied customer feedback or expressing thanks for teamwork and collaboration. The communication should be short, sweet and to the point. For example: “We got zero customer complaints over the last 10-day period. Thanks for taking such great care of our clients. We appreciate everything you do!"

Name Names

Give credit where credit is due, both to reward employees who deserve a pat on the back as well as to encourage and motivate others in the organization. Call out specific departments and work teams to create a sense of appreciation for group initiatives. For example: “Jane Smith and John Dell exceeded their sales goals this month by 20 percent. Way to represent the company and do yourself proud!"

Be Specific

Use numbers and tangible data in your positive messaging to demonstrate what the news means to the company. This gives employees a greater sense of involvement because they can see how their contributions positively impact the organization as a whole. For example: “For the third year in a row, we were named one of the best places to work in the greater metropolitan area. Our turnover last year was 10 percent, the lowest in this geographical area. Thanks for being one of the most dynamic teams in this industry!”

Use Positive Language

Use words and terms that convey a positive and uplifting message. For example, phrases such as “proud to announce,” “exceeded expectations” and “showed superior levels of customer service” can excite and invigorate staffers. Terms like "professionalism," "outgoing," "cutting-edge," "industry-leading," "hard-working," "dedicated" and "talented" can further boost confidence and raise morale.

Positivity in Tough Times

Not all news is good news. When you have to convey negative or discouraging information, do so with honesty and with a look at the bright side, where possible. For example, "While the company's transfer of ownership may feel overwhelming at the moment, I'm confident the move will bring great benefits and increased opportunities for all of us down the road," or, "Even though we didn't make our financial goal for the quarter, I'm confident that the talent and expertise of our sales staff will pull us through in the coming months."

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