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Workforce communications are nolonger a “nice to have.” they are a critical component of attracting,retaining and engaging the Workforce. In fact, a recent study by WatsonWyatt1 showed that effective employee communications can increaseshareholder value by as much as 47 percent. That’s Why more and moreemployers are leveraging a variety of innovative communicationstechnologies to achieve their communication goals. Information-focused workers benefit most from communications that areavailable on demand via the internet, collaborative, personalized,searchable and in context to their daily work/life tasks and events.Effective, technology-driven communications can help organizationsbrand themselves as innovative employers of choice; engage employeesfrom “day zero” with a personalized onboardingexperience; create a dynamic employee portal; allow information andwork culture to be shared across locations and functional areas andhelp employees become more informed consumers of benefits and other hrservices. This article examines a variety of on-demand workforce communicationtechnologies, including portals, on-demand knowledgebase and decisionsupport applications, on-demand total rewards statements and onboardingtechnologies. The Workforce is Ready for Technology as a Means of Communicating and Managing EventsMost technology-based communications are delivered to the workforce via an employee portal.but the first thing hr executives might ask when considering this topicis, “if we build it, will they come?” and the answer is yes! today’sworkers leverage internet technologies every day – they go online toshop for cars, pay their bills, model mortgage loan rates, make travelarrangements and much more. it makes sense that they want the samecapabilities to access work information and manage their day-to-daywork and life events.The Problem with Employee Portals Portals have a wide range of definitions – from an enterprise-levelportal with an hr component to an employee/hr intranet (available onlyat work) or extranet (available from work or home). for the purpose ofthis article, we’ll describe portals as "a single site where members ofthe workforce can access – on demand – the information, decisionsupport tools and transactions they need to manage their work and lifeevents." An employee portal is not a new concept. in fact, in companies withmore than 500 employees, portals have become mainstream – 75 percentnow have a portal or plan to implement one in the next 18 months. butin too many cases, portals have not met employers' expectations – theybuilt them, but the members of the workforce didn’t come. the reasonsmost frequently cited are: 1. The portal contains mostly self-service transactions, such as anemployee self-service solution or a benefits enrollment application,but does not have the related information or decision support tools theemployee needs to complete the transaction. 2. If there are communications on the site – handbooks or benefitsinformation, for example – they are generic, often-out-of-date, staticand not easily searchable for relevant information. 3) To create a more usable, effective and dynamic employee portal, manyemployers are turning to on-demand knowledgebase and decision supportapplications. On-Demand Knowledgebases An on-demand knowledgebase is anapplication that holds all of an employer’s policies, benefitsinformation and much more in a delivery mode that provides to anemployee only the personalized information that is relevant to him orher – based on position and/or location. these applications are usuallyhosted, so even if a portal is available only at work, an employee canstill access the knowledgebase at home via the web. Most important, they are searchable – making it easy for employees tofind what they need – when they need it. for example, combining thefeatures of on-demand, personalized and searchable, let’s take anexample of an employee who is expecting a baby and searches theknowledgebase on "maternity coverage.". This search would link to a page that showed the employee maternitycoverage for his or her specific health plan – allowing the employee toget the info needed – “just in time” – without having to call thirdparties such as hr or a provider. additionally, some knowledgebaseshave life event checklists that can help walk employees through thethings they need to do – such as apply for maternity leave – and linkto all relevant forms and personalized company policies. If the knowledgebase is offered in a software-as-a-service (saas)model,then the vendor will even maintain the information for the employer.While many smaller companies deploy knowledgebases as their portal,most mid- and larger-market companies integrate knowledgebases intotheir existing portal and self-service applications – so that theinformation is presented to employees within the context of theirself-service transactions. For example, if a company has integrated a benefits knowledgebase withits benefits enrollment self-service solution, employees who want tounderstand plan options during open enrollment can do side-by-sidecomparisons of all the plans for which they are eligible – simply byclicking a link within the self-service application. most importantagain is the personalization – employees will be able to compare onlythose plans for which they are eligible. Decision Support Technologies Technology can not only helpemployers better communicate with employees, it can provide tools tohelp employees make more informed decisions. best-in-classorganizations are, for example, providing employees with innovativedecision support tools to help the workforce become more informedbenefits consumers. health care cost containment is a major concern fortoday’s employers, and most have had to increase employee premiums tohelp offset costs – creating a burden for the employer and theemployee. to contain costs further, many employers have turned to highdeductible health plans (HDHPS), but employees have not widely embracedthese plans – largely because they do not fully understand theadvantages and potential impact. that’s why it is important to leveragetechnology to help employees make the right choices when it comes to hrservices such as benefits. there are a variety of innovative decisionsupport tools on the market today – such as medical cost estimators,dynamic plan comparisons, HSA/FSA modeling tools, needs analyses – thatcan effectively drive the right employees to the right plans. Deploying these tools in a web-based environment – via a portal, as a"stand-alone" or in context to a benefits self-service solution – isalso important because it allows employees to make decisions with the"CEO at home" outside of work hours. On-Demand Total Rewards Statements Another communicationstechnology being widely embraced is the on-demand total rewardsstatement. today’s employers are making substantial investments incompensation packages, but study after study is showing that themajority of employees do not fully understand – or leverage – theirtotal rewards packages. although many companies distribute annualcompensation statements, these are not effective in year-roundmotivation and have no tools to allow employees to model potentialrewards. on-demand total rewards statements have key advantages: 1. They are available year-round – refreshed quarterly, monthly or evenby pay-period – for typically less or about the same cost as a one-timeprinted statement. 2. Information is always up-to-date. 3. Yhey contain tools to allow employees to model parameters such as 401(k) contributions or potential stock option values. 4. They allow for tailored messages to highlight participation – orlack of participation – in programs such as 401(k), espp and othervoluntary programs. 5. They show not only the employee contributions for things such as health care – but also the employers’ rising costs. Additionally, many total rewards statements haveviews for job recruits and line managers – and combine all of anorganization’s compensation-related data fields to provide aconsolidated means of reporting on total compensation. Employers have found that deploying on-demand total rewards statements has helped them: • Ease the pain of increases in health care premium contributions. • More effectively attract and retain employees. • Increase participation in voluntary programs. • Provide managers with an effective tool to have compensation-related discussions during performance reviews. Web-Based Onboarding TechnologiesPerhaps the “hottest” innovation in hr communications today isonboarding. With the current war for talent – and surveys showing thatas many as 80 percent of new hires decide whether or not to stay with acompany in their first six months of employment – employers areembracing the concept of engaging new hires from "day zero" with apersonalized onboarding experience. Web-based onboardingapplications allow employers to give new hires a link to an onboardingportal the day they accept their job offer. The new hire can thenreview company policies, complete forms (such as their W-2 and i-9forms) online, model and elect benefits, read about company culture –even begin to network through linked-in social networking applicationslike blogs and mentor chat rooms. these activities not only increasenew hire productivity on day one, they build a bond with companies thatcan result in higher new hire retention. Some onboarding applicationsalso orchestrate the new hire process by integrating with hr andpayroll applications, providing electronic acknowledgements andorchestrating processes such as provisioning. most will alsoautomatically populate forms once the new hire begins – and can havedelayed effective dates for health care and other benefits. And,ideally, the onboarding application will integrate with a knowledgebaseand work/life events applications to continue the onboarding processthroughout the employee life cycle – further increasing retention. Justabout any company seeking to brand itself as an employer of choice, getnew hires up to speed faster and eliminate the administrative burdensof onboarding is a candidate for these new technologies. new onboardingapplications are also particularly popular among employers with highseasonal hiring, such as amusement parks or retailers, and companieswith complex safety and compliance acknowledgement requirements, suchas health care organizations.