For companies with a large frontline workforce, communication is often the biggest challenge. Many employees don’t work at desks, rarely check emails, may even share devices, or work on different schedules such as night shifts where information easily gets lost. At the same time, getting messages across clearly is critical for productivity, safety, and engagement.
At GuavaHR, we’ve learned a lot from our customers about what really works in practice. Deliverability doesn’t just mean “sending” a message — it means ensuring that the right people actually see, understand, and act on it. Here are five practical ways our customers have improved the reach and quality of their internal communications:
1. Strengthen Onboarding Around Communication
Onboarding sets the tone for how employees will engage with company information. Too often, new hires don’t know where to look for operational information, policy updates, or HR announcements — which leads to missed messages and frustration. A better approach is to build communication habits into the onboarding process. Show employees which channels the company uses, how to log in to digital platforms, and what kinds of updates they should expect. Consider creating a simple “communication checklist” for new starters. When everyone understands from day one where to find information, you reduce confusion later.
What we’ve seen at GuavaHR: New-hire adoption in the first week can vary anywhere from 50% to 100%. It’s consistently higher in companies that include a short communication setup briefing during onboarding. Spending just 5–10 minutes per employee at the start saves hours of follow-up and troubleshooting later on.
2. Create Info Buddies for Non-Tech-Savvy Employees
Not every worker is equally comfortable with digital tools. In frontline industries, there are often employees who are less tech-savvy or hesitant to use apps and platforms. Without extra support, these workers risk being left out of the communication loop.An “info buddy” system is a simple but effective solution. Pair employees who are confident with technology with those who need more help, so they can guide each other in accessing and interpreting messages. This builds inclusion, confidence, and ensures no one gets left behind.
What we’ve seen at GuavaHR: Some companies extend their existing “work buddy” system to also cover communication, or appoint a dedicated communication buddy. This person can support multiple colleagues and becomes the first point of help for communication issues and can also share news with colleagues who are not directly connected. It usually works best when it’s not a frontline manager — managers are often overloaded with urgent tasks, and comms may not be their top priority. A dedicated buddy ensures messages are shared and questions are answered consistently.
3. Segment Messages to Keep Them Relevant
When employees are flooded with updates that don’t apply to them, they stop paying attention altogether. That’s why segmentation is key. By targeting messages to specific shifts, locations, or roles, you can make sure employees only receive what’s relevant.For example, a machine operator doesn’t need the same information as a warehouse manager. By tailoring updates, you not only reduce overload but also increase engagement. People are much more likely to read messages when they know the content is designed for them.
What we’ve seen at GuavaHR: Employees often first hear about important updates through in-app or email notifications. If these are used for random and irrelevant information, employees quickly learn to ignore them. Since notifications are such a crucial trigger for timely communication, companies need to handle them with care and ensure they’re always relevant.
4. Keep It Simple, Clear, and Multilingual
Frontline employees are busy — and often on their feet. They don’t have the time or patience for long, text-heavy announcements. The most effective internal messages are short, visual, and easy to scan: think bullet points, icons, short videos, or infographics.At the same time, many frontline workforces are multilingual. If updates only go out in one language, there’s a high chance that parts of the workforce will miss or misunderstand the content. Giving employees the option to translate key updates into their native languages is a powerful way to improve deliverability, reduce errors, and show respect for cultural diversity. Together, simplicity and accessibility ensure messages truly land.
What we’ve seen at GuavaHR: Since starting with GuavaHR, many companies have shifted toward shorter, more concise messaging. We also see that when employees have a choice, the majority prefer to translate messages and read them in their native language rather than only in the company’s official language.
5. Use QR Codes for Fast, Easy Access
Finally, think about accessibility in physical spaces. Posting QR codes in break rooms, locker areas, or entrances gives employees a quick and effortless way to reach the information they need. Whether it’s a shift schedule, safety guide, or company announcement, all it takes is a scan with a phone camera.This method is particularly effective in frontline industries where employees may not have constant access to computers. It lowers barriers to access and ensures that messages are available to everyone at any time.
What we’ve seen at GuavaHR: Companies have implemented QR codes specifically for creating two-way communication. Employees use them to report safety issues, submit improvement proposals, flag quality control concerns, or even support lead generation. Another strong use case is providing quick access to specific information needed from time to time — for example, training materials or help guides tied to a particular machine or production line.
Takeaway:
Improving deliverability is about more than blasting out messages. It’s about ensuring employees can actually access, understand, and act on the information. By building communication into onboarding, supporting non-tech-savvy colleagues, tailoring updates, keeping communication simple and multilingual, and making access as easy as a QR scan, companies can make sure their internal communications really work.
