internal communication essay

THE IMPORTANCE OF INTERNAL COMMUNICATION FOR MANAGEMENT OF AN ORGANISATION

• January 2019
• 2019(134):47-62

• University of Bielsko-Biala

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Why internal communications is important

By Corey Moseley

13 min read

It’s astonishing to think that there are companies out there that still undervalue or neglect internal communications. But they do exist . And their businesses are likely suffering as a result.

Some companies may not have the resources to invest in an internal communications strategy , while others have planned a strategy but might not have the capacity or tools necessary to maintain it. And that’s understandable. But if you look at the reasons why internal communications are important (by continuing to read this article), you’ll soon find that it’s imperative for the health of your organization. Why? Because if your organization has people, you’ll need to communicate with them clearly and regularly.

What are internal communications?

Internal communications is how we share information with each other within a company. This means sending messages and campaigns on management’s behalf and having conversations with everyone who works at the company. The idea is to keep everyone in the loop and encourage everyone to be open and involved.

There are a lot of things that go into internal communications, like telling people about new policies, giving updates on how the company is doing, or doing surveys to see how people feel. HR, marketing, or PR departments usually handle this, but anyone can help.

Having good internal communications is essential. It keeps everyone informed, builds a strong culture, gets people excited about work, and helps everyone stay calm when things get crazy. Plus, it can make work a little more interesting and fun.

Seven reasons why good internal communication is important

1. internal communications (ic) keep your people informed.

We’ll start with the most obvious reason why IC is necessary. Keeping your people informed of upcoming events, policy changes, engagement initiatives, headcount changes, and updates on the business’s overall health helps create a sense of transparency and openness that people respect.

Here’s a real shocker: people don’t like to be kept in the dark, like mushrooms . They crave information about the company they’re working for, the projects they’re working on, and the overarching goals of both. Good internal communication is all about getting the word out to everyone, preferably in a way that gets them involved and invested in the bigger picture.

Create internal comms people read

Plan and energize your internal communications with our simple guide

2. Internal communication gives people a more holistic view of your organization

In that same vein, internal communications is often thought of as top-down messaging written by leaders for the consumption of employees. Really, it’s a two-way street. Sure, you can hone your messaging to direct people’s attention, but eventually, their attention will wane, especially if they feel voiceless.

In other words, it’s not about captivating a passive audience with the right messaging; rather, it’s about promoting two-way communication around what’s happening at your organization. People want to feel like their input matters, and creating a venue for them to do so will do wonders for building engagement.

This works exceptionally well if messaging, news, and announcements are delegated not only to your marketing or HR department but also to representatives of many different departments within your organization. The tech team should have the opportunity to explain what they’re working on, as should the QA and Sales teams. (This is the interdisciplinary approach discussed earlier).

Appointing news reporters and event coordinators from multiple departments to publish their own updates gives your people a more holistic view of the things that matter at your organization. So, use your internal communications to provide different people a voice.

3. Internal communication helps build out your organization’s culture

In many ways, the primary role of internal communications is to help make your company culture manifest. Your IC strategy will bring your workplace culture to life if done well. If done poorly, it’ll leave your people scratching their heads.

After all, each announcement, message, news update, CEO blog article, etc., plays a role in how your people interpret the cultural landscape of your organization: what it stands for, who it values, and why its mission matters. Your company culture is the sum of its parts, and good internal communications take this into account.

In fact, culture should be at the forefront of your IC strategy: built into the messaging, the tone, the back-and-forth discussion, and the news that’s shared and omitted. Your culture should guide your internal communications and vice versa. Why? Because a robust, thriving company culture is essential .

Bring your people together

4. internal communication gets your people engaged.

I can’t emphasize this enough: creating a two-way conversation should be one of your main goals with your internal communications strategy. It’s the difference between boring top-down messaging (probably in the form of mass emails no one reads) and thoughtful, interactive conversations promoting engagement.

Engagement can mean asking thoughtful questions at an All Hands event, commenting on a crucial news update posted on your company’s intranet , and sharing what your team is working on with the rest of the company. Good internal communications creates space for these small yet meaningful acts. Again, it’s not just about communicating ideas as much as it is about encouraging communication among your people.

Employees who feel that their voice matters and that their ideas are worth listening to are more likely to go above and beyond when your organization needs them. And the value of that can’t be underestimated.

5. Internal communication helps keep people calm in times of crisis

Things don’t always go swimmingly. Business sometimes suffers, teams are sometimes forced to restructure, and mergers and acquisitions happen. This is when people need internal communications most. Announcements of impending structural changes must be treated with extra care because the organization’s morale and business continuity are at stake.

Being transparent about what went down, who was affected, how they were taken care of, and what this means for the organization requires a delicate tone and complete transparency, especially in the case of layoffs. People will have questions, and the way you answer those questions will remain in your people’s minds for a long time to come.

Use your internal communications to create a setting for these difficult-to-have conversations, and—promise—you’ll earn the respect of your people. Being transparent and delicate when delivering bad news creates an open and caring atmosphere that can help sustain your organization through tough times.

And besides that, your people will respect you for telling it like it is. This example is one of the most crucial aspects of IC and demonstrates why underutilizing it can quickly turn your people against their organization .

6. Internal communication creates another dimension to your workplace

A lot of people find their jobs dull. They go to work, talk to a colleague or two, attend meetings, get their work done, and then book it out the door as fast as possible. And that’s perfectly fine for a lot of people. However, for those who crave more involvement in their workplace and want to play a more direct role in developing its culture, that kind of work style isn’t satisfying.

This is where good internal communications steps in. It promotes learning and speaking events and leadership training programs, shares customer feedback and media coverage, and provides opportunities for people to get more involved if they want to. For some people, this isn’t important—and that’s OK! But some of us want to get more out of our work, whether through education or training or finding meaning in company values and goals.

If those opportunities exist, but no one knows about or takes advantage of them, your internal communications strategy isn’t working, and to some degree, you’re failing your most engaged people. Empowering members from multiple teams to promote their events and programs or share their news gives your people the information they need to add another fulfilling dimension to their work.

7. Internal communication creates a channel for feedback, debate, and discussion

To promote open communication at your company, your communications strategy must create room for feedback, pushback, and public debate of issues and ideas. This is how collaboration happens, and it’s not always pretty.

Internal communications can be harnessed to create a channel for these challenging discussions. This can happen in a number of ways : employee polls, a link to an internal discussion forum, an event announcement to encourage feedback and criticisms , or even an org-wide invitation to debate a particular goal or project.

The same goes for feedback. One more time: internal communication is (or ought to be) a two-way street. Listen to your people and regularly ask for their feedback. That way, if an update or post doesn’t go as planned, you can learn how to avoid making mistakes in the future. Good IC always finds a way to improve and better serve the organization’s people.

How to build an internal communication strategy

Building an effective internal communication strategy requires planning, collaboration, and a clear understanding of your organization’s goals and culture. Here are some steps you can take to create a successful internal communication strategy:

1. Identify your audience

Start by identifying your audience. Who are the key stakeholders in your organization, and what information do they need to know? Consider factors such as job function, location, and level of seniority.

2. Determine your goals

Next, determine your goals for internal communication. What do you hope to achieve with your communication strategy? Are you looking to improve employee engagement, share important news and updates, or build a stronger company culture?

3. Choose your channels

Choose the channels that are most effective for reaching your audience. This may include email, intranet, social media, or face-to-face meetings. Consider the preferences of your audience and the type of information you are communicating.

4. Develop a content strategy

Develop a content strategy that aligns with your goals and channels using regular newsletters, social media updates, or internal blog posts. Ensure your content is engaging, informative, and relevant to your audience.

5. Create a schedule

Create a schedule for your communication strategy. Determine how often you will communicate with your audience and what types of messages you will send. Make sure your schedule is consistent and that you are communicating regularly.

6. Measure your results

Measure the effectiveness of your communication strategy. Use metrics such as open rates, click-through rates, and employee feedback to determine what is working and what needs improvement. Use this information to adjust your strategy as needed.

By following these steps, you can build an effective internal communication strategy that helps you achieve your organization’s goals and build a stronger, more engaged workplace culture.

Best practices for your internal communications

Now that we have a blueprint for transforming internal comms, let’s discuss best practices . Implementing best practices into your internal communications strategy helps you sustain the benefits. Over time, these tenets will be so deeply ingrained into your company DNA that the processes will be effortless, and the rewards will speak for themselves.

1. Centralize all comms to one platform

Your employees use various channels to communicate internally and externally. Switching between apps or devices to use one or the other is counter-productive and can actually inhibit communication. By centralizing all comms to a single platform, workers have everything they need at their fingertips—video conferencing, email, instant messaging, Slack, etc.—accessed with a single sign-on. Integrating these tools into the employee success platform or intranet removes friction and ensures seamless comms whether employees are working in or out of the office. 

2. Encourage bottom-up and peer-to-peer communication

Encouraging bottom-up employee communication keeps leaders and managers in touch with employee sentiment and needs and informs them what information should be communicated. Peer-to-peer communication ensures open connectivity between employees and their direct superiors, supporting transparency and improving productivity and collaboration. These communication methods should be supported by technology and by nurturing a feedback culture across the organization. Employees should feel empowered to speak up and valued for their input, so make it easy for them to do so. 

3. Spotlight your top advocates

Highlight your top communicators and make them champions of your internal communication strategy. Spotlighting high performers encourages them to do their best, while being responsible for coaching others gives them purpose. The benefits are numerous; employees tend to respond more positively when coached by a peer, and the process itself will foster collaboration. Don’t limit yourself to management or employees in supervisory roles. Champions can be found at any level; what really matters is their enthusiasm and ability to pass that excitement on to others. 

4. Make sure people aren’t getting too many messages

Our days are inundated with emails, texts, and messages coming at us from every direction. Adding volumes of internal comms to the pile isn’t going to help. In fact, it may cause some to tune out completely. Segmenting and personalizing internal messages ensure the message is timely and relevant. We have sophisticated marketing automation at our fingertips, so why not use the same techniques to communicate internally? Ideally, your messages should be specific to the recipient or their department and contain the necessary information. By structuring internal messaging this way, open rates and engagement will improve. 

5. Gather feedback and encourage discussion

Communication should never be one-way. The best way to drive excellence is to ask employees periodically and consistently what they like and don’t like about the technology, systems, policies, and procedures you’ve implemented. By considering their feedback, you will clearly understand what’s working and where comms can improve. Acting on these suggestions shows employees that their input matters, encouraging them to speak up more often. 

Internal Communication Ideas

Now that we’ve framed the building blocks of an internal communication system, it’s time to put it into practice. Your employees already communicate with customers and with each other for various reasons. Still, it’s vital to ensure that all those conversations and interactions connect back to the company and its mission. 

In other words, it’s all well and good to establish a plan and put it into motion but it needs to be consistent, reliable, and have a straight line to the top of the leadership chain. Here are a few tangible (measurable) ways to enable and support internal communication. 

1. Company newsletter

Company newsletters are where you can inform employees of successes, milestones, initiatives, events, programs, and other things of interest. It’s also an opportunity to celebrate and recognize individual or team accomplishments , which gives employees an added reason to open and read. Consider items you can include as a regular feature, such as introducing new employees or profiling existing ones. Here’s where you can also let employees know about open positions, mentorship opportunities, or training courses they can sign up for. Make it interesting, engaging, and relevant to their interests, and they will read it!

2. Create visuals (like infographics)

With all the information we must process daily, a visual document is a breath of fresh air. Explainer videos and infographics are a couple of examples of what you can create. These can be used to introduce new products or explain new initiatives to encourage buy-in. Visuals simplify learning and reinforce the idea that you value your employees’ time. 

Occasional polls can be used to gauge employee happiness or opinions around any number of topics. In best practice, polls should be simple, relevant, and to the point so as not to create poll fatigue. Since sending out polls can be distracting, choose your timing wisely. Monthly polls may be enough to give you the insights you need to inform improvements. 

4. Get to know your people series

Some companies have “employee of the month” or feature star players in their company newsletters. Consider establishing a series dedicated to highlighting people or teams. Randomly choosing someone to highlight may lift up people who no one outside their team would otherwise know. Jostle’s people module is a visual employee directory representing all workers in the company. It provides a place for employees to click and learn more about others’ skills, backgrounds, and interests and may support stronger work relationships and a sense of belonging.

5. Webinars

Webinars are an excellent way to deliver information and training and can be especially helpful when companies have remote teams or multiple locations. Be sure to open up the floor for comments and questions at the end to encourage feedback and interaction. Use live Q&A and chat to satisfy all queries. For a more passive way to relay information, you can also stream the latest on Jostle TV , so employees can connect with company news and happenings even when they’re not at their desks. 

6. Town halls

Town halls , also known as “all hands” meetings, can be held weekly, monthly, quarterly, or whenever you feel the need to bring everyone in the company together. It’s typically where leaders communicate future plans, recognize employees or teams for their excellent work, and generally engage people with the company mission. Town halls can be in-person, online, or hybrid and should allocate 30% of the allotted time to Q&A or open discussion. Beyond relaying information, town halls are intended to create a sense of belonging and connect individuals to a greater purpose. 

7. Open chats

Open chats are essentially online chat rooms where employees can freely discuss a specific topic or project. Establishing chats around topics, issues, or special interests allows others to find and join the discussion and can also inform leadership as to what issues are top of mind in the workforce. Encouraging open chats is a way to validate the employee experience. It also builds community; if one employee is experiencing an issue, chances are they’re not the only one. Open discussion helps bring solutions to the table and builds trust.

Final Thoughts

Good internal communication is a vital aspect of a strong company culture. To ensure the best possible outcomes, provide employees with the right technology, tools, and guidance to enable it. However, just handing someone a tool doesn’t mean they’ll automatically know how to use it. Building internal communications best practices into your culture, staying consistent, and measuring the results will drive continuous improvement. 

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Vartika Kashyap

What is internal communication and how it can help your organization?

Introduction

Internal communication creates a culture of open communication where employees feel comfortable expressing their ideas and concerns. Without this, employees may feel disengaged or undervalued, leading to low productivity.

But what exactly is internal communication, and how can it transform your organization?

This guide covers everything you need to know about internal communication, implementing effective practices, and utilizing communication tools.

To enhance internal employee communication, it’s crucial to identify areas that need improvement and refine your strategy accordingly. Let’s get started on improving your communication channels.

What is internal communication?

Internal communication is the exchange of information, ideas, and feedback among members of an organization, including employees, managers, and executives. It includes all forms of communication within the organization such as emails, meetings, memos, intranet platforms, and informal conversations.

Internal communication is the backbone that keeps any organization flowing smoothly, as it helps exchange information and messages in an organization. It’s a vital practice that helps bring teams together and ensures that everyone is on the same page, working towards a common goal.

Many different types of internal communication can be found in the workplace, each with its unique benefits, such as management-to-employee communication, peer-to-peer communication, change communication, campaign communication, and more.

For instance, face-to-face meetings allow for real-time discussion and feedback, while emails provide a more formal and documented form of communication. Online meetings and instant messaging are great for remote teams , facilitating real-time collaboration and reducing communication barriers .

Why internal communication is important?

A survey by Dynamic Signal found that nearly 80% of employees feel stressed because of ineffective communication, while 78% believe that improving Employee Communication and Engagement should be a higher priority for their current company.

Effective internal communication is critical for building unity and collaboration among team members . Keeping everyone informed and up-to-date, helps to create a clear sense of purpose, aligning individuals with the company’s overall objectives. Let’s take a quick overview of its major benefits:

1. Enhances teamwork and collaboration 

Does your team know each other’s strengths and weaknesses, and do they feel comfortable working together?

Ask this question to yourself. If they are not aware of each other’s roles, working styles, and more, then there must be an internal communication gap. 

According to me, it is very important to keep everyone in the team informed and hold regular discussions about the assigned task to make them more comfortable with each other. 

2. Builds trust and transparency

I have seen many incidents at my workplace as well, where not being transparent can cause project delays , misunderstandings, and sometimes even conflicts.

Internal communications foster workplace transparency  and this transparency ensures trust. Employees are more likely to trust a business and work toward its success if they believe its leaders are open, honest, and engaged with them.

3. Increases employee productivity

Internal communications serve to facilitate this by creating an open environment in which employees may discuss and propose their ideas. Employees are more likely to feel connected to the organization when they believe their thoughts are valued. This can assist in promoting employee engagement and productivity.

4. Improves organizational culture

Organizational culture plays a crucial role in shaping the behavior, attitudes, and values of employees. It also helps in the onboarding of new employees to this culture.

Internal communication is essential for fostering a positive culture, as it enables employees to collaborate, share knowledge, and stay informed about company news and updates.

Organizations can create a culture that supports employee engagement, productivity, and overall success by prioritizing internal communication.

So, we can’t neglect to foster internal communication in the offices. It’s part of the organization’s culture. But do you know, that communicating internally is not easy as well? Many hurdles stand in the way.

What are the challenges of internal communication?

Do you know? Organizations bear $26,041 cumulative cost per worker annually due to productivity losses resulting from communications barriers.

When it comes to internal communication hurdles in the workplace, these are more visible than ever before.

Multigenerational workplaces, the increase of remote work, a dispersed workforce, and varying employee expectations are just a few of the communication hurdles that have evolved in recent years.

I am talking about the top five barriers to successful communication and employee engagement that I have personally experienced and observed.

1. Human barriers

Internal communication is crucial for the success of any organization, but human barriers can often impair its effectiveness.

Poor active listening skills can lead to misunderstandings and miscommunications, while differences in communication styles can create further challenges in conveying information effectively.

Personal biases and assumptions can also impede communication, as individuals may interpret information differently based on their own beliefs and experiences.

Along with this, a lack of trust within an organization can hinder effective internal communication, as employees may not feel comfortable expressing their opinions or concerns.

Organizations need to address these human barriers, improve their communication skills to improve their internal communication, and ultimately drive success.

2. Multiple communication channels 

Many communication channels, such as document sharing tools , slack, email, intranet, Microsoft Teams, messaging, and others, can lead to information overload, misunderstanding, and inconsistent messages, resulting in lower employee engagement and productivity.

As the communication ecosystem has gotten increasingly complex, employees demand that their organizations work in the cloud and be well integrated.

We need to figure out how to combine them all into a single internal communication platform .

3. Language barriers

When individuals have different native languages or varying levels of proficiency in a common language, it can lead to misunderstandings, miscommunications, and decreased productivity. 

For example, if a team member from Japan speaks limited English, they may have difficulty understanding instructions or conveying their ideas effectively to colleagues who primarily speak English.

One of the surveys done by Forbes underscores that organizations with a high degree of multilingualism—not to mention, an understanding of and respect for other cultures—will commit fewer mistakes and increase efficiency, productivity, and quality. 

This highlights the importance of providing language training, using tools with in-build multiple language features, using visual aids and gestures, and encouraging team members to be patient and understanding, all of which can help mitigate the negative impact of language barriers on internal communication.

4. Workplace stress

When employees are stressed, they may be less able to communicate effectively. This leads to misunderstandings and decreased collaboration.

For example, if an employee is feeling overwhelmed by their workload, they may be less likely to respond promptly to emails or messages from colleagues, resulting in delays or miscommunications.

As the famous quote by Hans Selye goes, “Stress is not what happens to us. It’s our response to what happens, and response is something we can choose.” 

This quote highlights the importance of recognizing workplace stress & encouraging open communication channels to ensure effective internal communication. 

5. Departmental differences

When different departments operate with their priorities and goals, it can create silos and hinder effective collaboration.

For example, if the marketing team is focused on increasing brand visibility, while the sales team is focused on meeting revenue targets, there may be a misalignment in their communication and actions.

As the famous quote by Peter Drucker goes, “The most important thing in communication is hearing what isn’t said.” Likewise, the importance of actively listening and understanding the underlying messages in communication, especially in the presence of departmental differences. 

By fostering a culture of open communication and encouraging cross-departmental collaboration, organizations can break down silos and improve internal communication. 

This might be the only solution. We need to build a full-fledged strategy to strengthen internal communication. Let’s take a look in detail at the effective strategies, practices, and tools that can help to mitigate these barriers.

Read More: Cross-functional team collaboration delivers 8 key benefits . Let’s look through it

What are the strategies for internal communication?

An internal communications strategy is a plan that outlines how communication can be shared and disseminated within the organization.

It is important because it helps ensure that everyone within the organization is on the same page and working towards the same goals.

There are numerous approaches, but here are the five most effective strategies that I am sharing with you that helped me improve employee communication:

1. Two-way communication

Two-way communication involves listening to employee feedback and responding to their concerns. This allows employees to feel heard and valued, which can increase job satisfaction and productivity.

You can improve two-way communication through various methods: 

• Use internal channels like forums or chat to encourage discussions among employees. You can use an online collaboration platform to keep everyone in a loop & maintain communication.
• Hold regular one-on-one meetings, & encourage open-door policies where employees can approach managers with their concerns or ideas.

2. Transparency

Transparency in communication involves being honest and open about the information being shared.

It’s important to share all relevant information with employees, even bad news, so they can make informed decisions. When employees feel like they’re being kept in the loop, it builds trust and helps to create a positive work environment .

Try to follow the points below to build effective transparency:

• Open-Door Policy: Encourage managers to adopt an open-door policy, where employees feel comfortable approaching them with questions, concerns, or feedback at any time. 
• Regular Team Meetings: Regular team meetings can be used to share information, discuss progress, and brainstorm ideas. These meetings can help to ensure that everyone is on the same page and working towards the same goals.
• Performance Metrics: Implement performance metrics that are communicated to all employees. This can include specific goals, timelines, and benchmarks for success.

3. Use of collaboration tools

Collaboration tools such as project management software , messaging apps, and video conferencing platforms can help team members communicate and work together more efficiently. 

For instance, a remote team can use video conferencing tools to conduct virtual meetings, share screens, and discuss ongoing projects. Similarly, project management and team collaboration tools like ProofHub help to better coordinate with team members.

4. Strengthen the “Bond of trust”

To strengthen the “bond of trust” within an organization, it is important to recognize that employees typically have greater faith in their immediate supervisors than other individuals. 

This relationship can be used to foster open communication, particularly in times of uncertainty or situations that can create misunderstandings.

Make sure to:

• Be honest when it comes to unfavorable information; concentrate on communications that eliminate confusion.
• Convey the truth, and concentrate on communications that provide ‘facts’.
• Keep your promises, never overpromise & avoid making commitments that you cannot keep.

5. Regular employee surveys

By regularly soliciting feedback from employees on various aspects of the company’s operations, management can gain valuable insights, and constructive feedback into areas where communication can be improved.

There are many types of employee surveys, like the employee engagement survey, the employee satisfaction survey, and more, that you can run. The survey might include questions such as:

• Do you feel well-informed about company news and updates?
• How often do you receive feedback on your work?
• Do you feel that your opinions and ideas are valued by management?

These are some of the useful strategies to bring internal communication into action. However, to maintain this communication flow, you also need to follow some practices in your daily work. Let’s take a look at what these practices are:

Best practices for improving internal communication

Effective practices within an organization can establish a culture of transparency, trust, and collaboration.

Such a culture can lead to improved employee engagement, increased productivity, and a better overall workplace environment.

While we get familiar with various strategies for achieving these outcomes, identifying the specific practices that make them work is still necessary. Therefore, let us explore internal communication best practices:

1. Encourage open communication

Encouraging open communication within the team helps foster a positive work culture and enhances team productivity.

For example, a manager can have an open-door policy, allowing team members to approach them with their concerns and ideas. Otherwise, there should be a one-on-one instant chat for resolving issues and sharing the reports.

2. Regular team meetings

Regular team meetings are essential for keeping everyone up-to-date with the latest developments, sharing ideas and feedback, and addressing any concerns.

For instance, a marketing team could hold weekly meetings to review campaign progress, discuss new strategies, and provide updates on current projects.

Otherwise, they can collaborate online through a shared platform for sharing all information in one place, where everyone can visualize every single task at any time.

3. Organize team-building activities

This is the best thing an organization can do to retain job satisfaction, improve employee engagement, and communicate internally.

Team-building activities outside of work can help improve team cohesion and coordination. A team could, for example, participate in a charity event, go for a team lunch, or take part in a team-building exercise.

So, don’t keep your employees busy at work. Such activities make a difference. Train and teach your employees through these activities.

4. Celebrating successes

Celebrating successes is an essential practice that can help boost team morale and foster a positive work culture. 

Recognizing team members’ achievements and contributions can increase motivation and improve job satisfaction. For example, a manager could organize a team outing to celebrate the successful completion of a project or recognize individual team members during a team meeting.

5. Addressing issues promptly

By addressing problems quickly, team members can work together to find solutions and prevent the problem from escalating. 

For example, if a team member is struggling to meet a deadline, their manager could address the issue promptly and offer support and resources to help them meet the deadline. This practice can help improve team productivity and prevent potential conflicts.

These are some of the fun but effective practices through which we can help maintain internal communication. In my previous tips, I have also mentioned using technology and tools to communicate internally. What are these tools, and how can we use them to foster effective communication, Let’s explore:

Which tool can be useful for internal communication?

With tons of tools available, it can be challenging to identify the most effective tools for building internal communication within an organization.

However, selecting the right tools is critical for success in this area. Therefore, it is essential to understand which tools are most suitable for this purpose.

Without any delay, let us focus on exploring and discussing the tools that can have a significant impact on internal communication.

Project management software – ProofHub

Project management tools can enhance internal communication by providing a centralized platform for team members to collaborate and stay connected.

These tools offer a range of features, such as task assignments, project timelines , team calendars, and document sharing, that streamline communication and facilitate teamwork.

ProofHub is an excellent project management tool that can help foster internal communication. With ProofHub, team members can collaborate on tasks, projects, and ideas in real-time, helping to ensure that everyone is on the same page. Here are some ways ProofHub can enhance internal communication:

Customizable workflows: ProofHub allows teams to create customizable workflows that align with their specific needs. This feature ensures that everyone knows the process and steps required to complete tasks. With customized workflows, teams can easily track progress, identify potential roadblocks, and follow instructions. This helps to prevent miscommunications and ensures that everyone is on the same page.

Calendars: ProofHub’s team calendar feature enables team members to see upcoming deadlines, meetings, and events. This feature ensures that everyone is aware of important dates and can plan their work accordingly. This way by sharing schedules, facilitating planning, and helping team members stay organized, calendars also foster effective communication.

Task assignment and management: ProofHub allows multiple team members to assign tasks to specific team members, set deadlines, and track progress. This feature ensures that everyone knows what tasks they are responsible for and when they need to be completed. This lowers confusion, improves accountability, and hence better internal communication.

Multiple views: ProofHub’s views, including Gantt charts and boards, give a centralized platform for team members to view the tasks and projects. Boards help you stick with workflow, and keep track of how many tasks you are accountable for and when you need to complete them, while Gantt charts help you stay informed about your dependencies. All help to maintain transparency between employees & they can better connect for their dependent roles.

Discussions & Chats: These features allow team members to communicate and collaborate in real-time, regardless of their physical location. The discussions provide a space for team discussions on a project, topic, or team. Team members can leave comments, tag others, and attach files to keep the conversation focused and productive. On the other hand, the chat feature allows team members to communicate one-on-one while working.

Announcements: The announcement section provides a centralized platform for team members to access important updates, fostering open communication and dialogue among team members. This feature allows team members to ask questions, provide input, and share ideas. This ultimately improves collaboration and teamwork.

Time tracking: ProofHub offers time tracking features that can help teams stay on top of their schedules and deadlines. Team members can log their time spent on specific tasks, which can help identify areas for improvement and increase overall productivity. By providing transparency on how time is spent, it helps to identify areas for improvement, optimize resource allocation , and enable better project planning and management. This ultimately leads to better collaboration & team communication.

Video conferencing tools – Zoom

Video conferencing tools provide a way for team members to have face-to-face conversations, regardless of their physical location.

Video conferencing can make remote communication more personal and can help build stronger relationships among team members.

Zoom is a popular video conferencing tool that fits best in this context due to its ease of use, high-quality video and audio, screen sharing, and virtual background features.

It is also highly scalable and can accommodate meetings of various sizes, making it suitable for teams of all sizes.

Other than Zoom, there is Skype as well. To know the features of both and to decide which one you need to select, you can read this blog on “ Zoom vs. Skype: Which One is the Best for Team Communication .”

Collaboration tools – Microsoft Teams

Collaboration tools are designed to facilitate communication and cooperation among team members, regardless of their physical location. 

These tools can be instrumental in fostering internal communication within an organization, as they provide a range of features that can help team members share information, collaborate on projects, and work together more effectively.

Microsoft Teams is a great collaboration tool that allows teams to collaborate through chat, video and audio calls, and screen sharing. It integrates with other Microsoft tools like Outlook, SharePoint, and OneDrive, making it easy for teams to access and share files.

Teams also offer virtual whiteboards, allowing users to brainstorm and collaborate in real-time , and its meeting scheduling feature helps teams coordinate meetings and manage their calendars.

Not only this but with its mobile app, users can stay connected and productive even when they are not at their desks.

Intranets and forums – Happeo

Intranets provide a secure and centralized platform for employees to communicate and share information, while forums allow for open discussions and idea sharing.

ProofHub Forms can help in this regard by providing a way for employees to collect and share information within the company and with clients. Another tool that fosters internal communication via forums and intranet is Happeo.

This cloud-based platform provides a comprehensive suite of features that enable businesses to streamline their internal communications, share knowledge, and foster collaboration among team members.

The Happeo forums tool allows for discussions to be organized around specific topics, ensuring that all conversations are centralized and easily accessible. 

Instant messaging apps – Slack

Instant messaging apps are a powerful tool for fostering internal communication within organizations. They allow for real-time communication, which can help teams to collaborate more effectively and make quicker decisions.

Slack is a highly popular instant messaging app that has revolutionized the way teams communicate in the workplace. Designed to be both user-friendly and highly functional, Slack enables users to send messages, share files, and collaborate on projects in real time.

The app features a wide range of tools, including channels, threads, and direct messaging, which allow users to communicate with individuals or groups with ease.

These tools provide teams with the means to communicate and collaborate on projects in real time, regardless of their location or time zone.

Some examples of internal communication at the workplace that these tools can facilitate include team meetings, project updates, feedback sessions, and more. Let’s take a look at some of such internal communication examples.

Examples of internal communication in organizations

While we may have touched on some of these examples in previous discussions of practices or strategies, it is worth noting the best examples of internal communication that can significantly benefit employees by facilitating their fit within an organization, ensuring they work effectively, and fostering internal communication.

By examining these examples, organizations can learn from others’ successful practices and enhance their internal communication strategies, resulting in a more engaged, satisfied, and productive workforce. Let’s take a look:

1. One-on-one meetings

Regular one-on-one meetings between managers and employees can provide a forum for open communication, feedback, and goal setting. They can help employees feel valued and supported and also provide managers with valuable insight into their team members’ needs and concerns.

2. Employee newsletters

Employee newsletters can be a great way to keep employees informed about company news, events, and achievements. They can also showcase employee recognition, which can boost morale and foster a positive company culture.

3. Employee feedback surveys

Employee feedback surveys can provide valuable insights into employee satisfaction, engagement, and opinions about the workplace. They can help identify areas for improvement and opportunities to make changes that will benefit employees and the organization as a whole.

4. Employee recognition programs

Employee recognition programs can help build a positive workplace culture by acknowledging and rewarding employees for their hard work and achievements. You can include things like employee of the month awards, team outings, or other incentives to motivate and engage employees.

5. Open-door policy

An open-door policy is a communication policy that encourages employees to approach their managers with any concerns or ideas they may have. It can help build trust and communication between employees and also provide managers with better insights into the needs and concerns of their team members.

There is no doubt that internal communication is crucial for any organization to foster collaboration, engagement, and understanding among employees. By using effective tools like collaboration tools, project management tools, and video conferencing tools, along with the aforementioned effective practices & strategies, you ensure that your employees are on the same page, working towards the same goals, and feeling valued and heard.

ProofHub can assist in improving internal organization in an organization with its amazing features like task management, team collaboration, and group project discussions, which allow teams to communicate and collaborate effectively in one place. With ProofHub, organizations can streamline their communication processes, improve productivity, and create a positive work environment.

What are the 4 types of internal communication?

The four types of internal communication are email, chat, memo, and meeting, which are all important for effective communication within a company or organization.

What is a good internal communication?

Good internal communication is clear, timely, two-way, and consistent. It fosters understanding, collaboration, and engagement among employees, leading to increased productivity and a positive work environment.

What are three methods of internal communication?

Collaboration tools, emails, and team meetings are the three most effective methods of internal communication. Other methods may include memos, newsletters, and internal social media platforms.

What are the objectives of internal communication?

Internal communication promotes engagement, understanding, alignment, and collaboration among employees, and helps achieve organizational goals and a positive work environment.

What is the impact of internal communications?

Effective internal communication has a positive impact on employee morale, engagement, productivity, and retention. It also fosters a positive corporate culture and helps achieve organizational goals.

What is the role of internal communications team?

The role of an internal communications team is to develop and execute strategies that promote effective communication and collaboration among employees, and support organizational goals and culture.

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Evolving Research and Practices in Internal Communication

• First Online: 29 September 2021

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• Linjuan Rita Men 5  

Part of the book series: New Perspectives in Organizational Communication ((NPOC))

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Internal communication, sometimes referred to as employee communication, internal relations, or internal public relations, has witnessed significant growth in the past decades as a discipline and profession. The introduction chapter revisits the definitions of internal communication, provides an overview of the recent developments in research and practice in this domain, particularly positioned in the field of public relations, along with a discussion of emerging trends and issues that are shaping the practice. The chapter ends with the discussion of the vision and goals of the book and an overview of the book’s structure and content.

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Men, L.R. (2021). Evolving Research and Practices in Internal Communication. In: Men, L.R., Tkalac Verčič, A. (eds) Current Trends and Issues in Internal Communication. New Perspectives in Organizational Communication. Palgrave Macmillan, Cham. https://doi.org/10.1007/978-3-030-78213-9_1

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Internal Communication: Medium and Justification Essay

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Face-to-Face Communication

Internal communication.

The face-to-face communication medium is a reliable interaction method that can facilitate the sharing of ideas. As a form of oral communication, this mode of interaction facilitates the transfer of data from the sender to the receiver through verbal and visual aids. The face-to-face medium is the most natural medium that arises from the natural selection of the most efficient way of data exchange between different stakeholders. The medium allows users to share essential data, offer a clear explanation, and enable the audience to connect with it. Face-to-face is the medium of choice since it remains one of the wealthiest communication mediums, allowing simultaneous interpersonal exchange ranging from the tone of voice, linguistic content, gaze direction, facial expressions, and postures (Prabavathi & Nagasubramani, 2018). Since the communication issues within this company require a human touch, there is a need for instant communication, detailed explanation of concepts, development of a direct relationship, and immediate response on how companies can address the issue, which is only attainable through one-on-one communication channels. Hence, face-to-face contact will be one of the most effective oral communication channels to improve internal communication within any firm.

The primary audience of this internal message is the employees who manage daily business operations. Precisely, the directive intends to inform the employees on the importance of communicating with one another and sharing ideas as a strategy to enhance corporate productivity while still maintaining healthy working relationships. However, in culturally diverse workplaces, it is evident that the employees might have different beliefs and opinions that influence their communication strategies and effectiveness. According to Hendrith (2018), culture greatly influences communication through various aspects like language and non-verbal cues, which may have different meanings across cultures. The diversity of languages, communication forms, and signs affects employee communication, decision-making, and conflict-resolution strategies. Altogether, regardless of the cultural differences, this message will take the employees as the primary audience, who can help the company create a favorable environment to strengthen communication processes.

As an organization, we have experienced numerous communication challenges, which adversely affected corporate productivity and performance. The lack of practical communication skills within the organization has reduced productivity and profitability within the firm. Indeed, poor communication channels and processes have adversely affected interactions during one-on-one meetings and training of the marketing employees. The company’s product development and innovation levels have considerably declined due to a lack of open platforms to dialogue and share ideas. With the ongoing business internalization, we must use product development and corporate performance as the only source of our competitiveness. It is, therefore, essential to enhance our cooperation skills and create a favorable working environment.

As a strategy to solve the communication challenges that adversely affect the company, all the stakeholders have a role to play in solving the challenges. First, this company should set up open communication in-person meetings to help introduce a favorable environment to all the new workers. Specifically, the company should create a fair working environment that appreciates the worker’s openness and stresses freedom of expression. We expect all the senior employees within the firm to approach the junior workers with a friendlier rather than an official tone to make them more comfortable and contented to work for the company. Secondly, given that people are different and hold diverse beliefs and opinions, the company stakeholders should understand the employees at the individual levels and create a conducive environment for them to engage in business development processes. In other words, the company can solve the current communication and product development issues by creating a favorable and accommodative environment for every employee.

Additionally, by applying the principle of change management, the workers need to understand their role in enhancing the company communication process. Understanding diverse communication styles to accommodate different personalities to ensure effective conversations. Developing good body language and being familiar with different audiences improves communication. Since we all work jointly within the company, the employees should understand each other’s roles to prevent conflicts and limited productivity. With this information, it is expected that the employees should alter their communication approaches and boost their understanding of the corporate vision and mission.

Needs and Development

This internal message takes into consideration the employee’s needs and development. First, the news appreciated the role of the employees in improving the communication process and overall organizational productivity. Their recognition addressed employees’ belonging needs, whereby the workers seek to belong to a cohesive and supportive team. Their praise and illustration of their role made them feel valued and addressed their social needs. Besides, by advocating for a healthy working environment, I supported the employee’s development needs since communication would allow them to share ideas, information, and thoughts to make them more productive. Indeed, according to Radovic Markovic & Salamzadeh (2018), clear and effective communication of the corporate goals to workers is a reliable strategy to enhance the employees’ trust in the corporate leadership and their productivity. Hence, the messaging met both the employee’s social and development needs.

The company is putting a wide range of considerations to make the change in the corporate communication strategies more compelling to the employees. The company intends to effectively manage the differences at every level, from the senior to the middle managers and the frontline employees, to create a favorable environment that accommodates employees of all levels. The company will make the responsibilities of every employee clear and make them understand the reasons for changing the company’s communication change processes. Besides, to help the workforce manage change, the management intends to approach the transition with apathy through an enhanced understanding of the employee’s emotions and needs. According to a survey by Culver et al. (2020), communication, the creation of a supportive environment, and healthy feedback are some of the approaches that an organization can use to enhance employee work experiences. Regardless of the employee reactions, the available evidence shows that setting a positive, honest, and compelling narrative can help prevent the emergence of any form of confusion, anxiety, and rumors.

One of the most potential conflicts to emerge in this case is the resistance to change by some of the business employees. Employees hold on to the habits they think are easy to follow and familiar. Since change can be stressful, the difference can cause conflict between the management and the team members. Many employees face anger, denial, and confusion before embracing change (Chavan & Bhattacharya, 2022). Thus, it is common for humans to resist the unknown, and it is not uncommon for this resistance to turn to hostility. The denial will, in turn, lead to resistance and coordination within the workplace.

Additionally, personality differences can cause conflicts due to different expectations of the change process. Different experiences, preferences, backgrounds, and temperaments can affect the operation of internal communication and the acceptability of the perceived change. Indeed, the internal communication process can generate personality clashes due to conflicting work approaches, differing life outlooks, incompatible personalities, and diverse cultural backgrounds. Hence, although the company seeks to promote a conducive environment and accommodate various views, it can lead to the emergence of personality conflicts.

Chavan, S., & Bhattacharya, S. (2022). Study of employees’ behavior during organizational change: effects of business theatre on Kübler-Ross model. Cardiometry , (22), p. 237-243.

Culver, K. C., Young, R. L., & Barnhardt, C. L. (2020). Communicating support: Examining perceived organizational support among faculty members with differing appointment types. Innovative Higher Education , 45 (4), 299-315. Web.

Hendrith, M. (2018). The effects culture and communication have on businesses. Integrated Studies , 120. Web.

Prabavathi, R., & Nagasubramani, P. C. (2018). Effective oral and written communication. Journal of Applied and Advanced Research , 3 (1), 29-32. Web.

Radovic Markovic, M., & Salamzadeh, A. (2018). The importance of communication in business management. In Radovic Markovic, M., & Salamzadeh, A.(2018). The Importance of Communication in Business Management, The 7th International Scientific Conference on Employment, Education and Entrepreneurship, Belgrade, Serbia .

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IvyPanda . 2023. "Internal Communication: Medium and Justification." October 10, 2023. https://ivypanda.com/essays/internal-communication-medium-and-justification/.

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IvyPanda . "Internal Communication: Medium and Justification." October 10, 2023. https://ivypanda.com/essays/internal-communication-medium-and-justification/.

Internal Communication: Why Is It Important in 2023?

By Becky Simon | August 8, 2023

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The success of an organization depends on the knowledge, engagement, and productivity of its team members. Direct, clear lines of internal communication give employees the support they need to reach their potential.

As standards and channels evolve, it’s increasingly important for organizations to ensure their internal communication strategies remain transparent, effective, and consistent.

In this guide, you’ll learn about different types of internal communication , the importance of internal communication , and the communication channels available.

What Is Internal Communication?

Internal communication refers to all types of communication between the members of an organization, including management, employees, and other staff. Organizations can use a variety of methods — including email, instant messaging (IM), phone calls, and meetings — to disperse information internally.

Effective internal communication uses efficient information flow processes and team collaboration to direct messages to the correct team members. 

Not all internal communication looks the same, and internal communication plan templates can help organizations address their unique needs — from corporate communication to crisis communication.

Internal Communication Trends

As organizations and teams change, so do the ways in which they communicate. Internal communication techniques — like the use of asynchronous communication — are always evolving with popular communication trends.

Here are four key trends to consider: 

• AI developments: As artificial intelligence (AI) technologies expand, internal communication must grow and adapt accordingly. In the future, AI may be able to personalize communication experiences, reduce engagement fatigue, and take over delegated tasks in a communication-focused digital world. 
• Automation: Not all internal communication needs to happen manually. Automation for communication campaigns, like regularly scheduled pulse surveys and company updates, allows communicators to create and send messages on time no matter where they are.
• Distributed teams: Today, many global teams operate without a central office location. Changing working conditions have led to the need for more — and different — internal communication plans. This method of communication is what can bring teams together despite experiencing different working circumstances and time zones.
• Remote teams: Unlike distributed teams, remote teams may act from a central location or some members of a remote team may be based in the same location. This causes remote team communication strategies to utilize a variety of communication channels intended to simplify the internal communication process for all team members.

Improve Internal Communication: 4 Options

While communication trends can shape internal communication plans on their own, organizations may also choose to invest in communication tools, apps, software, and platforms to improve their internal processes.

Each of the following four options supports an organization’s communication strategies:

• Communication software: Streamlined software systems — including Slack and Zoom — can provide organizations with a simple way to send and receive company-wide communications. 
• Communication apps: Applications for smart devices can strengthen communication practices and strategies across entire companies. These can be identical to communication software but are often mobile versions of each system.
• Communication tools: Internal communication tools can help organizations track data, analyze content, and deliver messages efficiently. Common internal communication tools include file-sharing systems and organizational email.
• Communication platforms: Platforms that combine communication capabilities — like email, IM, and campaign management — in one place can simplify internal communication strategies.

Types of Internal Communication

Internal communication encompasses every type of message that occurs within an organization, even when there are different management types with their own communication standards. There are six basic types of internal communication: top-down, horizontal, bottom-up, culture, crisis, and campaign communication.

Top-Down Communication

Top-down communication refers to a communication standard where those at the top of a business communicate information to employees below. This is one of the most common forms of internal communication. A CEO holding an all-company meeting is an example of top-down communication.

Top-down communication can occur in various ways, from one-on-one evaluations and informal conversations to company-wide meetings, emails, and trainings. Top-down communication can also take place between different groups and departments when top-level and mid-level managers begin the communication chain.

Communicators involved in top-down communication should follow these best practices: 

• Establish regular communication with all employees.
• Respect time-sensitive matters by communicating as soon as possible.
• Keep messages clear and concise and use plain language.
• Ask for and implement ideas from employee feedback .

Horizontal Communication

Horizontal communication, or peer-to-peer communication , refers to exchanges between colleagues at relatively equal levels. Collaboration, especially across departments, depends on strong horizontal communication. Additionally, peer-to-peer communication fosters community rapport, supports internal problem solving, and creates a welcoming company culture. 

To facilitate horizontal communication, companies should provide employees with an employee directory (often called an org chart ) that outlines how all individuals, teams, and departments are related to each other. This tool helps employees understand who to connect with to support specific projects. 

Communicators involved in horizontal communication should follow these best practices:

• Actively listen to the conversation at hand.
• Communicate clearly and be willing to explain information in depth.
• Remain open-minded to ideas and input from others within a conversation.
• Make an effort to recall information from previous conversations to build peer-to-peer rapport.

Bottom-Up Communication

Bottom-up communication refers to employee-to-manager communication, in which lower-level employees share information directly with their managers or other top-level company leaders. Supporting bottom-up communication through informal and formal discussions, anonymous surveys, and in-person or remote meetings makes employees feel valued.

While important information typically flows through an organization via top-down communication, bottom-up communication helps companies address employee concerns and receive internal feedback. Organizations with strong top-down and bottom-up communication opportunities utilize two-way communication effectively.

Organizations should follow these best practices to facilitate bottom-up communication:

• Use digital technology to collect and analyze employee feedback.
• Encourage professional development and innovation in the workplace.
• Keep lines of communication open at all times.
• Offer additional responsibilities and opportunities to team members, in an effort to foster an empowered environment.

Culture Communication

Culture communication refers to the way an organization communicates its values and mission through every touchpoint of its messaging. This type of communication is key in maintaining a strong company culture, and can foster higher levels of employee engagement and productivity. 

Organizations can demonstrate their company culture through all types of internal communication, including top-down, horizontal, and bottom-up. Culture communication should begin during the interview process and continue throughout a team member's full experience at the company. As an organization grows and matures, its culture and messaging should also evolve.  

Team members involved in culture communication should follow these best practices:

• Choose language carefully when conveying a message.
• Be transparent about an organization’s values and goals.
• Incorporate brand messaging about company culture in onboarding processes.
• Include social communication for organizational social media platforms in internal plans.

Campaign Communication

Campaign communication refers to ways an organization shares updates on campaign status, changes, setbacks, and launch with its internal team. Because a campaign’s success depends on the strength of this internal communication, campaign communication should include plans for both one-off communication and ongoing campaign updates.

Campaign communication can also effectively educate employees about company changes, provide awareness about professional initiatives or expectations, and encourage employee participation in organization-wide opportunities.

Communicators involved in campaign communication should follow these best practices:

• Use accessible language throughout all campaign communication.
• Customize messaging for each internal audience.
• Communicate regularly about campaign updates and other changes.

Crisis Communication

Crisis management isn’t a component of everyday communication, but it should still be a priority. Crises usually come without warning, so companies need to be prepared with communication plans that include clear messaging and tone. Additionally, crisis communication should outline how and when a company conveys its messaging.

To reach every audience, it’s best to incorporate multiple channels of communication into your crisis communication plan. While some audiences may have access to email or social media, others may need a text message, phone call, or push notification to receive crisis messaging.

Communicators involved in crisis communication should follow these best practices:

• Plan for crises in advance and be prepared for potential crisis situations.
• Acknowledge the situation as soon as possible.
• Choose to be transparent with all communication.
• Remain truthful about an organization’s situation.
• Prioritize company values and mission.

Why Is Internal Communication Important?

Internal communication is often referred to as the heartbeat of organizational success, but why is it so important? In short, strong internal communication practices can boost employee engagement, and foster greater productivity and collaboration among teams. 

Let’s take a look at the benefits of internal communication in more detail:

• Informed audiences: Relevant audiences quickly receive information about events, policy changes, trainings, upcoming business initiatives, and general company updates.
• Employee engagement: Encouraging two-way communication motivates employees to share opinions, concerns, accomplishments, and general ideas with their coworkers, managers, and other members of the organization.
• Company productivity: When key team members have all the information they need to successfully complete a project — or can easily access individuals with the information they need — organizations are able to produce products and reach goals efficiently.

• Company culture: Open, honest internal communication creates a foundation and sets expectations concerning company culture. An organization’s tone and messaging help employees quickly identify its goals, mission, and values.
• Information supply: Companies can’t encourage collaboration, engagement, and productivity without a straightforward, established information chain for everything from all-company updates and team communications to one-on-one connections.
• Goals and objectives: Company strategies for SMART goals and objectives — including new or changing goals and objectives — can be quickly communicated to relevant parties. 
• Task prioritization: Clear communication helps teams stay on task, know which projects and proposals to prioritize, and understand how to pivot when necessary.
• Crisis management: Crisis management plans provide guidance during times of restructuring — especially when teams change or companies acquire other brands. In the face of layoffs or business setbacks, clear and concise internal communication helps get in front of misinterpretation or undue stress among employees.
• Feedback channels: Organizations with a variety of internal communication channels are able to create specific areas for organizational feedback, which allow employees to anonymously communicate grievances, concerns, and other observations to the correct teams.

Internal Communication Channels

Successful team communication does not look the same within every organization. However, effectively utilizing verbal, written, and electronic channels leads to efficient internal communication strategies.

Here are key factors to consider when planning how to best use these channels:

• Verbal: Face-to-face, video, or phone conversations are best for those looking for quick, direct communication — both individually and in group settings.
• Written: Informational communication, less pressing questions, and other types of long-form messages can occur via written communication, such as mailed documents.
• Electronic: Electronic communication connects team members across departments and time zones , which supports an organization’s day-to-day operations. All-company emails and instant messages are examples of electronic internal communication.

Top Internal Communication Tools

For organizations looking to improve internal communication through electronic channels, there are a few high-quality digital tools to choose from.

With a dynamic approach to internal communication and planning, Smartsheet is an impressive project management and collaboration tool that can maximize an organization’s success. 

As a collaborative work management platform, Smartsheet helps organizations efficiently monitor workflows and communicate project goals, setbacks, and successes. Smartsheet is also known for its integration opportunities — notably with other internal communication tools like Slack and Google Workspace.

If real-time communication is an organization’s priority, Slack is a great tool. With more than 20 million active users in over 150 countries, Slack is transforming the digital work ecosystem — one device at a time.

Organizations can create topic-specific channels within their internal platform to keep communication organized and relevant information easy to access. Plus, Slack users can integrate online applications into their systems to help streamline communication between various audiences.

Google Workspace

Google is more than the world’s most popular search engine — it’s also one of the best platforms for internal communication. The search engine’s collaboration tools include email, chat, video conferencing, document sharing, and more.

Projects, proposals, and brainstorms live together in one place with Google Workspace, making it easy for teams to collaborate on both old and new projects. Additionally, Google Workspace can support companies of all sizes — from small businesses to enterprise organizations.

A trusted communication and collaboration platform, Zoom connects teams across the globe, across time zones — or just across the room. Whether an organization works with remote and dispersed teams or needs to plan for cross-department meetings, Zoom can help. 

As Zoom continues to grow, its internal communication offerings improve, with new opportunities for connection like virtual working spaces, online whiteboards, and team chats.

Internal Communication Plan: 8 Best Practices

Whether your organization uses a communication plan template or builds its strategy from scratch, a successful internal communication plan depends on its unique channels, messaging, and goals.  

Here are eight best practices for developing an internal communication plan:

• Analyze the current situation: Businesses should analyze their current communication situation to identify strengths, weaknesses, and opportunities for improvement.
• Define goals: Leaders should identify their goals for an internal communication plan and prioritize them during the planning process.
• Identify KPIs: After setting goals, organizations should determine how they want to track their successes and determine which key performance indicators to monitor.
• Identify audiences: Organizations should identify target audiences — both groups and individuals. These audiences can then be segmented by predetermined factors or traits to strengthen the type of internal communication each audience receives. 
• Outline the message: Identifying important messages, phrases, and tones creates cohesive messaging for all audiences.
• Specify channels and methods of communication: Determining which communication channels work best for each audience increases the effectiveness of an internal communication plan.
• Create a calendar: Scheduling regular meetings and company events sets clear internal communication expectations for all members of an organization.
• Optimize your plan: Relevant team members should receive updates as soon as possible. Organizations should optimize how departments exchange information and identify communications leaders who can accomplish specific internal strategies.

Streamline Internal Communication With Real-Time Work Management in Smartsheet

Empower your people to go above and beyond with a flexible platform designed to match the needs of your team — and adapt as those needs change. 

The Smartsheet platform makes it easy to plan, capture, manage, and report on work from anywhere, helping your team be more effective and get more done. Report on key metrics and get real-time visibility into work as it happens with roll-up reports, dashboards, and automated workflows built to keep your team connected and informed. 

When teams have clarity into the work getting done, there’s no telling how much more they can accomplish in the same amount of time.  Try Smartsheet for free, today.

Discover why over 90% of Fortune 100 companies trust Smartsheet to get work done.

Internal communications: Benefits, best practices, and tools

If the pandemic has taught us anything, it’s that internal communications can be a make-or-break factor for any company.

Recently, the topic went viral after a hostile email from Elon Musk to his staff sent shock waves across the nation. The internal email tells his near 100,000-person team to either return to the office or to leave the company. Musk then left a comment on Twitter saying that employees who choose not to come in could “pretend to work somewhere else.”

Clearly, this approach does not set the right tone for a happy working environment. But, what is the best approach for small business managers looking to develop a solid internal communications strategy? And how do you create an internal communications plan that promotes transparency and community in the workplace? Keep reading to find out answers to these questions and more.

Table of Contents

What is internal communication?

Communication at work means a little bit more than casual socialization between employees. Internal communication is how information flows across departments and teams within the organization.   Essentially, it is about keeping employees informed and connected.

• Help employees stay aware of the company’s values and mission
• Promote transparency and employee engagement
• Encourage collaboration between teams and departments
• Make sure that all team members know about company changes, executive decisions, and the reasons behind new ways forward.

Internal and external communication

It is important to differentiate here between internal and external communications. The biggest difference is the stakeholders that are involved in the process.

Internal communications centers around how employees communicate within the organization , while external communication is more about how employees talk about the organization .  For example, an employee promoting the brand on social media would be classified as external communications.

Although they require different strategies and target different audiences, note that the two should work together harmoniously.   Both directly impact the company’s image and reputation. In reality, the way that your company communicates comes down to the policies and messages that your brand represents.

Benefits of effective internal communication

Before outlining the details of how to put a strategy in place, let’s take a look at some of the ways that your company can benefit from effective internal communications.

• Enhances engagement- It is fundamental to helping employees feel connected to the company. Employees who feel like their voices are heard often feel more invested in their work.  According to Forbes, ”Highly engaged teams show 21% greater profitability” . Additionally, more communicative and engaged teams also mean higher levels of organizational commitment and reduced workplace hostility .
• Reduces expenses- Communication blunders can be pricey and can have an especially detrimental effect on smaller businesses. The same piece by Forbes goes on to say that “disengaged employees cost U.S. companies up to $550 billion a year”.  For businesses on a budget, internal communication should not stay on the sidelines.
• Promotes Productivity- An effective internal communications strategy means that employees feel more connected to each other and to those who hold decision-making positions. Studies show that employee productivity increases by 20-25% in organizations where employees are connected .

Common communication challenges

Many of the challenges that companies face with internal communications are nothing new.  As pointed out by internal communications expert Jenni Field, “when you look at the latest trends in internal communication, a lot of them have been on our list for the last 10-20 years.”

With this being said, the pandemic has dramatically changed the way that people work and communicate at work.  Although things like hybrid work and purpose-driven communication existed before the pandemic, they became more prominent necessities as a result of the event.  In the words of Field, “A crisis escalates an existing trend.”

Communicating internally with hybrid and remote teams

Although many benefits come along with remote work, the lack of face-to-face interaction can leave many employees feeling disengaged and disconnected .  With the increase of remote-first and hybrid companies, this issue is more pronounced and the stakes are higher now than ever before.

Effective internal communication strategies are even more critical in agile organizations and companies with more complex organizational structures.  In these situations, i t is often harder to reach everyone, especially if there is no streamlined way of doing so.

The best way to communicate with remote teams is by creating norms that establish communication protocols.   It is best to not overload remote workers with messages, however, you shouldn’t cut messages short while talking about important issues either.

Additionally, be aware of the differences that come with text-based communication.  More introverted employees might feel more comfortable communicating in this way and may be more likely to share their insights through internal messages and emails.  However, text-based communication can also lead to misunderstandings and confusion about intention.  It might be easier to misinterpret or misunderstand messages.  In these cases, clarity is key.

Last but not least, you should make time for informal chats and socialization while communicating with remote teams.   Often, it is difficult for remote workers to have the same rapport as those who are working together in person.  Perhaps set up monthly virtual team-building events and happy hours so that your team gets to know each other on a more human level.

Internal communication and onboarding

Onboarding is arguably the phase in which internal communication has the most impact.

First impressions matter and good internal communication should be practiced from the start. Studies show that employees who receive a good onboarding experience are 82% more likely to stay with the company during their first year of work.  This means that establishing good communication habits should be a top priority from the start.

While communicating with new employees, it is best to think about what makes your company culture unique.  Rather than just saying that your company is a good place to work, show new employees the reasons why your work culture stands out.

Additionally, it is a good practice to share your internal communications protocols with new employees during their onboarding session.   Share with them the channels and technology that you use to communicate across the company, and let them know who to contact if they need support.  This will help them to feel comfortable from day one and ensure that issues are communicated before they become larger problems.

Organizational silos

Sometimes information is stored in a way that is difficult for everyone to access.   When this happens, so-called organizational silos start to emerge.  Like silos used on a farm to separate and store resources, organizational silos in a company are commonplace when there is not enough communication across departments and teams.

As a result, many are left in the dark about topics that are important to get across, making interdepartmental collaboration and larger global projects nearly impossible.

In order to ward off silo mentalities in your organization, it is crucial to encourage and strengthen cross-departmental communication.

This can mean having representatives attending meetings of different departments. Or, perhaps creating more team-building events and activities with multiple departments. The actions of one department carry repercussions for everyone. When it comes to communicating projects and new initiatives, less segmentation can make for more success.

Information overload

This is a problem for many organizations, especially when there are multiple platforms and channels of communication.  When it comes to effective workplace communication, less is usually more.   No one can stay up to date with 50+ slack channels, emails, and company announcements.

While it is important not to create silos, it is crucial to keep company-wide channels to a minimum and make sure that the right information is given to the right people and groups.

It is also important to consider the length of the content that you are sharing .  Detailed communication of policy changes and more serious announcements is often necessary, however, lengthy messages for daily occurrences run the risk of never being read.  While communicating, it is important to be friendly, yet concise.  Give people exactly what they need to know. No more, no less.

The role of HR in internal communication

The role of HR has changed.  With digitization, professionals working in the field are spending less time with routine administrative tasks and growing into a more business partner-oriented role.  HR business partners play an important role in communicating, especially with company executives about strategic decisions.

Additionally, they are often responsible for delivering company-wide messages to employees and collaborating with external stakeholders.   In other words, the role of HR is one of communicating in all directions.

However, it should be noted that when it comes to internal communications, the responsibility does not just belong to HR. Executives and individual employees play a big part in circulating information.

As seen by the reactions to Musk’s message, the voice of those in senior management roles is powerful, and can dramatically impact the way that employees and external stakeholders feel about the company.

In addition to HR and senior leaders, employees are responsible for sharing their ideas, providing feedback to one another, and communicating across teams.  Without everyone’s active involvement in the process, your internal communication will most likely suffer.

How to deal with internal communication barriers

Make sure communication is horizontal.

According to a recent survey , 66% of internal communications professionals said that the level of influence on senior leaders has increased due to the pandemic.  Although top-down communication and CEO messages impact employee satisfaction and the overall work culture, the most effective internal communication strategies empower employees to be open and share.

Communication should be equal and symmetrical in an organization. This means that information about decisions, changes to company policies and procedures , and the reasons behind those changes should be conveyed to employees.  Additionally, their participation in the conversation should be encouraged.   Functional internal communication means that employees are heard and that their opinions are accounted for in the decision-making process.

Communicate bad news

It is not just messages about benefits and company achievements, internal communications managers are responsible for creating a community and promoting transparency while communicating difficult and bad news.   This means making sure employees aren’t blindsided by terminations , failures, and unpopular policy changes.

According to Field, “you just have to be really open and honest” when it comes to communicating employee dismissals and layoffs. For Field, effective communication practices while discussing bad news include the following:

• Don’t prerecord messages. It eliminates the possibility of discussion about the important issue.  Additionally, it does not exactly set the right tone while delivering important messages.
• Give people time to have conversations. Often, communicating bad news links to changes in the company.  It’s important for employees to voice their opinions during these times especially.
• Take ambiguity away.  During times of change, Field advises to “keep people up to date with what’s happening because it stops that ambiguity, it stops that void of information, which is what people will fill with something that’s negative.”
• Brief your managers.  Keeping managers in the loop will help them to answer concerns and ultimately help their team recover from bad news.  According to Field, you should “make sure your managers have answers, have Q and A’s, have briefing sheets, and have the time to talk to you before it goes to everyone else.” This will help them to deliver information accurately and deal with different stakeholder groups appropriately.

Internal communication and change management

As seen by Elon Musk’s questionable email about employees not working remotely, aggressive top-down communication is not the best strategy when it comes to managing company-wide policy changes.  Whereas effective internal communication and change management can make employees more receptive and willing to commit to those new policies.

When everything is in flux, adaptability is vital.   The degree to which your company communicates can be a make or break factor during times of change.  Having clear, transparent communication helps everyone to feel secure and like the company has a well-organized plan for the future.  Sudden changes without sufficient explanations will create feelings of uncertainty and instability.

Putting an internal communications strategy in place

Having an effective internal communications strategy can help you save time, money, and frustration.

1) Assess your current internal communication strategy

To get started, the first step is taking stock of what you already have. This means assessing the tools and practices that are already in place.  While examining your internal communications practices, be sure to ask yourself the following questions:

• What is the process to create and approve company messages?
• What kind of information is communicated? And what is the overall tone?
• What works and what doesn’t? What are some examples of functioning internal communication? Where is there room for improvement?
• What is the level of transparency?  Do employees feel left out of important conversations?
• Who is responsible for what? Offen, internal communication is an interdisciplinary effort between multiple departments in an organization.

2) Set internal communications goals

Once you have a clear idea of your current internal communications practices, it’s time to start thinking about your objectives.  While you might feel eager to put the perfect internal communications practices in place, it’s best to remember that it might take some time.

Especially at first, it’s important to set goals that are realistic and focused .  Think about what is the most important objective and why it is a priority.  Your new strategy should adapt to the practices and platforms that your team members are already using.  This will help to implement any changes as smoothly as possible.

3) Find a way to measure successful internal communication

If there is no way to measure internal communication performance and progress, it will be difficult to develop your strategy. It will be hard to see the impact of your goals and understand what needs to be tweaked with your new practices in place.

Having a clear, systematic way of setting and measuring KPIs will bring you one step closer to aligning business goals and internal communication goals.  To do this well,

Think about which metrics to use to track the progress of your internal communication plan. Here are some suggestions:

• Employee engagement
• Email open rates
• Employee turnover
• Employee feedback and suggestions

4) Think about your audience

While developing your strategy and determining what kind of messages need to communicate, it’s important to have a clear understanding of your target audience.  This will help you to draft meaningful messages that really connect with readers. 

Additionally, it will help you to determine which messages should go to which channels and why.  Not everyone needs to hear about every minor company update.  If a piece of news only affects certain employees, it is better to set up new channels to better target your audience.  That way, you can avoid overloading employees with information that does not relate to their roles.

5) Develop a content workflow

The next step in putting your internal communications strategy in place is creating a content workflow.  What does the content production process look like from start to finish?  There is no cookie-cutter approach that works perfectly for every company.  Depending on the company structure, and the tools used to communicate internally, it varies from company to company.  Here are some of the points that you should address when finding a system that works for you:

• Determine who is in charge of internal communications.  This will most likely be more than one person.
• Determine stakeholders from other departments that should be involved.
• Work closely with the marketing department to help curate content.  This is true for both external and internal communication efforts.
• Create a calendar with dates for upcoming events and messages to go out.

6) Decide which internal communications tools to use

When deciding upon which tools to use to use for internal communications, consider the type of information that you need to communicate and which platform works best.   There are a few general guidelines to help you with this:

• For shorter messages, an internal messaging system like Slack might work well.
• In regards to more detailed communication, for example, a company policy change, it might be best to communicate via email.
• For big company changes and bad news, it can be a good idea to communicate these in person or via zoom during all company meetings, such as all hands.
• Or, rather than using messaging systems and email to communicate, the simplest way to communicate important information is through an employee portal.   With it, you can create company-wide announcements, create workflows, and instantly send email notifications to all team members.

7) Make improvements based on feedback

The last step to think about while developing your internal communications strategy is employee feedback.  Regularly taking stock of how employees communicate can help to guide your strategic decisions and make improvements. 

You can do this in several ways.  Pulse surveys and satisfaction surveys are excellent places to start.  These should ideally be conducted on a  quarterly or monthly basis.  In these surveys, be sure to include questions regarding the level of transparency that employees feel and their overall satisfaction with communication within their teams.

Additionally, take into consideration the internal communications metrics that you are tracking as well.  It might be worthwhile to create a suggestion box for employees so that they can express their concerns and doubts at any time.

Best Practices to improve internal communications

To recap, here are some of the best practices to improve internal communications in your company.

• Communicate the company’s strategic goals. Studies show that on average, 95% of employees are unaware of the company’s strategy.  With these numbers, it’s no wonder that there are miscommunications and misalignments within organizations.  In order to achieve goals, everyone needs to have the big picture and understand where to direct their energy. A good internal communications strategy communicates the company’s vision, mission, and plan in such a way that is clear for everyone to understand.
• Don’t sugar-coat bad news. While it is important to promote positive thinking in the workplace, toxic positivity can actually discourage employees from sharing problems.  Be realistic and honest about topics that aren’t necessarily pleasant.  Make sure that everyone feels comfortable expressing their doubts and concerns.
• Communicate with your audience in mind . This is crucial to increase employee engagement.  How can employees be responsive to messages if they were not written for them from the beginning?  Start with a profile of your intended audience and act as if you are writing to a single person.
• Share the company’s structure with newcomers .  Those first few days can be chaotic and it’s important that new hires know who to talk to about issues that come up. It can be especially helpful to share an organizational chart with all team members and their positions.
• Use the appropriate tools.  The tools that you use, whether it be software, email, or video conferencing, should always correspond to the message that you want to convey to your team.  The tool that you use contributes to the overall tone of communication.  Using certain tools in the wrong context can come across as cold or less human.

Internal communication software

In order to have effective internal communications, it’s crucial to have the right tools.  Most likely, you will need to use a combination of the following to put a solid internal communications plan in place.

Intranet internal communications software

Some companies opt for intranet software as their communications tool of choice.  An intranet is a private network that allows companies to communicate exclusively with employees.   The difference between using the company intranet vs. the internet to communicate is that intranets do not allow access to third parties, whereas internet platforms are widely available.

Knowledge-based internal communications software

• Employee dashboard- This works especially well for communications regarding company policy changes and events.  With an employee portal like the one that Factorial offers, you can automatically notify employees about company announcements, requests to sign forms and contracts, and requests to fill out surveys via email. Perfect for companies looking to unify their internal communications tools and boost efficiency.
• Messaging tools- Messaging platforms like Slack work well for employee communications on a day-to-day basis.
• Video tools- These are especially important for remote and hybrid teams.  Meetings on zoom and google meet work well to boost face-to-face interaction, especially to include everyone in all company events.

Final thoughts on internal communications

Improving internal communications can be a great way to boost engagement and motivation levels in your team.  Here are a few key takeaways to remember while putting your strategy in place:

• Internal communication directly impacts employee engagement, motivation levels, and employee trust levels.
• Everyone plays a part in internal communication: HR, CEOs, managers, and employees.
• Having a stellar internal communications strategy in place is good for employer branding.  Employees are more likely to act as brand ambassadors when they feel satisfied with their organization.
• Remember that transparency and trust are the most valued outcomes for any organization’s internal communication efforts.

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Internal Communications, Essay Example

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Employees are concerned about the company’s leaders demonstrating an interest in them because doing so will contribute to “an open and honest exchange of information”. Ultimately, when a company shows that they are interested in their employees, they are demonstrating that they value their employees and this value extends to the ideas and the opinions that they contribute to their team. When employee’s feel that they are respected and valued, they will be more likely to perform well. As this article explains, an important way that employees are shown that they are essential is through effective communication with their employers.

In order to communicate effectively, employees ask for “consistent messaging” across sources. Ultimately, employees require input from their employers about what jobs should be done and how they should be done, but the employer is unable to completely control every aspect of the project. Therefore, in addition to being told what to do, employees require feedback from their managers in order to understand if they did a good job. Doing so will allow them to improve if their performance is not perfect and feel praised if the job was well done. It is also essential for employees to be able to communicate with their employers if questions about the project arise as it is being completed.

An ineffective internal communication strategy is one that lies on assumptions. For example, if an employee is told what to do and this advice is followed exactly, it is assumed that he or she did a good job. However, it is preferable to bypass these assumptions and state whether the project was effective or not in a detailed manner so the employee can understand how the project did or didn’t meet expectations. In addition, verbal communication is preferable to electronic. The organizational structure used by this company to communicate internally emphasizes a connection between effectiveness and communication strategy. Therefore, it is important for supervisors to explain company goals and project ideas to employees in a detailed manner.

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Advantages and Disadvantages of Internal Communication

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In this comprehensive guide, we delve into the intricate world of Internal Communication , examining its various advantages and disadvantages. Understanding the dynamics of internal communication is crucial for any organization striving for excellence in effective communication . This guide not only highlights key examples but also provides insightful analysis on how internal communication strategies can significantly impact organizational efficiency and employee morale. From fostering a collaborative environment to navigating potential miscommunications, this guide is an invaluable resource for anyone looking to enhance their communication skills within a professional setting.

What are the Advantages and Disadvantages of Internal Communication?

Internal Communication refers to the exchange of information and ideas within an organization. It plays a pivotal role in shaping the workplace environment and influencing employee engagement. The advantages of effective internal communication include improved team collaboration, enhanced employee morale, and streamlined decision-making processes. Conversely, the disadvantages can involve the risk of miscommunication, potential information overload, and the creation of communication silos. Understanding these aspects is essential for developing a balanced and effective communication strategy .

Advantages and Disadvantages of Internal Communication Essay

Internal communication is an essential component of any organization, playing a crucial role in shaping its success and employee well-being. This essay explores the various advantages and disadvantages of internal communication, underscoring its impact on organizational efficiency and employee dynamics.

Advantages of Internal Communication

• Enhanced Collaboration and Teamwork : Effective internal communication fosters better collaboration among employees. It ensures that everyone is on the same page, leading to a more cohesive work environment. This kind of effective communication promotes teamwork and helps in achieving common goals more efficiently.
• Improved Employee Morale and Engagement : Regular and transparent communication within an organization boosts employee morale. It makes the workforce feel valued and involved in the company’s affairs, which, in turn, enhances their engagement and commitment to their roles.
• Efficient Decision-Making and Problem-Solving : When communication channels are open and clear, decision-making becomes quicker and more effective. Employees are better informed, which allows them to contribute meaningfully to problem-solving processes and decision-making.
• Transparency and Trust Building : Open communication channels contribute to a transparent work environment. When information flows freely, it builds trust between employees and management, creating a more honest and open workplace culture.
• Innovation and Creativity Stimulation : Good internal communication encourages the sharing of ideas and innovation. It creates an environment where creative thoughts are welcomed and discussed, leading to innovative solutions and improvements.

Disadvantages of Internal Communication

• Risk of Miscommunication and Misunderstandings : One of the major pitfalls of internal communication is the risk of miscommunication. Misinterpreted or unclear messages can lead to confusion and errors in work.
• Information Overload : Excessive communication can lead to information overload, where employees feel overwhelmed with the amount of information they need to process. This can lead to decreased productivity and increased stress.
• Potential for Conflict : Different viewpoints and communication styles can lead to misunderstandings and conflicts among team members. If not managed properly, these conflicts can escalate and affect workplace harmony.
• Dependency on Technology : In today’s digital age, much of internal communication relies on technological tools. This dependency can become a disadvantage if there are technical issues or if employees are not equally tech-savvy.
• Exclusion and Inequality : Poorly managed communication can result in some employees feeling excluded. This can happen in large organizations where information may not reach every employee equally, leading to feelings of inequality and disenfranchisement.

Advantages and Disadvantages of Internal and External Communication

Certainly! Here’s a table outlining five key advantages and disadvantages of both internal and external communication:

In conclusion, understanding the advantages and disadvantages of internal communication is crucial for any organization. This guide offers insights and practical examples to navigate these dynamics effectively. By embracing clear and inclusive communication strategies, companies can enhance team collaboration, boost morale, and avoid potential pitfalls, ultimately leading to a more cohesive and productive work environment.

Text prompt

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• Professional

Internal Communication Essay Sample

A key element of any successful organization is an effective internal communication program. Internal communication in an organization ensures that all members of the organization are kept up to date with the company’s key information; it also helps to increase morale as well as motivate the employees (Lewandowski, 2011). Companies might be proficient at communicating with suppliers and customers, but they often fail to give the same degree of attention to their internal communications.

This is often a detrimental move. The company does not work towards a common goal, but everyone instead works towards their own goal, possibly creating confusion in the organization. There is a need for a smooth flow of communication between the people coordinating projects and the managers in order to ensure the success of a business (Morales, 2011). There is also a need for communication between those who manage a business and the people they manage. There are several methods of internal communication. This paper will discuss some of these methods and outline their pros and cons.

Internal Communications

VERTICAL COMMUNICATION IN AN ORGANIZATION

The communication that takes place in every organization follows a common pattern, a common sense of approach, which involves a chain of command from the executive officers to the front lines. Most organizations use a form of communication following an up and down vertical pattern.

Vertical communication consists of the communication that occurs up and down in the organization’s chain of command. Downward communication often starts with the top management and trickles down through to the management levels to line workers, as well as non-supervisory personnel (Stephenson, 2011). Downward communication sets to serve several purposes, including advising, informing, directing, instructing, as well as evaluating employees in order to provide the organization’s members with information regarding its goals and policies (Berger, 2010). Rules and mandates come from the top leadership of the organization and trickle down to the front line supervisors, eventually reaching the workers. The purpose of an organization operating with a vertical communications system is to ensure that there is a control of information and decision making (Kappas, 2011). Upward communication, on the other hand, involves the flow of information from the workers up the chain to the top personnel of the organization. The function of upward communication is to ensure that there is a supply of information to the uppermost levels of the company in order for them to understand what is going on in the lower levels of the organizations. This type of communication often includes explanations, requests for aid, progress reports, or even suggestions (Guffey, 2010).

Vertical communication has several advantages. First of all, the communication channels throughout the whole organization get strengthened. The top management often entrusts work to the subordinates, and they act as a guide and mentor to the lower workers of an organization. When a subordinate is in doubt, he or she approaches a superior for explanations and clarifications (Fransson, 2010). This in the long run breeds trust, helps the employees of an organization to be motivated, and gears them towards gaining the management’s support and approval. Secondly, vertical communication systems can be said to be extremely feedback oriented. The hierarchical levels in the organization interact with each other, and they discuss matters pertaining to the organization (Dohen, 2010). The vertical communication system also helps in the establishment of chains of command in the organization; it helps the employees to understand who their superiors are and to respect them. On the other hand, the superiors understand who is accountable to them (Berger, 2010). Therefore, if work does not proceed according to the set standards and targets, the top management knows whom to question or reprimand.

Although vertical communication is used in most organizations, it still has its disadvantages. The main disadvantage of this method is the fact that information is often filtered as it moves up and down in the chain of command (Pierce, 2011). This often waters down the message, or even changes the nature of the information. For example, a manager might receive a request which is directed to the upper management of the organization. However, he might decide that the request is not valid and, therefore, slow its motion or even at times stop it altogether. Information which is meant for distribution to the lower levels of the organization might be stalled or slowed down with the bureaucracy of the organization’s structure.

FACE TO FACE MEETINGS AND THEIR IMPORTANCE

The 21st century has been marked as the century of technological revolution. In the context of communication, the century has had revolutions with the rise of text messaging, email, and paging. However, nothing can replace the value of face-to-face communication in an organization (Bartels, 2011). However, it must be noted that in a growing business, traveling to meet team members and customers is not economical or feasible. Therefore, there is a tendency to communicate over phone or email, but even then, there is often a tendency for messages to be misinterpreted, and a sense of personal connection is not truly established or maintained (Berger, 2010). Research has shown that 90% of the way humans communicate is through non-verbal cues such as gestures and facial expressions.

With this said, the power of face-to-face communication should be utilized in order to maximize the effectiveness of communication. An advantage of this style of communication includes the fact that it helps things get done. When there is an urgent issue which requires a quick decision, a consensus can be reached quicker and more efficiently. In addition, face-to-face communication enables reaction and adjustment to non-verbal cues; for example, if someone is checking their watch, it suggests that the meeting may need to end.

However, people cannot react and adjust to these non-verbal cues over the phone or through email (Berger, 2010). Lastly, face-to-face communication provides a personal touch. In the 21st century, there are many worthy competitors, and thus a personal touch might be the difference between the many competitors in the market. Face-to-face communication allows people to establish a bond and set the foundation of trust, which ultimately leads to a lasting business relationship (Whittaker, 2009). Meeting face to face helps an organization to breed motivation; this is because a face-to-face meeting makes the employees feel appreciated, and they can relate with the final product of the company…

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Internal Communication: Definition and Importance

Enhance workplace productivity with effective internal communication strategies. Explore best practices for fostering strong connections among your team.

Every thriving organization has a heartbeat — a rhythm that keeps teams aligned and motivated.

But what  is  this pulse?

The answer is effective internal communication.

Gone are the days when employee interaction was limited to breakroom chats. Modern internal communication is the lifeblood of dynamic companies, as it helps ensure everyone marches to the same beat.

Dive in as we unravel what internal communication means, its significance, and methods for refining it in any corporate setting.

What does internal communication mean?

Internal communication is the exchange of information, ideas, and feedback within an organization. It encompasses the various interactions that happen among members of the same organization, be they departments, teams, or individuals.

Internal communication can include:

• Formal communication via memos,  meetings , or official announcements
• Informal communication via chats, emails, and impromptu discussions

Internal vs. external communication

Internal and external communication are both critical components of an organization’s overall communication strategy, but they serve different purposes and audiences.

Here’s a breakdown of the differences between the two:

Internal communication

• Targets the members within the organization.
• Aims to inform and engage employees, promote organizational culture, drive alignment, and enhance productivity and collaboration.
• Includes staff meetings, intranet posts, corporate newsletters, and team-building activities.

External communication

• Targets audiences outside the organization.
• Aims to build the company’s brand, communicate with customers or stakeholders, manage public relations, and market products or services.
• Includes press releases, marketing campaigns, customer service interactions, and stakeholder reports.
• Is primarily directed at employees, though it can also include contractors or partners closely affiliated with the company.
• Targets a broader audience, including customers, investors, suppliers, media, regulators, and the general public.
• Uses platforms like company intranets, internal chat apps (Slack, Microsoft Teams, etc.), internal newsletters, and town hall meetings.
• Relies on public-facing platforms, like company websites, social media, advertising campaigns, press conferences, and public statements.

Content and tone

• Is more informal and can include details specific to company operations.
• Focuses on company policies, updates, achievements, and other matters of internal interest.
• Is usually more formal and polished.
• Focuses on presenting the company to the external world in the best possible light.
• Encourages a two-way flow of information, allowing employees to respond, offer feedback, or voice concerns.
• May not always be two-way, especially in the case of mass media communication. However, platforms like social media now allow for more direct engagement and feedback from external audiences.

Why is good internal communication so important?

Effective internal communication within a company is essential for the following reasons:

Offers direction and alignment

It helps ensure that everyone in the organization understands the company’s goals, values, and priorities.

Enhances collaboration

Clear communication between teams  or departments can foster collaboration and prevent misunderstandings or duplicated efforts.

‎Improves morale

Transparent and open communication can boost employee morale and engagement. When employees feel informed and listened to, they’re more likely to feel valued and motivated.

Strengthens problem-solving

Open channels of communication allow for the quick identification and resolution of issues. These things can be particularly critical during crises.

Helps with change management

When there are changes in an organization — whether it’s a new product, a change in leadership, or a company-wide restructuring — effective internal communication helps to smoothly navigate the  change management process .

An effective way to give feedback

A solid internal communication plan allows for two-way communication. Management can share information downward, while employees have channels to provide honest feedback or voice their concerns upward.

Promotes a unified company culture

Effective internal communication helps to build a shared company culture in which everyone feels like part of a larger mission.

Reduces turnover rates

When employees are kept in the loop and understand their roles, they tend to feel more secure and engaged in their jobs. This can lead to greater employee satisfaction and  reduced employee turnover , ultimately saving companies time and resources in hiring and training.

Strengthens trust

Transparency in communication helps to build trust between management and employees. When leadership communicates openly about both successes and challenges, a sense of trust and partnership results.

Methods of internal communication

Internal communication encompasses a wide range of tools, methods, and interactions for fostering dialogue, sharing information, and aligning employees with organizational goals.

Here are some examples of popular internal communication methods:

‎ Emails : Often used for company-wide announcements, policy updates, or specific departmental communications.

Newsletters : Periodic updates that can include company news, employee spotlights, and other organizational updates.

Instant messaging : Includes platforms like Slack, Microsoft Teams, or WhatsApp for Business, and are used for real-time, informal communication among employees.

Team meetings : Regular meetings within a team or department to discuss ongoing projects, challenges, and updates, or larger company-wide meetings where executives share company updates or future visions or address employee questions.

Social networking : Company-specific platforms or channels on larger platforms (like a Facebook Group for employees) that allow for social interaction and sharing.

Video conferencing : Tools like Zoom, Google Meet, or Webex, all of which are used for virtual meetings; these are especially important for remote teams or geographically dispersed companies.

Bulletin boards : Physical or digital boards for posting news, updates, or important notices.

Internal blogs or forums : Platforms on which employees can share insights, updates, or topics of interest.

Training sessions : Events or courses designed to upskill or inform employees about specific topics.

Feedback and suggestion boxes : Tools or systems where employees can submit ideas, feedback, or concerns either anonymously or openly.

Employee surveys : Tools used to gather feedback from employees on various topics, from job satisfaction to opinions on company initiatives.

Employee onboarding programs : Introductions and training for new employees to get them acquainted with company culture, policies, and their roles.

Collaboration : Tools like Motion, Trello, or Asana where teams can collaborate on projects, share updates, and track progress.

Employee recognition programs : Communication that highlights employee achievements, milestones, or exceptional performances.

Crafting an internal communication strategy

Here’s a step-by-step guide to crafting an effective internal communication strategy and fostering a connected, informed, and engaged workforce:

‎1. Set clear objectives

Determine what you aim to achieve. This might include improving employee engagement, increasing employees’ understanding of company values, facilitating change management, or enhancing inter-departmental collaboration.

Begin with a brainstorming session with key stakeholders. List the outcomes you want to see from the internal communication strategy. Once you’ve completed this list, prioritize these outcomes and set tangible metrics for each.

2. Identify your audience

Recognize that your organization may consist of groups with varying needs. Segment your audience by department, role, or location to tailor your messages appropriately.

Conduct a brief survey or use existing HR data to determine your workforce’s demographics and preferences. Group them based on similarities to create targeted communication campaigns.

For instance,  remote workers  might need a different communication touchpoint than on-site employees.

3. Choose the right communication channels

Choose channels based on your audience’s preferences and the nature of the content.

A tool like  Motion  might be effective for tech-savvy teams, while a production floor might benefit more from bulletin board announcements. Remember, one size doesn’t fit all.

4. Determine content types

What kind of information do employees need and want? This can range from company news, policy updates, and training content to employee spotlight stories.

Hold focus group discussions or feedback sessions. Understand what kinds of information employees value most. This will help you tailor content that’s both engaging and informative.

5. Establish a content calendar

Outline when and how frequently you’ll communicate. Use a tool like Motion to map out a communication  timeline . Assign responsibilities to team members for content creation, approval, and dissemination.

‎For instance, designate every first Monday of the month for company news and the third Thursday for employee spotlights. Regularity can create a rhythm that employees come to expect.

6. Document the strategy

Create a written document outlining strategy, objectives, channels, and protocols. Regularly update it based on changing objectives or audience feedback. It will serve as a reference and help ensure continuity.

7. Measure and analyze

Determine key metrics to evaluate the effectiveness of your communication efforts. Use analytics from digital platforms, like the number of views or email open rates.

For physical interactions, post-meeting or post-event surveys can be invaluable. Convert this data into insights. For instance, use it to determine which topics get the most engagement.

8. Review and adjust

Schedule quarterly review meetings with your communication team. Discuss the analytics, gather feedback, and recalibrate the strategy accordingly.

For example, if video messages have a particularly high engagement rate, consider increasing the frequency or variety of such content.

Tips for improving your internal communication

Here are some strategies for refining your team’s internal communication:

Ensure clarity and understanding

Ever read a work email and thought, “What did they mean by that?”

Making sure everyone on a team is on the same page cuts down on misunderstandings and time wasted deciphering such messages.

Encourage an open-door policy

A welcoming atmosphere helps team members more freely share their insights, leading to a more collaborative and inclusive environment.

Encourage leaders and managers to be approachable and available for discussions, fostering an environment where employees feel their voices matter. For example, set aside specific hours in which you are available for casual chats.

Use multiple channels

Not every platform is suitable for every kind of communication. Instant messages can be great for quick queries, but longer, more detailed discussions may be better suited for face-to-face meetings.

Whether it’s email, messaging, or a good old-fashioned meeting, choose wisely.

Consolidate channels to avoid overload

It’s easy to feel like you’re drowning in a sea of apps and notifications. Having too many tools can lead to missed messages and wasted time.

Motion streamlines communication by offering several collaborative tools in one place, helping teams stay in sync without the clutter.

Encourage feedback

Create ways for employees to share their thoughts and concerns, like surveys or feedback forms. Keep in mind that some employees may feel more comfortable providing feedback anonymously.

However, it’s also not enough to just collect feedback. Showing that changes are made based on feedback reinforces trust and encourages continued communication.

Set clear expectations

Outlining clear business goals from the get-go ensures everyone knows their role and can contribute effectively. Whether it’s for a specific project or a general task, having written guidelines or expectations can be a reference point for everyone.

Take your internal communication to the next level with Motion

Internal communication has transformed from simple break room chats to sophisticated interactions that drive organizations. A company’s success hinges on ensuring every department, team, and individual exchanges information and ideas effectively.

Motion steps in as a solution tailored to today’s modern corporate landscape by consolidating communication and facilitating seamless interactions while eliminating the clutter of excessive channels. Whether it’s task alignment or scheduling meetings, Motion’s unified platform ensures everyone stays connected, understands their role, and works toward the collective vision.

Ready to experience an internal communication transformation?  Sign up for Motion’s free 7-day trial .

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• Why is Internal Communication Important for Your Business?

Milton Herman

Good internal communication ensures clarity for everyone in the organization. But what is effective internal communication and how does it work? This article reviews the value of internal communication and how transparency, communication, and feedback lead to success.

What is Internal Communication?

Internal communication shares information about the company so employees can perform their jobs well. It keeps people informed.

Internal communication’s purpose is to provide an effective flow of information between an organization's departments and colleagues . This applies both up and down the management/employee chain. It also works among employees who are interacting with each other in the company.

Solid internal communication nurtures company culture and builds employee engagement.

Internal Communication Types and Channels

Workforce demographics constantly change, which highlights the need for different communication channels. Wherever employees work and whatever they do, there is an advantage for both internal communication in the office and remotely.

The sharing of information can be verbal, or electronically through systems such as the company intranet . The beauty of an intranet is that it’s available 24/7 and employees have access to it from any location with an internet connection.

What are the types of internal communication? There are five main sources of internal communication:

• Management – who dispense information such as strategies, company results, internal and external information, and other important general information.
• Team – between colleagues who work together to achieve the same end goal.
• Face-to-face – briefing individuals on tasks and situations.
• Peer – informal chats between colleagues to share information.
• Resources – the intranet, email, social media, messaging, video calls, telephone.

Each of these types uses a specific channel to achieve its internal communication goal:

• Verbal – the passing of information by word-of-mouth.
• Electronic – how most information in writing is shared.
• Paper – a way of communicating using posters and graphics.

The Internal Communication Plan

An internal communication plan serves as a roadmap that motivates employees to take action through sharing information. The plan encourages enhanced collaboration as it makes goals clear.

Tactics are part of the internal communication plan and should point out the specific initiatives and actions needed to achieve your business goals. The technology or method used to deliver these tactics should match the target audience, for example, connecting through Slack to update on a project in real-time.

Checklist: How to Build a Communication Strategy

Change the way you communicate in a few easy steps - it's time to go from reactive to proactive!

10 Reasons Why Internal Communication is so Important

Recent research from Grammarly and The Harris Poll estimates that poor communication costs businesses approximately $12,506 per employee every year. Business leaders estimate they lose 7.47 hours (almost a full work day) per week as a result of ineffective internal communications. These are consequences that not only disrupt continuity, but also represent a significant source of lost time, productivity, and of course, money.

A strong and well-supported internal communications strategy can translate into significant cost savings. In a company of 5000 people, 5 minutes saved daily translates to over 2000 hours of time recovered for the organization in the course of a week. This is a staggering amount of time and money!  

Here are 10 key reasons that highlight the importance of internal communication:

1. Boosts employee engagement and productivity

Start the right conversations across your organization and bring leaders, partners, and employees together to focus on internal strategies that boost engagement and productivity . 

According to McKinsey , organizations that manage to keep employees connected tend to see their productivity rise. Ultimately, it is all about creating the communication touch points that generate the opportunities to discuss projects, share ideas, network, mentor, and coach.

A powerful intranet solution enables critical communication between staff and leadership where employees feel encouraged to submit their ideas and opinions. This makes them feel valued and listened to, which leads to engagement. When employees are actively engaged, they are motivated to work harder and do better quality work on the job.. It also contributes to organizational performance and cohesion. As much as it is a tool to reach out to clients and get work done, in the age of hybrid work, your company's intranet is the preeminent tool to help weave and foster a committed, enthusiastic, and productive company culture.

With a host of powerful AI-driven productivity features , LumApps makes collaboration easier and more efficient. A Digital HQ with a data-rich and ultra-personalized interface, your enterprise intranet is where virtual and distributed teams can share knowledge effectively, stay up to date on the latest developments, and make more informed decisions.  

2. Promotes the supply of information

Another of the benefits of internal communication is that it delivers the right message to the relevant people . Modern technology means most of us connect at some point during the day, particularly at work. Many employees have access to a company intranet, which they can connect to when it suits them and keep up to date with relevant communications.

Effective internal communication also ensures employees don't suffer from information overload . It avoids the need to spend hours sending and reading emails, messages, and comments.

3. Improves employee experience

Organizations can use internal communication to improve the employee experience This helps maintain employee retention, as working for a company that cares about its people sends out a positive message. Internal communication can be used to advertise:

• company events
• sports club membership
• free healthy drinks and snacks
• free cab service for employees that work late
• the introduction of a chill-out area

Unless everyone knows about these benefits they won't be able to take advantage of them. This is why the internal communication role is important for both business and leisure time.

4. Sharing goals and objectives

One of the best ways to communicate the roadmap of your business is by leveraging your internal communication platform . Giving an overview and explaining your goals through a consistent information flow helps employees feel well-informed and capable of taking actions.

A clear roadmap also emphasizes company strate gy so everyone in a team or department has a defined view of where the organization is heading. It gives a single, clear reference point that summarizes the overall objectives. This clarity can promote confidence in making decisions and carrying out roles.

Discover LumApps

5. Improves employee alignment

According to a study conducted by IBM, 72% of employees don’t understand their organization’s strategy, which is a result of poor communication. Make sure your employees understand your strategy through clear internal communication.

Internal communication can be used to align and guide teams on how to prioritize and distribute effort . Clear internal communication in the work environment ensures employees are aware of deadlines and can set time schedules to achieve them. This focus also emphasizes how a smaller project fits into the overall picture and why a specific deadline is important. For example, the installation of new software for the HR department may need to be implemented to capture a seasonal trend.

Clarifying communication goals, supporting and training your people, and choosing the right tools and technology are critical concerns when trying to improve your company's approach to communication and connectivity. 

→ Read more : How to improve Internal Communication?

6. Drives action

Internal communication promotes both internal and external action . For example, it can authorize people to go ahead with a task, ask them to communicate with suppliers or collect opinions via the number of likes for a new product on an intranet page. It can take seconds to communicate a piece of information clearly and effectively.

People are more inclined to respond if they just have to press a button, rather than write a long response. This especially applies to the younger generations, who’ve grown up in the digital era.

7. Brings people together in difficult situations

In times of crisis, internal communication is a valuable tool. Being able to communicate fast and easily with the right people in the organization can reduce stress and get things done.

Another of the advantages of internal communication in a crisis is that it can alleviate rumors. Nothing spreads faster than office gossip, and accurate communication from management can prevent negative situations. This can also feed through to external communication, as an organization’s reputation can easily be damaged by rumors that aren't true.

8. Allows for change

Technology is fast-moving. Competition is fierce and companies have to stay ahead of the competition to be successful. Why is internal communication important in this respect? Because it allows businesses to respond fast to climatic, environmental, and unexpected situations.

Strong internal communication can mean the difference between averting or suffering a crisis.

This could range from a retail store reducing the price of bread in every store in the state to match the competition, to warning staff in the travel industry of bad weather. Strong internal communication can mean the difference between averting or suffering a crisis.

9. Crosses borders

The importance of communication in international business can be seen in global organizations. Employees may be working in different time zones and only have a limited window to hold video meetings or telephone calls. Effective internal communication assists understanding, particularly if people speak different languages .

It’s also important to consider culture when communicating with colleagues in a different country. The tone of the communication should respect any cultural differences in terms of attitude to work, behavior, and customs.

10. Promotes the brand

According to Gartner Communications , “ Employees who feel well-informed become a company’s most credible ambassadors externally, while they may become its fiercest critics if they do not. ”

Positive external communication is the key to strengthening an organization’s reputation . When employees talk about the company and share information through social media they become advocates. This form of brand-building can impact an organization’s success and results from clear internal communication that encourages employees to share information.

Internal Communications – Measurement to Mastery

Enhance your internal communication strategy and learn the impact of communication done right.

How to Build an Effective Internal Communication Strategy

With people working at the office, at home, or on the road, keeping your hybrid, digital-first workforce on message and on mission is critically important. At the same time, leadership has to keep top of mind the importance of choosing technology solutions that are versatile and powerful enough to support their internal communication strategy.

All organizations, regardless of size, should have a well-crafted internal communication plan. What are the functions of an internal communication plan and how do you create one?

Here are some key steps you should include:

• Analyze the organization’s current situation – identify where communication is already good and where it can improve.
• Define communication goals and objectives – what are the advantages of internal communication for your company?
• Identify your audience and segment it accordingly – define groups by department, location, skills, generation… Choose the categories that are appropriate for your business.
• Outline your core messages – clearly, so everyone understands them.
• Specify your tactics and communication channels – such as Gmail, Slack, Trello, news feed…
• Create an internal communication calendar – and keep it up to date.
• Determine key performance indicators for tracking results – measuring the effectiveness of internal communications helps to define both short and long term improvements.

A well-crafted communications plan will support your organization in all internal initiatives and teaches you to maintain consistent employee communications. By taking the steps above and understanding the importance of an effective internal communication plan you’ll move closer to a more collaborative and engaged workplace.

→ Read more : How to Build a Successful Internal Communication Strategy?

A solution like LumApps’ intranet comes with employee data layer analytics to offer valuable insights about the success of your internal communication efforts. It makes it easy to synchronize information from various channels, devices, and applications and generate a secure, holistic, view of each individual employee. Harnessing the power of AI, the employee data layer also helps deliver personalized communication and enables tailored experiences throughout every stage of the employee journey.

To broaden the scope of discussion about the indispensable role of internal communication in business, it is essential to pay much more attention to the subtleties of creating an environment where communication is barrier-free. Therefore, not only the importance of internal communication, but the improvement of these strategies and tools as well.

Addressing Common Internal Communication Mistakes and Issues

Here are some of the most common issues : 

• Lack of a coherent internal communication strategy, leading to fragmented and inconsistent messaging.
• Over-reliance on emails, 
• Neglecting the power of face-to-face interactions or video calls, 
• Underusing internal comms software like company intranets, 
• And failing to encourage two-way communication channels for feedback and ideas are common pitfalls.

Recognizing and rectifying these issues is the first step towards cultivating a more engaged and informed workforce.

Leveraging Common Internal Communication Tools

Nowadays, corporate communication tools extend beyond traditional emails and memos. Collaboration tools and platforms, such as Slack, Microsoft Teams, and Zoom, facilitate real-time communication and collaboration. Company intranets serve as centralized hubs for company news, resources, and social interaction. Additionally, social media and employee experience platforms offer innovative ways to engage employees, share achievements, and foster a sense of community.

Measuring the Effectiveness of Workplace communication

Key Performance Indicators (KPIs) are instrumental in gauging the success of internal communication efforts.  Metrics such as : 

• engagement rates on the company intranet, 
• open and click-through rates of internal newsletters, 
• employee feedback and survey results, 
• participation rates in internal events or forums, 
• and the frequency and quality of two-way communication can provide valuable insights.

These KPIs help organizations identify areas of strength and opportunities for improvement in their internal communication strategies.

Enhancing Internal Communication for a Positive Employee Experience

How to improve employee communication strategies and tools.

To elevate internal communication, organizations should focus on integrating diverse communication channels tailored to their workforce's needs, promoting a culture of openness and transparency, and leveraging technology to facilitate seamless interaction. Implementing regular employee experience surveys and feedback mechanisms ensures that employees' voices are heard and valued. Furthermore, training leaders and managers in effective communication practices can significantly improve the dissemination of information and foster a culture of engagement.

Importance of Barrier-free Communication

Barrier-free communication enhances the overall employee experience by ensuring that all team members, regardless of their role or location, have access to the information they need to perform their jobs effectively. It promotes inclusivity, reduces misunderstandings, and accelerates decision-making processes. Companies that prioritize clear, concise, and open communication channels witness higher levels of employee engagement, satisfaction, and retention.

Corporate communication lies at the heart of a thriving work environment, acting as the linchpin that connects the dots between individual contributions and organizational goals. By addressing common challenges, leveraging modern communication devices, and measuring the effectiveness of communication strategies, businesses can create a conducive atmosphere for collaboration, innovation, and growth. As we navigate the complexities of the modern workplace, the emphasis on good staff communication strategies becomes increasingly evident, underscoring its critical role in enhancing employee experience and driving business success.

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Internal communication is an entire process within an organization. It includes how information is shared up and down communication channels, as well as laterally, in order to achieve the organization’s goals. Communication is shared in various forms (verbal, written, and digitally), within teams and company-wide.

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• Effective communication ensures all employees are aligned and working towards the same goals 
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Internal Communication Strategy: What it is, Why It's Important, and How To Make One

Title: Internal Communication Strategy: Definition, Importance, and The Steps To Do It | OFFEO

Meta Description:

In the digital age, companies operate globally. Employees must work together efficiently in an office and a remote setup.

To ensure constant communication, you should implement an internal communication strategy!

Internal communications can significantly impact company culture, employee motivation, and the work that gets accomplished.

It sounds like one of the simplest tasks on paper: You tell your staff what's happening, and they listen.

But in reality, there are intricacies to managing a successful internal communication plan that will make the entire organization feel held together. 

In this detailed post, we discuss internal communication strategy, why it is crucial, and how to form your internal communications strategy.

What Is An Internal Communication Strategy?

An internal communication strategy is an integral part of the business plan that involves setting up a workflow and communication pattern among the company's team members. 

Internal communication plans allow you to develop methods and strategies for communicating with employees within the organization. 

Internal communications ensure all employees know what's happening in the business. Not only that, but they can also help keep them informed and involved in decision-making processes as it relates to their roles. 

More technically, we can define an internal communication plan (ICP) as a strategic document that outlines how an organization can communicate with its employees and associates. 

These plans fall under the broad umbrella of the Employee Handbook. This document includes training provisions in most companies and gives departmental operations guidelines. 

It also serves as a roadmap for communication between managers and their team members.

Why Do People Need Internal Communication Plans?

Gone are the days when only one person was giving the orders, and everyone followed them. 

Nowadays, companies do not follow the same hierarchy in communications. There are modern and new internal communications strategies that are improving company culture. 

Companies are now focusing on how to improve internal communication, and here is why you must do so too -

Change Management

A company needs to keep its employees up-to-date about changes in the industry or company policies, which can impact their work environment. 

This way, they know their expectations and can adapt accordingly. 

Nokia saw the rise of touchscreen phones but could not adapt to the change because of a lack of proper communication plans, while Apple and Samsung took this opportunity to communicate and change. 

A company's success depends on how fast it keeps up with changes in the industry, and you can do it by changing communication patterns. 

Problem-solving

Communication between employees helps solve problems in an organization. If one employee knows what another employee is doing at any given time, they can collaborate on solving problems together.

This also helps prevent disgruntled employees from leaving the company and taking valuable knowledge with them when they leave (or even before they leave).

A better internal communication strategy will ensure faster problem-solving. It is a must to reach your business objectives on time. 

Customer Satisfaction

A company's customer base is essential because it represents revenue and brand loyalty for its products or services. Customers expect how you deliver their product/service based on past experiences. 

If you want your customers to be happy, you must ensure that everyone at your company knows what is going on and why. 

Having a plan for internal communication will keep everyone informed and help you avoid confusion. 

It can also help you respond quickly if something goes wrong and prevent any significant problems before they become an issue.

Easy Collaboration

An internal communication plan will make it easy to collaborate with other employees within the organization. 

If there's an issue or problem that needs addressing, the person who has access to the information can easily find out who else should know about it and how best to resolve it. 

This also helps people feel more comfortable talking with each other, leading to better relationships between coworkers.

Better Internal Messaging

Another reason why you might want an internal communication plan is that you can use it to send messages between different departments or teams within the organization. 

This helps provide better information to those who need it and not just those who have access to it.

An internal communication plan will ensure that all employees feel like they're being heard and understood when speaking up about things that are important to them or their work. 

This also prevents misunderstandings and makes it easier for everyone involved in getting things done at your company daily.

How To Create An Internal Communications Strategy

Internal communications are a critical part of your business strategy. If you have an effective internal communications strategy, you can use it to build trust and credibility with employees, clients, and customers.

Here are seven steps to form your internal communications strategy:

7 Steps To Forming Your Internal Communications Strategy

1. assess your current internal communications strategy.

The first step in creating an internal communications strategy is to assess your current one. 

Do you have an internal communication strategy, Or do you just go along with the flow?

 If your entire company does not follow an internal communication plan, it is time to access your current communication plan. Ask yourself these questions:

• What are your organizational goals? 
• How often do you communicate with employees?
• Do you have a regular newsletter or other publication?
• How often do you hold meetings with employees? 
• What kinds of messages do you send and receive? Do they match up? 
• Are they consistent across the organization?
• Do people know about my business? 
• How do they feel about what I do?
• Do I have the proper media channels?
• Are my employees or clients excited about coming to work every day?
• Does my company have the correct branding and messaging?

These are just some questions you should ask yourself before creating a new strategy.

Assess your current style of communication within the team. You can do it by conducting surveys and research. You can also involve your employees to be a part of the assessment.

Take internal audits, examine your communication channels( employee apps, team meetings, etc.), and group sessions. 

This will help you learn more about how your employees currently communicate. And you can improve it for the better. 

2. Set Realistic Goals And Timelines

Once you have assessed your current internal communications strategy, set realistic goals and timelines for developing a new one.

You can't expect to make considerable changes instantly — especially if you're just starting your internal communications program. 

But you can set some goals to help you build trust and credibility with employees, clients, and customers.

For example, if you want to increase sales by 10 percent by December 1st, it would be unrealistic to expect you to reach that goal within three months.

Instead, consider setting smaller measurable goals along the way and then evaluating them at the end of each month or quarter to see how close you are to achieving those goals.

3. Identify Your Key Metrics To Track For Success

To create an internal communications strategy, you must first identify the key metrics that you will use to measure and report on the success of your efforts. 

When it comes to internal communications, you want to know how many employees are engaged in each channel and how they communicate. 

By tracking these metrics, you'll be able to gauge the effectiveness of different channels and measure how much time people spend on each one. To do so, track down the

• Number and types of channels used.
• Who uses it?
• Who is responsible for the channel?
• How frequently does the entire team use it? 
• Employee engagement of each channel

4. Segment And Map Out Your Audience

Once you have identified your key metrics, it is time to segment your audience by demographic information such as location, job role, or department. 

This can help you determine which people are most likely to respond to certain content or who may be interested in receiving some specific types of messages. 

You can also use this information to find out how many people use certain apps or platforms so you can tailor your internal comms strategy accordingly.

While you may think that to have a thriving internal comms, you need to include everyone in all messages, that's not true. 

Rather than sending everyone the updates, it is better to send relevant information to employees in charge of the specific task.

5. Build An Approval Process

Once you have segmented out who should receive communications from whom, the next step is creating an approval process where everyone involved can say yes or no before something is sent out into the world! 

This ensures that there are no surprises when someone receives an email intended for someone else, so everyone knows what’s happening. 

This step is vital because it allows everyone in your company to feel involved and invested in your internal communications strategy.

Your approval process should include all employees, not just those directly involved with internal communications or marketing. 

It should also include those who have input on how their work fits your organization’s overall picture.

6. Identify Your Internal Communications Tools

Internal communication tools are anything used for internal messaging or sharing information within an organization — from email templates to website content management systems (CMSs). 

The sixth step in creating an internal communications plan is identifying your internal communications tools. 

• Do they include email, Skype, Slack, and other applications? 
• Do they include text messaging? 
• Is there a preferred communication method for employees to use?

Once you've identified your internal communication tools, evaluate them to see if they meet the organization's needs.

For example, if you're using email as a primary tool for internal communications, ask yourself:

• Are employees using email appropriately? 
• Are they responding within a reasonable timeframe?

If you find that employees are not responding quickly enough and that the volume of emails is too high, consider implementing new tools or adjusting your existing ones to work better for everyone involved.

7. Evaluate Your Progress And Optimize

Evaluate what methods of communication work well for your team and what doesn't work at all. 

If something is not working, look for ways to improve it or replace it with another method altogether. If something does work well, keep using it!

While internal communications planning is necessary, evaluating the progress also ensures an effective internal communication strategy is in place. 

Ensure you get employee feedback after implementing the new internal communication strategy plan. 

Conduct monthly or quarterly evaluations and surveys to track employees' feelings about the communication strategies. 

Set goals for the year ahead and ensure everyone knows their goals for the upcoming year so everyone can be accountable for meeting them on time or ahead of schedule. 

Best Practices For Communication In The Workplace

Make sure everyone knows what's expected of them.

To improve communication in the workplace, you must first create a clear definition of what people should do and how they should do it. 

This means creating a standard operating procedure (SOP) or standard operating manual (SOM) for each job function.

Create An Environment That Fosters Open Dialogue

Employees who feel like their opinions matter will be more willing to speak up if they feel comfortable doing so — which means creating an environment where people feel safe expressing themselves openly and honestly. 

Even if someone isn't comfortable saying certain things, they'll be more likely to open up if they know others won't judge them for speaking out.

This is better than them feeling like their job is on the line whenever they open their mouth! 

Communicate Frequently

Communication is more effective when it happens often. Employees should be communicating with their supervisor every week or two at a minimum. 

The frequency of communication can vary based on the needs of the company and their relationship with their supervisor. 

The more frequently you communicate, the better it is for your company. Here are some tips on how to do it effectively:

• Provide regular updates so people know what's happening at work and why you made changes
• Share information about what's happening in other areas of the company, so employees feel included
• Stay updated on new technologies that might affect your products or services so you can share this information with your team.

Use Multiple Communication Channels 

Emails, social media, and face-to-face meetings are great ways to communicate with your team. 

Not only does this help ensure that everyone has access to information, but it also allows people to share ideas without worrying about being overheard by someone else or getting their point across directly.

Slack is one of the best communication your team can use for sharing updates. 

Build A Healthy Company Culture 

Healthy company culture means everyone feels comfortable sharing ideas, asking questions, and expressing their opinions, whether in meetings or just talking with each other outside of them. 

You can achieve this through regular meetings or conversations that take place outside of work hours.

If you want to learn more about building a healthy company culture, then the Company Culture: What it is, Benefits, and Tips To Implement It article will help you out. 

FAQs: Internal Communication Strategy

What is a communication strategy example.

This is a basic communication strategy example. It should contain channel type, type of users, and type of communication used. 

You can also design a more detailed internal communications strategy and share it with the team. 

What's The Difference Between An Internal Communication Plan And An Internal Communication Strategy?

An internal communication strategy is a document that outlines the steps for communicating with your employees within your organization. 

It includes topics such as who should be included in the communication, what types of information should be shared, and when you should share it. 

It is a detailed analysis of a long-term communication strategy.

Whereas an internal communication plan outlines what steps need to be taken to achieve a goal or objective. 

This could include any number of things, such as how often you will communicate with employees or how many different channels they will use for receiving information from you (email, text messages, etc.).

What Is An Internal Communication Campaign?

An internal communication campaign is a series of activities designed to inform and inspire employees, customers, suppliers, and investors about an organization's mission and goals. 

Organizations often use internal communication campaigns that want their employees to understand the company’s vision for the future and what it hopes to accomplish in the short-term and long-term goals that involve improving productivity or attracting new customers.

What Best Practices Should Organizations Follow?

Best practices for internal communications include:

Establish clear goals for your internal communications campaign. The goal should be specific enough so that everyone on staff knows precisely what you want your team members to accomplish in this area of your business.

Be sure to define each campaign objective clearly, so everyone knows what they need to do to meet those goals at the end of each campaign cycle.

Develop a strategy for each type of communication you plan on using (e-newsletter; newsletter; postcards; posters). 

Conclusion: Internal Communication Strategy

In this modern business world, employees and leaders have to work together.

You cannot see optimal growth if there is no mutual understanding about an organization's actual purpose (or mission).

Communication is a crucial aspect of workplace culture, but it becomes increasingly important as the scale and breadth of the company you work at changes. 

As this post outlines, internal communication is one critical aspect that can be applied to any small business or organization.

To communicate efficiently and effectively, you must have a strategy that includes selecting appropriate methods for your organization's culture.      

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70 Internal Communication Strategy [Definition + How to Create One]

💎 top-10 internal communication strategy examples, 💭️ what is an internal communication strategy, 🧑‍💻 what are the types of internal communication strategies, 🗣️ how to build an effective internal communication strategy, 📝 internal communication strategy research paper examples, 💡 essay ideas on internal communication strategy, 👍 good internal communication strategy essay examples to write about.

Wondering how to write an essay on internal communication strategies? You’re in luck because this is the main task of our article! Namely, to tell you about all the fundamental aspects of this topic and to break down the types of strategies. Moreover, in the end, you will find a step-by-step guide to developing a plan of strategic communication.

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An internal communication strategy provides the framework for all company and marketing communications forms. This strategy identifies the activities that enable the company to succeed as a unit. Some examples of organizational interaction include sharing company news, knowledge sharing, and feedback system.

Why Is an Internal Communications Plan Important?

An internal communications plan is vital for every business to ensure higher employee engagement, which makes them feel valued. The best communication strategy structures the company’s touch strategies so everyone is on the same page in achieving its goals.

This section will inform you about the main types of international communication strategies. We have tried to describe each of them in an approachable way:

As promised, here you can clearly see the steps for developing a successful strategy here. Let’s check it out!

• Evaluate the existing internal communications plan . The organization will go through periods of transformation. It is crucial to evaluate the company’s internal communications plan accordingly.
• Establish timeframes and realistic goals . Be realistic when setting the business goals and giving them deadlines. It will help define the concrete steps the organization must take to achieve them.
• Choose the key success metrics . Identify what are the indicators of success for the interaction strategies. It helps to point out areas where the company needs to improve.
• Map out and segment the audience . Knowing the target audience allows you to craft the messaging accordingly. It also combats the possibility of information overload.
• Create a procedure for approval . A seamless approval process streamlines internal communication. Assign a person for each department to facilitate the clearance.
• List the tools needed for internal communications . Identify and equip the organization’s team with the right tools. The proper digital instrument can support efficient interaction, especially if it has remote workers .
• Assess the development and improve . Continue to evaluate the progress. Encourage feedback from the employees, too. An impactful internal communication strategy is critical to a business accomplishing its goals. Take note of the best practices recommended here to ensure accomplishment.

A well-drafted internal communication strategy enables organizations to achieve goals and maintain a positive workplace culture. It will engage employees, support continuous improvement, and prosper the company’s external interaction. Check out our ready-made samples on this topic!

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BusinessEssay. (2023, August 16). 70 Internal Communication Strategy [Definition + How to Create One]. https://business-essay.com/strategies/internal-communication-strategy-research-paper-examples/

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BusinessEssay . 2023. "70 Internal Communication Strategy [Definition + How to Create One]." August 16, 2023. https://business-essay.com/strategies/internal-communication-strategy-research-paper-examples/.

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BusinessEssay . "70 Internal Communication Strategy [Definition + How to Create One]." August 16, 2023. https://business-essay.com/strategies/internal-communication-strategy-research-paper-examples/.

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• DOI: 10.1080/23311975.2024.2377768
• Corpus ID: 271379945

Diversity-oriented leadership (DOL) as a predictor of employee advocacy (EA) in select fortune Indian companies: mediating effects of symmetrical internal communication (SIC) and work engagement (WE)

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