How to Best Reach Your Deskless Employees for Maximum Engagement

In the modern workplace, effective communication with deskless employees — those who don’t work in front of a computer all day — is more important than ever. This class of employee, which includes retail associates, healthcare providers, field service workers, sales forces, manufacturing staff, and others, often lacks immediate access to email or company portals that their “desked” counterparts do. The nature of their roles presents unique challenges for delivering important HR and company communications, as well as challenges keeping these team members engaged and feeling included.  

Here are 14 of the most effective strategies we use to help employers reach deskless employees and foster engagement and inclusivity.

1. Leverage Mobile Technology

Mobile phones represent a powerful tool for reaching deskless employees, since most of them carry a smartphone these days. Prioritizing mobile-friendly content — like emails, documents and web pages that are “responsive” and optimized for mobile viewing — ensures that critical information is accessible anywhere. For urgent updates, consider using dedicated company apps and mobile push notifications, which offer a fast, reliable way to alert employees instantly of something worthy of their time and attention.

2. Engage Employees Through Text Messaging

Similarly, and perhaps more simply, text messaging remains a highly effective way to communicate directly with deskless employees. With high open and response rates SMS is highly effective for timely updates, like benefit enrollment reminders or links to relevant company news. Keep messages brief and actionable, linking to further resources as needed. (And remember to make sure those links are optimized for mobile.)

3. Utilize Bite-Sized Video Content

Short videos can simplify complex information and make it more engaging. A quick one- to two-minute video on key topics, such as the announcement of a new benefit or other company update, is easy for employees to consume during breaks or team meetings. Videos can be shared via email, text, QR codes on posters, or even on screen monitors placed strategically throughout the work environment. Including these videos in team huddles can also facilitate discussion and questions in real time.

4. Implement Digital Signage

Many workplaces, like manufacturing plants, use digital signage to display rotating and updatable messages. This format is effective for quick updates or reminders, especially when combined with QR codes that link to more in-depth information. As noted above, digital screens are typically located in common areas (such as a cafeteria or lounge), maximizing visibility and access.

5. Don't Overlook Printed Materials

While digital tools are increasingly popular, printed materials remain a useful way to reach deskless employees. Set up designated areas — perhaps a “benefits corner” in the break room — with printed brochures, posters and flyers that employees can browse at their convenience. Modern print-on-demand options available today allow team leaders to refresh materials regularly without prohibitive costs.

6. Engage Team Leaders and Supervisors

Supervisors and team leaders can be your first line of communication with the extended teams and deskless workers. Equip them with toolkits that outline what the supervisor needs to know, do and say via brief overviews, talking points, print materials and a library of relevant links. Having trusted leaders relay important information and answer questions reinforces messages and builds trust, without the onus always falling to the HR team or ownership/management.

7. Set Up Self-Service Kiosks

Where possible, set up self-service kiosks in common areas so employees can access company resources at their own pace and in their own time. Although less common today, kiosks can still be effective in environments like hospitals or manufacturing plants, where deskless workers may need some sort of digital tool to access company portals when they might not have a dedicated company computer.

8. Use Creative, Contextual Marketing

Meeting employees “where they are” is key. Consider placing HR-related information in the cafeteria on tray liners, table-tent cards, or mirror or window clings, capturing people’s attention during breaks when they are more apt to be free from other distractions. This approach has proven successful in wellness campaigns, for example (when and where people are focused on diet, as in the cafeteria), but can be applied across other HR communications beyond wellness.

9. Offer an Accessible Central Portal

Make all HR, benefits, and rewards information available in one centralized portal, ideally one optimized for mobile access. As we’ve suggested previously, consistently remind employees of this “single source of truth,” so they can access essential resources and updates anytime, anywhere, and as needed.

10. Consider Physical Mailings to Homes

Don’t overlook traditional mail as a way to reach deskless employees. Mailing critical updates directly to homes ensures both the employee and their family members gain access to benefits and other essential information. This approach can be particularly helpful during enrollment periods or major policy changes and has the added benefit of bringing your employees’ families into your own corporate family.

11. Use Audio and Podcast-Style Updates

For on-the-go employees, audio updates or podcasts can be a practical way to keep people informed. Short recorded announcements allow employees to listen while commuting or on break, without forcing them to read to catch up. This format works well for conveying detailed information that might otherwise be missed by those who prefer to consume content by ear, rather than by eye.

12. Cultivate Peer Ambassadors

Identifying ambassadors within the deskless workforce can help boost communication effectiveness. Ambassadors can serve as a bridge between HR and employees, answering questions, offering reminders, pointing people to appropriate resources, and collecting feedback. This peer-to-peer approach can be especially impactful for wellness programs and HR-related initiatives, as they feel less like top-down mandates and more like community-led initiatives.

13. Utilize Social Media and Internal Chat Platforms

Leveraging internal social media groups or chat platforms allows employees to access information in real time and stay connected with coworkers on platforms that feel friendly and familiar to most folks. These platforms foster employee-driven communication and can be accessed easily from mobile devices, creating a sense of community that comes from “social networking.”

14. Invite Two-Way Communication

Effective communication isn’t just about sending information; it’s also about receiving feedback. Distributing traditional suggestion boxes, pushing out occasional text surveys, or scheduling short feedback sessions are all great ways to encourage employees to share their thoughts and concerns. This not only fosters engagement but also helps the employer and management stay attuned to employees' needs.

Meet Them In the Moment…Every Moment

Connecting with deskless employees effectively requires a blend of digital, mobile, and traditional communication methods. By meeting employees where they are — whether on their phones, on the road, in the break room, at home, or convening with peers — companies can foster meaningful team engagement and ensure that important information reaches everyone.

‍