10 Communication Best Practices You Should Know to Improve Employee Engagement

Sadly, only about 23% of employees around the world are excited and involved in their work. These lucky ones find their work meaningful, feel close to their team and company, and are proud of what they do. Leaders play a big role in how employees feel about their jobs. According to the Gallup State of the Global Workforce 2023 Report, 41% of people said they are not engaged because of their leaders and the work culture.

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You can prevent “quiet quitting” by improving your work culture, so your employees feel comfortable speaking up instead of silently checking out.

With my team, I focused on improving our communication. I reinstated regular meetings and training sessions where team members could openly share their successes and challenges. This not only improved our communication but also boosted the team’s motivation and performance. Here are ten simple practices that can greatly improve your employee engagement.

#1. Keep Communication Open

Open communication is key to employee engagement. Early on, I adopted an open-door policy, allowing my team to share their concerns, ideas, and feedback anytime. This broke down barriers and built trust. When employees feel heard, they are more likely to stay engaged and dedicated to their work.

Open communication means making sure everyone in the workplace can easily share their thoughts, ideas, and concerns. It helps build trust and makes employees feel valued and heard. Here are some simple steps to achieve open communication:

Steps to keep communication open:

Schedule Weekly Meetings: Have a weekly team meeting where everyone can share updates and discuss any issues.

Create Feedback Forms: Set up an anonymous online form where employees can leave feedback and suggestions.

Practice Active Listening: Make a habit of listening carefully to employees and acknowledging their input.

Send Regular Updates: Share a weekly newsletter with important company news and updates.

Implement an Open-Door Policy: Make sure managers’ doors are always open for employees to come in and talk.

Encourage Questions and Discussions: Promote an environment where questions are welcomed and answered thoughtfully.

Recognize Achievements Publicly: Use meetings and emails to celebrate employee accomplishments.

Offer Communication Training: Provide workshops to help employees develop better communication skills.

By following these steps, you can create an open and communicative workplace where employees feel engaged, valued, and connected.

#2. Encourage Regular Feedback

Feedback should go both ways. I set up regular feedback sessions throughout the year, not just during annual reviews. This ongoing conversation helped me understand the team’s challenges and successes. For example, one team member suggested a small change in our workflow that saved us hours each week. Feedback helps everyone grow, not just fix mistakes.

Encouraging regular feedback means creating a work environment where employees feel comfortable sharing their thoughts, ideas, and concerns with their managers and colleagues. This open communication helps everyone understand each other better and makes it easier to solve problems and improve the workplace.

Simple steps to achieve regular feedback

Hold Regular Meetings: Schedule regular one-on-one meetings between managers and employees. These can be weekly, bi-weekly, or monthly. Use this time to discuss progress, challenges, and ideas. Keep the meetings informal and friendly to make employees feel at ease.

Create an Open Door Policy: Let employees know they can approach their managers anytime with questions or concerns. Make sure managers are approachable and willing to listen without judgment.

Use Surveys and Suggestion Boxes: Provide anonymous ways for employees to give feedback if they are uncomfortable speaking up directly. Regularly review the feedback and take action on common issues.

Give Constructive Feedback: Managers should regularly give positive and constructive feedback to employees. This helps employees understand what they are doing well and where they can improve. Be specific, and focus on behaviors rather than personal traits.

Encourage Peer Feedback: Allow employees to give feedback to each other. This can help build a supportive team environment. Use team meetings or collaborative tools to facilitate this.

Recognize and Reward Feedback: Show appreciation for employees who provide valuable feedback. This can be done through public recognition or small rewards. Highlight how their feedback has helped improve the workplace.

Follow-Up: After receiving feedback, make sure to follow up with employees to show that their input is taken seriously and acted upon. Communicate any changes or improvements made as a result of their feedback.

Training for Managers: Provide training for managers on how to give and receive feedback effectively. This ensures that feedback is handled professionally and constructively. Include role-playing exercises in the training to practice feedback scenarios.

By encouraging regular feedback, companies can create a more engaged, productive, and happy workforce. Following these simple steps can help establish a culture of open communication where everyone feels valued and heard.

#3. Use Different Communication Methods

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People have different communication preferences. Some prefer face-to-face meetings, while others like written messages. I found it important to use various channels, emails, instant messaging, video calls, and in-person meetings, to keep everyone informed. This ensures that important messages aren’t missed and suit everyone’s preferences.

Using Different Communication Methods means using various ways to share information with your employees. This is important because people have different preferences for how they like to receive information. Some may prefer emails, while others might like face-to-face meetings or instant messages. Using multiple methods ensures everyone stays informed and feels included.

Here are simple steps to achieve this:

Identify Communication Preferences: Ask your employees how they prefer to receive information. Conduct a quick survey or have a casual conversation to find out if they prefer emails, meetings, phone calls, or instant messages.

Use Emails for Detailed Information: Send important updates and detailed information via email. Write clear and concise emails that cover all the necessary details. Ensure the subject line is specific so employees know what the email is about.

Hold Regular Meetings: Schedule regular team meetings to discuss important topics face-to-face. Set a fixed time for weekly or monthly meetings. Use this time for updates, feedback, and open discussions. Encourage everyone to participate and share their thoughts.

Use Instant Messaging: Use instant messaging apps for quick and informal communication. Create group chats for teams or projects. Use these chats for quick updates, reminders, and informal conversations. This keeps everyone in the loop and allows for immediate responses.

Use Video Calls for Remote Teams: Schedule video calls for teams that work remotely. Use video conferencing tools to hold virtual meetings. This helps remote employees feel more connected and engaged with the team.

Post Updates on Internal Platforms: Share important news and updates on internal communication platforms. Use tools like company intranets, bulletin boards, or employee portals to post updates, announcements, and important documents. Ensure all employees know how to access these platforms.

Provide Training on Communication Tools: Ensure all employees know how to use the various communication tools. Offer simple training sessions or tutorials on how to use email, instant messaging apps, video conferencing tools, and internal platforms.

Encourage Feedback: Ask for feedback on your communication methods. Regularly check in with employees to see if they feel informed and if they have suggestions for improving communication. Make adjustments based on their feedback.

By using different communication methods, you ensure that all employees receive information in a way that suits them best, leading to better engagement and a more connected team.

#4. Be Honest and Transparent

I made it a habit to share as much information as possible with my team, whether it was about company goals, upcoming changes, or decisions. Once, when the company faced challenges, I openly discussed the problems and our plans to solve them. This honesty kept the team motivated and focused on solutions, rather than feeling uncertain.

Being honest and transparent means sharing information openly and truthfully with employees. It helps build trust, makes employees feel valued, and keeps everyone on the same page. Here’s why it’s important and how to do it:

Simple steps to achieve honesty and transparency:

Share Information Regularly: Hold regular meetings to update employees on company news, goals, and changes. Send out newsletters or emails with important updates.

Be Clear and Direct: Use simple language that everyone can understand. Avoid jargon and complicated terms.

Admit Mistakes: If something goes wrong, acknowledge it openly. Explain what happened and how it will be fixed.

Invite Feedback: Ask employees for their opinions and suggestions. Create channels for anonymous feedback if needed.

Explain Decisions: When making decisions that affect employees, explain why they were made. Share the reasoning behind changes in policies or procedures.

Be Accessible: Make sure leaders are approachable and available to talk. Encourage an open-door policy where employees can come with questions or concerns.

Follow Through: If you promise something, make sure to deliver on it. Consistency between words and actions builds credibility.

By being honest and transparent, you create a trusting, open, and supportive workplace where employees feel engaged and valued.

#5. Encourage Team Collaboration

I organized regular team-building activities and collaborative projects. This improved communication and helped team members understand each other’s strengths and working styles. One memorable event was a hackathon where we brainstormed and developed new ideas for our product. The creativity and energy during these sessions were amazing and brought the team closer together.

Working together as a team is crucial for improving employee engagement. When employees collaborate, they feel more connected to their colleagues and the company, which makes them more enthusiastic about their work. Here are some simple steps to encourage team collaboration:

Steps to encourage team collaboration:

Create a Friendly Environment: Foster a workplace where everyone feels comfortable and valued. Encourage open communication and respect for different opinions.

Set Clear Goals: Ensure that everyone understands the team’s objectives. Make sure each team member knows their role and how it contributes to the overall goal.

Use Collaboration Tools: Provide tools like project management software, chat platforms, and shared documents to facilitate teamwork. Teach employees how to use these tools effectively.

Organize Regular Meetings: Hold regular team meetings to discuss progress, share ideas, and address any issues. Make sure everyone has a chance to speak and contribute.

Encourage Team Building Activities: Plan activities that help team members get to know each other better, such as team lunches, outings, or workshops. These activities build trust and improve communication among team members.

Recognize and Reward Team Efforts: Acknowledge the hard work and achievements of the team. Offer rewards or incentives for successful team projects to motivate employees.

Provide Support and Resources: Ensure the team has access to the necessary resources and support to complete their tasks. Be available to help and provide guidance when needed.

Promote a Positive Attitude: Encourage a positive attitude within the team by celebrating successes and learning from failures. Keep the team motivated and focused on their goals.

#6. Recognize and Appreciate Efforts

Recognition is a powerful motivator. I made it a point to publicly acknowledge individual and team achievements, whether through a shout-out during a meeting, a thank-you note, or a small reward. These gestures greatly boosted morale and engagement. Employees who feel valued are more likely to be engaged and perform well.

Recognizing and appreciating efforts means letting employees know that you notice and value the hard work they put in. When employees feel appreciated, they are more likely to stay motivated and engaged. Here’s a thorough explanation and simple steps to achieve this:

Simple steps to recognize and appreciate efforts

Give Regular Feedback: Provide feedback regularly, not just during annual reviews. Mention specific actions or achievements.

Celebrate Achievements: Celebrate both big and small accomplishments. This could be through team meetings, emails, or company newsletters.

Say Thank You: A simple “thank you” can go a long way. Say it in person, in emails, or through messages.

Use Public Recognition: Recognize employees in front of their peers. This could be during team meetings or through a company-wide email.

Provide Opportunities for Growth: Show appreciation by offering opportunities for professional development, such as training programs or new responsibilities.

Personalize Recognition: Tailor your recognition to the individual’s preferences. Some might prefer public praise, while others might appreciate a private note.

Reward Efforts: Offer tangible rewards like gift cards, bonuses, or extra time off for exceptional work.

Create a Culture of Appreciation: Encourage everyone in the company to recognize each other’s efforts. Make appreciation a part of the daily routine.

Recognizing and appreciating efforts is a simple yet powerful way to improve employee engagement. By following these steps, you can create a positive work environment where employees feel valued and motivated to give their best.

#7. Offer Professional Development Opportunities

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Investing in your team’s growth is crucial. I encouraged my team to pursue training and development opportunities, such as workshops, courses, or conferences. One team member, who was initially hesitant about taking on more responsibility, thrived after attending a leadership workshop. Providing these opportunities not only improved their skills but also showed them that the company cared about their growth.

Offering professional development opportunities is a great way to improve employee engagement. It means giving your employees chances to learn new skills, grow in their careers, and advance within the company. When employees feel they are growing and have a future with the company, they are more likely to be engaged and motivated.

Steps to offer professional development opportunities:

Identify Skills Needed: Find out what skills are important for your employees to learn. This could be new technology, leadership skills, or specific job-related knowledge.

Create a Development Plan: Work with each employee to create a personalized development plan. This plan should outline the skills they want to learn and how they can achieve them. Include short-term and long-term goals.

Provide Training Programs: Offer training sessions, workshops, and courses. These can be done in-house, online, or through external providers. Ensure the training is relevant and practical.

Encourage Continued Education: Support employees who want to take further education courses or certifications. This could include paying for part of their tuition or providing time off to study.

Mentorship and Coaching: Pair employees with mentors or coaches who can provide guidance and share their expertise. Regular meetings with a mentor can help employees stay on track and feel supported.

Career Pathing: Clearly outline potential career paths within the company. Show employees how they can move up the ladder and what they need to do to get there. Regularly discuss their progress and opportunities for promotion.

Provide Learning Resources: Give access to books, online courses, and other learning materials. Create a library of resources that employees can use to improve their skills.

Recognize and Reward Growth: Acknowledge employees who are making an effort to develop their skills. This can be through awards, bonuses, or public recognition. Celebrating their achievements motivates others to follow suit.

#8. Promote Work-Life Balance

I learned this the hard way when I noticed my team burning out during a particularly intense project. By encouraging flexible working hours, and remote work options, and ensuring that workloads were manageable, I helped my team find a balance that worked for them. A well-rested and happy team is a productive and engaged team.

Work-life balance means helping employees have a good mix of work time and personal time, so they don’t feel overwhelmed or stressed. When employees have a healthy balance, they are happier, more engaged, and more productive. Here’s how promoting work-life balance can improve employee engagement and some simple steps to achieve it:

Simple steps to achieve work-life balance

Set Clear Work Hours: Encourage employees to stick to regular work hours and not work late unless necessary. Let employees know it’s okay to disconnect from work after hours.

Encourage Breaks: Remind employees to take short breaks throughout the day to rest and recharge. Promote taking a proper lunch break away from their desk.

Offer Flexible Schedules: Allow employees to choose their start and end times within reason. Offer options for remote work or flexible hours to help them manage personal commitments.

Lead by Example: Managers should also practice work-life balance to set a good example. Avoid sending emails or work requests after hours unless it’s an emergency.

Provide Wellness Programs: Offer programs that focus on physical and mental well-being, like yoga classes, meditation sessions, or fitness memberships. Encourage employees to use their vacation days and take time off to rest.

Create a Supportive Environment: Foster a culture where employees feel comfortable discussing their work-life balance needs. Be understanding and supportive of personal issues that might affect work.

Set Realistic Goals: Set achievable goals and deadlines to prevent employees from feeling overwhelmed. Break down large projects into manageable tasks.

Regular Check-ins: Have regular one-on-one meetings with employees to discuss their workload and stress levels. Offer support and adjustments if an employee is struggling to maintain balance.

By promoting work-life balance, companies can ensure that their employees are happier, healthier, and more engaged. It’s about showing employees that their well-being matters, which in turn, benefits both the employees and the company.

#9. Set Clear Goals and Expectations

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I made sure that every team member understood their role, the team’s objectives, and how their work contributed to the larger goals of the organization. Regularly revisiting and adjusting these goals kept everyone aligned and focused. Clear expectations also reduced misunderstandings and frustration, leading to a more harmonious and productive work environment.

When goals and expectations are clear, employees know exactly what is expected of them. This clarity helps them feel more confident and focused on their tasks. It also reduces confusion and mistakes, leading to better performance and satisfaction.

Simple steps to achieve this:

Define Specific Goals: Break down big tasks into smaller, clear objectives. Make sure each goal is specific, measurable, achievable, relevant, and time-bound (SMART).

Communicate Clearly: Use simple and direct language to explain goals and expectations. – Avoid jargon or complex terms that might confuse employees.

Provide Written Instructions: Write down the goals and expectations in a document. Share this document with everyone involved.

Discuss and Clarify: Have a meeting or conversation to explain the goals and expectations. Encourage employees to ask questions if they are unsure about anything.

Set Deadlines: Clearly state when each goal or task should be completed. Ensure the deadlines are realistic and achievable.

Provide Examples: Give examples of what a completed task looks like. This helps employees understand what you are looking for.

Follow Up Regularly: Check in with employees regularly to see their progress. Offer support and guidance if they are facing any challenges.

Give Feedback: Provide constructive feedback on their work. Praise good performance and offer improvement tips where needed.

Adjust Goals if Necessary: Be flexible and open to adjusting goals if circumstances change. Communicate any changes clearly to the team.

Encourage Open Communication: Create an environment where employees feel comfortable sharing their thoughts and concerns. Listen actively and address any issues promptly.

By following these steps, you can set clear goals and expectations, which will help improve communication and employee engagement. Employees will feel more aligned with the company’s objectives and more motivated to achieve them.

#10. Practice Active Listening

This means truly understanding what someone is saying, not just waiting for your turn to speak. During meetings and one-on-one sessions, I made it a point to listen carefully, ask questions, and clarify doubts. This practice helped me build stronger relationships with my team and understand their perspectives better. It also encouraged them to be more open and communicative.

Active listening is a vital communication skill that helps build strong relationships and improve employee engagement. When you practice active listening, you show your employees that you value their thoughts and feelings. This makes them feel heard and appreciated, which boosts their motivation and commitment to their work.

Steps to practice active listening:

Pay Full Attention: Put Away Distractions. Turn off your phone or close your laptop when someone is talking to you. This shows that they have your undivided attention.
Make Eye Contact- Look at the person who is speaking. This helps you stay focused and shows that you are interested in what they are saying.

Show That You Are Listening: Nod Occasionally. Nodding your head lets the speaker know you are following along.
Use Verbal Cues- Simple words like “I see,” “Yes,” or “Interesting” can encourage the speaker to continue.

Provide Feedback: Paraphrase- Repeat what you heard in your own words. For example, “So, what you’re saying is…”
Ask Questions: If something is unclear, ask questions to gain a better understanding. For instance, “Can you explain more about…?”

Don’t Interrupt: Wait for Your Turn. Let the speaker finish their thoughts before you respond. Interrupting can make them feel undervalued.
Avoid Jumping to Conclusions: Listen fully before forming your response or opinion.

Respond Appropriately: Be Honest. Share your thoughts and feelings honestly and respectfully. Even if you disagree, express your views in a way that respects the other person’s perspective.

By practicing active listening, you can create a positive and productive workplace where everyone feels valued and engaged.

Here’s a checklist on Communication Best Practices to Improve Employee Engagement

Checklist-on-Communication-Best-Practices-to-Improve-Employee-Engagement Download

Why Is Employee Engagement Important?

Studies show that 92% of business leaders think engaged employees perform better, which helps their teams and the business succeed. Sounds good, right? That’s because employee engagement is crucial for any business, no matter its size or financial status. Your employees are key to your business’s success.

While many companies see their products as their biggest asset, they often overlook that their people are what keep things running smoothly. Companies that value their employees benefit from having a dedicated, passionate, and skilled workforce.

I was able to improve my team communication, using the strategies I shared above, I reinstated regular meetings and training sessions where team members could openly share their successes and challenges, and my company experienced a significant increase in the general workforce and output of the company.

Among many other benefits of having a dedicated, passionate, and skilled workforce, here are the major benefits we enjoyed:

#1. Higher Productivity

We noticed that our most engaged team members were the ones who consistently met and exceeded their targets. They were more likely to stay late to finish projects and took pride in delivering high-quality work. This not only improved our project completion rates but also boosted the overall performance of the team.

When employees are engaged, they are more focused and dedicated to their work. They work harder and find efficient ways to complete tasks. This means they get more done, which boosts the company’s overall productivity.

#2. Better Quality Work

I remember the content editor noted that my team’s content had high engagement levels. We produced well-researched, error-free articles that were highly praised by our clients. The pride we took in our work reflected in the quality of the content we delivered, setting us apart from competitors.

Engaged employees care about their work and aim for excellence. They pay attention to details and produce high-quality results. This reduces mistakes and improves the quality of products or services, making customers happier.

#3. Lower Turnover

During a marketing campaign for a client, As a result of our robust employee engagement program that included regular feedback sessions, recognition, and growth opportunities, our turnover rate was significantly lower than the industry average. This stability allowed us to maintain a cohesive team and build long-term client relationships.

Hiring and training new staff can be expensive. Engaged employees are more satisfied with their jobs and feel loyal to their company, making them less likely to leave. This helps the company keep experienced workers and reduces costs related to turnover.

#4. Improved Customer Satisfaction

The same measures were adopted in managing my company’s customer service team, I observed that our engaged employees were the ones receiving the most positive feedback from customers. Their genuine interest in solving customer issues and their proactive approach led to higher customer satisfaction scores and repeat business.

Engaged employees provide better customer service. They are attentive and go the extra mile to ensure customers are happy. Satisfied customers are more likely to return and recommend the company to others, boosting sales and reputation.

#5. Increased Innovation

We encouraged employee engagement through brainstorming sessions and open forums for idea sharing. This approach led to several innovative product features that significantly improved our market position. Employees felt their contributions were valued, which further fueled their engagement and creativity.

Engaged employees are more creative and willing to share new ideas. They feel responsible for the company’s success and think of innovative solutions. This can lead to new products or processes that give the company an edge over competitors.

#6. Stronger Teamwork

We once handled a project for a non-profit organization, and our high engagement levels fostered strong teamwork. We regularly held team-building activities and celebrated achievements together. This togetherness and mutual support led to more effective project execution and a positive work atmosphere.

Engaged employees work well with their colleagues. They communicate openly, share ideas, and support each other. This strong teamwork leads to better problem-solving and a more efficient work environment.

#7. Better Company Reputation

Our company has been known for its excellent employee engagement practices. This reputation helped us attract skilled professionals who were eager to join a supportive and dynamic work environment. Additionally, our engaged workforce enhanced our brand image, leading to more business opportunities.

Companies with engaged employees are seen as great places to work. This positive image attracts talented people and strengthens relationships with customers and partners. A good reputation makes the company a preferred choice for job seekers and business deals.

#8. Higher Profits

With time, we implemented several employee engagement initiatives such as recognition programs, career development opportunities, and wellness programs. Over time, we saw a significant increase in sales and profit margins. The engaged workforce was a key factor in achieving these financial successes.

All these benefits, higher productivity, better quality work, lower turnover, improved customer satisfaction, increased innovation, stronger teamwork, and a better reputation, lead to higher profits. Engaged employees drive the company’s success by working effectively and producing great results, which boosts the company’s bottom line and ensures long-term growth.

In summary, employee engagement is a key factor that improves many areas of a company’s performance. By creating a culture of engagement, companies can see big improvements in productivity, quality, employee retention, customer satisfaction, innovation, teamwork, reputation, and profitability.

Let’s see the major obstacles to communication in employee engagement

Barriers to Effective Communication

These communication barriers are obstacles that prevent clear and effective communication between employees and management. These barriers can make it harder for employees to feel connected, motivated, and engaged in their work. Here are some common barriers:

1. Language Differences: When employees speak different languages or have different levels of language proficiency, it can lead to misunderstandings and confusion.

2. Cultural Differences: Different cultural backgrounds can lead to different communication styles, values, and expectations, causing misinterpretations and conflicts.

3. Poor Listening Skills: If managers or employees do not actively listen to each other, important information may be missed, and issues may not be fully understood.

4. Lack of Feedback: Without regular and constructive feedback, employees may feel unsure about their performance and less motivated to improve.

5. Information Overload: When too much information is shared at once, employees can feel overwhelmed and may not be able to process or retain important details.

6. Physical Barriers: Physical distance or poor work environment (like noisy spaces) can hinder effective communication.

7. Emotional Barriers: Personal feelings, such as stress or frustration, can affect how messages are sent and received.

8. Technological Barriers: Problems with communication tools, such as unreliable internet connections or complex software, can disrupt communication.

9. Lack of Trust: If there is a lack of trust between employees and management, open and honest communication becomes difficult.

10. Unclear Messages: When messages are not clear or are too vague, employees may not understand what is expected of them.

By recognizing and addressing these barriers, organizations can improve communication and, in turn, boost employee engagement and satisfaction.

Summary

In summary, improving communication and engagement is an ongoing process. It requires continuous effort, adaptation, and a genuine commitment to your team’s well-being. By implementing these ten best practices, just like with my team, you too can see remarkable improvements in your team’s morale, productivity, and overall engagement.

Bonus Answers to FAQs.

What is an example of a communication best practice?

The best way to communicate is to actively listen and use clear, simple messages. Make sure your message fits the needs and preferences of your audience. This helps everyone understand each other and stay engaged.

What are the 5 C’s of employee engagement?

The 5 C’s of employee engagement—Care, Connect, Coach, Contribute, and Congratulate—are essential for creating a happy and effective team. By using these methods, companies can boost employee happiness, keep staff longer, and enhance overall performance.

What are 5 ways to boost employee engagement?

Here are some ways to make employees more engaged:

1. Follow the company’s values, mission, and purpose.

2. Give regular feedback to employees.

3. Recognize and reward good work.

4. Train managers to engage with their teams.

5. Focus on employees’ physical and mental health.

What are the 4 key parts of employee engagement?

The Four Essentials of a Happy Workforce are: Enable, Empower, Engage, and Encourage. Each plays a big role in creating a positive and productive workplace. This helps keep the best employees happy and staying with the company.

References

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10 Communication Best Practices You Should Know to Improve Employee Engagement

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What is Employee Engagement