Messaging templates for staff implementation

Copy, adjust to your own voice and send. Fill in the items in [brackets]. Send the same message to everyone on your team, so no one reads anything into who heard what.

Team message: Nov. 6 to 12

Send: Nov. 6 or the next workday.

Subject: New job structures are posted; join the Nov. 12 session

Hi team,

Today, K-State posted the new job structures from phase I of the compensation study [link]. A few things to know:

• Phase I is about positions: making sure every position has a market-based title and grade, and is paid within its range. Our work isn't changing.
• Each of us will get our own placement in a memo from [unit HR manager] on Nov. 18. Until then, no one knows individual placements, including me.
• Please join the all-employee session on Thursday, Nov. 12, at 2 p.m. Review the Nov. 6 K-State Today announcement to register. It will be recorded if you need to review it later.

If questions come up, bring them to me. If I don't know the answer, I'll work to find out.

[Name]

15-minute team huddle agenda

When: the week of Nov. 9, at a regular team meeting or a short standalone one.

Time	Topic	What to cover
2 min.	Why we're here	The new structures are posted. Here's what that means, and what it doesn't.
4 min.	What phase 1 is	Positions, not people. Three phases: phase 1 now, phase 2 in early 2027, phase 3 after. Our work isn't changing
3 min.	What happens next	Nov. 12 all-employee session; memos from [unit HR manager] on Nov. 18; changes take effect Dec. 6; any increase first shows in the Dec. 31 paycheck
5 min.	Questions	Answer what you can. Write down the rest and say when you'll follow up.
1 min.	Close	How to reach you and when you'll share answers to open questions

Tips: Don't guess anyone's placement. Keep the holding statements in Holding Steady handy. Send questions you can't answer to [unit HR manager] or the question form.

Availability note: Nov. 18

Send: Nov. 18, after the memos go out.

Subject: Your compensation study memo

Hi team,

Today, each of us received a memo from [unit HR manager] with our new title and grade, and any change to FLSA status or pay. I received mine too.

I'm glad to talk through yours, answer questions or just listen. I've set aside time [days and times, or calendar link], and you're welcome to stop by or message me anytime this week. This opportunity is entirely optional.

A few reminders:

• Changes take effect Dec. 6. Any increase first appears in the Dec. 31 paycheck.
• If your FLSA status is changing, your memo includes a job aid on what to expect.
• If I can't answer something, I'll check with [unit HR manager].

[Name]

Follow-up note after a conversation

Send: the same day, only to the person you talked with.

Subject: Following up on our conversation

Hi [name],

Thanks for talking with me today. To recap:

• [What we covered: new title, grade, any pay or FLSA change]
• [Anything we agreed on: a business title idea, schedule, training]
• [Questions I'm following up on, and when you'll hear back]

If anything else comes up, I'm glad to talk again.

[Name]

Tips: Stick to what you discussed. Don't add new commitments, and don't promise outcomes for phase 3 or for 2027 requests.

Questions about what to say? Check with your unit's HR manager.