A promotion is nearly always good news for the recipient., attended as it often is by more money, greater status, and higher visibility within the organization. Communicating a promotion to the organization as a whole and to the fortunate staff member takes tact and attention to detail. The employee must understand the new responsibilities, as well as any perks or advantages that accompany the promotion. Communicating a high-level promotion should underscore how the employee adds value to the company.
It can be disconcerting to hear news of progress at work via the proverbial, but all too real, office grapevine. The first party to learn about a promotion should be the employee being promoted. Because the news is important, the announcement must be made in person. Schedule a private meeting, and tell the person about the promotion before word gets out anywhere else. Offer your congratulations, answer any immediate questions about the promotion, and let the employee know when and how you plan to announce the news to the department or the company.
Set up time for the employee with the human resources department to review the details of the new position. Compensation and benefits should be clearly communicated in writing and discussed verbally. In addition, if the new job involves a probationary period, the terms of the probation must be in writing. Job duties and expectations may be communicated by the employee's direct manager or by the human resources department.
It is customary to put promotion announcements in writing for publication, such as in newsletters, by email, or on the company intranet. Include the employee's name and current position, as well as number of years with the company. Educational background can also be included. Express your delight at the news. Tidbits about the employee's life, such as hobbies and interests, can help humanize the message.
If the promotion involves a senior-level position, or occurs at or near the time of an all-company meeting, it may be appropriate to announce it at that meeting. Most employees will enjoy the visibility of a company-wide verbal announcement, although some may shy away from the experience. In any case, making a verbal announcement to the employee's new department is good policy.
