Why your employees aren’t reading your emails (and how to fix it)

Sometimes, communicating with your employees can feel like shouting into the void. You’ve sent that email, posted that update, even pinned it to the break room corkboard… yet somehow, they still say, “Oh, I didn’t know about that.”

We get it. In a sea of emails, messages, and notifications, cutting through the noise is tough. But keeping your team informed doesn’t have to feel like an uphill battle. With a little creativity and a lot of intention, you can make sure your messages are not only received but actually read and acted upon.

Here’s how to make it happen.

Say it simply

Think about the last time you skimmed an email that felt endless. Your employees are no different. If your updates are too long or packed with jargon, they’ll be lost faster than a memo in a messy inbox.

Keep it short and sweet. Use bullet points, bold key details, and stick to the main message. If it takes longer than a minute to read, it’s probably too much.

Make it personable

Generic “All Staff” emails aren’t exactly thrilling. People tune out when they feel like the message doesn’t apply to them.

Segment your updates so they’re tailored to the right teams. Whether it’s a new perk for sales, an important policy for remote workers, or a heads-up for managers, show your employees that you know who you’re talking to.

Don’t just email – mix it up!

Email’s great, but it’s not the only way to connect. Got a big announcement? Why not record a quick video? Share an update via your team’s messaging app? Or even host a short, snappy meeting?

Different messages need different formats. If it’s quick and casual, send a chat. If it’s important and detailed, use email. If it’s sensitive or complex, go face-to-face.

Catch their eye with a great subject line

Your subject line is the first thing employees see, so make it work. Think of it as a headline: intriguing, clear, and to the point.

Curiosity is your friend here – tease what’s inside without being vague.

Show you’re human

Skip the robotic, corporate-speak. Employees are people, and people connect with authenticity. Open with a friendly greeting, add a little personality, and sign off like you’d speak in person.

A message that starts with “Hi Team – hope you’re having a great week!” and ends with “Thanks, and let me know if you have questions!” feels far more approachable.

Spark a conversation

Good communication isn’t just a one-way street. Employees need to feel they can ask questions or share feedback. Whether it’s through a survey, a quick chat with a manager, or a suggestion box, make it easy for them to have their say.

And when they do speak up? Act on it. Show them their voices matter.

Choose the right moment

Timing is everything. If you’re sharing a key update, make sure it’s not buried in a Monday morning email blitz or sent during Friday’s post-lunch lull.

Instead, think about when your employees are most likely to engage. Mid-morning or mid-week tends to be the sweet spot.

Final thoughts

Keeping employees in the loop doesn’t have to be complicated. With a little thought and a lot of empathy, you can ensure your messages aren’t just received but understood, appreciated, and acted upon.

So, next time you’re about to hit send, pause and ask yourself: “Would I actually read this?” If the answer’s yes, you’re onto a winner.