Everyone is curious about his coworkers, and many company newsletters include short biographies of their employees so that employees can get to know one another a little better. Newsletters can focus on bios of only new employees, ones that have received a special achievement or spotlight a different employee in each issue. Whatever the purpose of the employee bios, this information will help you write them.
Obtain a list of the employees you will be writing about. If you plan to write about new employees, someone in human resources can provide you with names.
Develop a questionnaire to e-mail to the employees. This is the easiest and fastest way to obtain the information you need, and no one's workday will be interrupted by an in-person interview. The questionnaire should include: the name the employee prefers to be called, job title, length of time with the company (or, in the case of a new employee, where she worked previously), likes about the job, degrees or other qualifications, and hobbies and interests. Lastly, ask the employee to tell you something interesting or extraordinary about himself or something that he would want everyone to know about him.
E-mail the questionnaire to the employees, explaining its purpose, and give them a deadline for returning it to you. Send out e-mail reminders as the deadline approaches if you have not heard back.
Write a three-sentence bio of each employee based on the information provided in the questionnaire. Often, people will not answer every question, so you can either work with whatever information is provided to you or go back and politely get your questions answered. If an employee has a significant list of achievements, her bio can be longer than three sentences.
Use bold type for the employee's name. In the first sentence, include the employee’s name, job title, area of the company where she works, work location (if the company has several offices) and how long she's been there. For example: Assistant director Jane Doe joined the accounts payable division at the company’s San Diego office in June.
List degrees and qualifications and what the employee likes about his job in the second sentence. For example: An accountant for 15 years, Doe, who has a master’s in accounting from the University of Arkansas, enjoys meeting new challenges and the great support that her staff provides.
Include the employee’s hobbies and interests and something interesting or extraordinary about her in the last sentence. For example: For fun, she likes reading, mountain climbing and spending time with family and friends.
Revise the bio for spelling, accuracy and grammar. E-mail the employee if you have follow-up questions. The final draft should look something like this: Assistant director Jane Doe joined the accounts payable division at the company’s San Diego office in June. An accountant for 15 years, Doe, who has a master’s in accounting from the University of Arkansas, enjoys meeting new challenges and the great support that her staff provides. For fun, she likes reading, mountain climbing and spending time with family and friends.
Repeat these steps for each employee you write about. Arrange all of the bios alphabetically by the employee’s last name.
Ask each employee to submit a photograph to include in the newsletter. If no one sends a photo, set up a time to take one yourself.