presentation on internal communication

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What is Internal Communications?

Imagine a workplace where everyone is engaged and the culture thrives. Decisions are made efficiently, and crises are handled with ease.

This is the power of effective internal communications.

Having an effective internal communication strategy is the difference between your organization thriving and sinking when faced with challenges. Yet 60% of companies don’t have a long-term internal communications strategy sorted.

In this article, we’ll cover the basics of what a great internal communications strategy looks like, and how you can achieve that in your company despite being time-poor and on a budget.

Table Of Contents

Understanding the role of internal communications, the relationship between internal communications and employee performance, 10 types of internal communications, tools and techniques for effective internal communication, overcoming challenges in internal communication, measuring the effectiveness of internal communications, key strategies for effective internal communications, the future of internal communications strategy, frequently asked questions.

You might feel like your back is on the wall, working against the clock to cobble together a presentation or email at the 11th hour to share the next company update.

In these moments, it’s easy to let doubt creep in and wonder if it’s helpful at all or whether your content is being read.

Far from it. Your role is much more than simply passing a message along to the rest of the company. In fact, internal communicators have the ability to shape organizational culture, improving productivity and morale while creating a comms bridge between executives and workers on the ground level.

Finding the right message with the right visual can be a challenge. That’s why we’ve developed a new comprehensive suite of internal communications templates to make your content creation journey easier.

In the meantime, let’s explore these dynamics while also discussing IC’s pivotal role in decision-making processes and crisis communications within an organization.

The impact of effective internal communications on employee engagement

Effective internal communications isn’t just about keeping employees informed; it’s a crucial tool for boosting engagement and fostering a sense of belonging within the organization.

A recent RingCentral survey showed that 71% of employees who felt more connected also felt more productive.

When you communicate effectively, you’re not just sending messages—you’re inviting dialogue. It creates an environment where every member feels seen, heard, and significant to the team’s success.

Internal communications improve organizational culture

The way information flows within your company has a strong influence in several ways on its organizational culture.

• Perceptions : Good internal communications foster transparency, making employees feel valued and informed.
• Trust in leadership : When leaders communicate effectively, they’re seen as trustworthy.
• Collaboration : The exchange of ideas enhances innovation. Regular updates encourage involvement from everyone. It promotes collaboration and breaks down silos, ensuring all departments are aligned with the company’s vision.
• Improved attitudes : Effective communications positively impacts employee satisfaction, engagement, and loyalty towards the organization.

The role of internal communications in decision-making

Clear and concise messaging creates an open forum where everyone can freely share ideas, from the intern to the CEO. When well-informed, employees are more likely to contribute valuable insights that could positively impact critical decisions.

Also, effective internal communications lead to a speedy resolution of issues as information isn’t trapped in silos but flows freely across all levels.

With great communication, you’re not just leading a team—you’re steering your entire company towards long-term success.

Internal communications and crisis management

Your company’s ability to share and process information swiftly could mean the difference between chaos and coordinated action.

Effective internal communications before and during a crisis means everyone understands their roles and responsibilities. It promotes unity among teams and avoids duplication of efforts. It also facilitates rapid dissemination of important updates, keeping all staff informed and reducing panic and confusion.

Additionally, it reinforces trust within the organization and helps maintain morale in challenging times. Strong internal communications strengthen bonds as you weather the storm together.

Instead of just broadcasting a message to employees from the C-suite, effective internal communications can play a significant role in employee performance.

Effective communication fosters a culture of accountability, encouraging employees to take ownership of their tasks and roles.

The trouble with one-way communication is that only one side hears a message. If you’re on the sending side, you don’t know how it’s being received or if it’s being acknowledged at all.

Instead, you can use internal communications to build an agile workforce that swiftly adapts to challenges and pivots when needed.

Boosting productivity through communication

72% of business leaders reported increased productivity among their workforce as a result of improved communications.

From informing employees about the latest policy changes to celebrating work anniversaries, your comms updates help everyone stay connected.

Building this company-wide rapport is important, especially when managing remote working employees.

Internal communications impact on morale

Employee communications that not only touch on the state of the company but also acknowledge employees’ feedback and contributions can bolster unity and improve morale.

Only 38% of employees understand what their contributions are to the organization’s strategy.

Imagine the rise in productivity and mood if more employees knew how their work was making a difference.

Consider what types of information and the timing of what you share as part of your internal comms strategy.

Internal communications are not a one-size-fits-all affair. Different types of communication serve various purposes and audiences within your organization.

Understanding these types can help you tailor your messaging strategies for maximum impact.

1. Top-down communication

Top-down communication flows from the leadership team to lower-ranking employees. This includes corporate announcements, policy changes, or quarterly goals. For example, the CEO sending out a company-wide email about a strategic shift is a form of top-down communication.

This kind of communication is essential for setting the overall direction and tone for the organization.

2. Bottom-up communication

Bottom-up communication originates from junior staff and flows upwards. Employee surveys, suggestion boxes, and team meetings where feedback is actively sought are all platforms for this kind of communication. For instance, if a support staff member identifies and communicates a recurring customer complaint to higher-ups, that’s a valuable form of bottom-up communication.

3. Peer-to-peer communication

This type refers to the communication that occurs among peers or departments at the same hierarchical level within an organization. Team meetings, inter-departmental collaborations, and even water-cooler conversations fall under this category.

If the marketing team collaborates with the sales team to align their strategies for a product launch, that’s horizontal communication in action.

4. Diagonal communication

Imagine a scenario where an IT manager directly communicates with a Marketing Executive about a technical glitch affecting a marketing campaign. This cross-functional, cross-level communication is termed as diagonal communication. It can speed up decision-making processes and problem-solving by cutting through the usual hierarchical paths.

5. New hire communication

New hire communication focuses on onboarding and integrating new employees into the organization. This starts from the moment an offer is accepted and continues through orientation, training, and the initial months of employment. It includes welcome emails, orientation schedules, training plans, and regular check-ins to gauge how well the new hire is adjusting.

This communication is pivotal for setting the tone of the company culture and ensuring that new hires feel welcomed, valued, and equipped to perform their roles effectively.

For anyone involved in internal communications, incorporating structured new hire communications helps quicker assimilation of the employee and positively impacts employee retention rates and overall job satisfaction.

6. Wellness communication

Wellness communication is an increasingly vital part of any internal communications strategy aimed at promoting employees’ physical and mental well-being. This involves targeted messaging around health and wellness programs , mental health resources , and work-life balance tips.

These communications take various forms, including newsletters, webinars, or simple reminders to take breaks.

Incorporating wellness communication not only reflects organizational care and responsibility but also boosts overall workforce effectiveness. For businesses aiming for long-term success, making wellness communication a fixture in their strategy is not just advisable—it’s essential.

7. Crisis communications

Crisis communications is a specialized type of internal messaging to manage and mitigate emergencies or unforeseen situations. This could range from dealing with data breaches to handling product recalls or even navigating through global pandemics.

The key here is timelines, transparency, and a clear line of command. These communications are generally top-down but should be designed to encourage feedback for rapid response and resolution. Visualize timelines and schedules for effective communication during crises.

8. Health and safety communication

Health and safety messaging informs and educates employees about protocols, guidelines, and best practices to ensure a safe and healthy work environment.

Swift and clear communication is essential, whether it’s circulating information about emergency exit routes, detailing steps to take during severe weather conditions, or educating the workforce on new health guidelines.

9. Diversity communication

Diversity communication promotes an inclusive culture, celebrates differences, and addresses issues related to gender, race, ethnicity, sexual orientation, and other dimensions of diversity.

This might include announcements about diversity training programs, updates on company-wide inclusion initiatives, or sharing stories that highlight diverse voices within the organization.

Effective diversity communication creates a sense of belonging for all employees, encouraging them to bring their authentic selves to work. It also makes your company more appealing to a broader range of talent and clientele.

10. Campaign communication

Campaign communication focuses on promoting specific initiatives or objectives within the organization. Whether it’s rolling out a new product, advocating for a cultural shift like sustainability, or driving employee participation in a company-wide survey, campaign communication provides the organization with an update on major campaigns and provides an opportunity to send out a call-to-action where necessary.

Given that campaigns are time-sensitive and results-oriented, they require everyone to pull in the same direction for a limited period. That’s why concise but compelling internal communication is vital for rallying the troops and keeping everyone aligned on the objectives at hand.

A multi-channel approach is usually most effective, utilizing emails, internal social media, and even face-to-face meetings to get the message across.

Selecting the right tools and techniques for internal communications is like laying down the electrical wiring for a building—you want a system that’s both reliable and capable of handling your future needs. Also, consider the ability to personalize your messaging is an important feature.

As you evaluate your options, think about the unique communication needs of your organization. It’s a mix-and-match approach, combining various tools and techniques to create a tailored communication ecosystem that enables your team to excel.

Piktochart is a tool for visual communication meant for your business communication needs. It offers professionally designed templates for presentations , reports , email signatures , and more. Get started today .

Choosing communication platforms

Choosing the right platforms for internal communications is crucial as they’ll influence how effectively your messages reach all employees.

• Email : It’s still a widespread tool but can lead to information overload. Tailor the content so it’s relevant to the recipient. Use scheduling tools to avoid after-hours interruption.
• Intranet : A centralized space for company news and updates. Ensure it’s user-friendly and regularly updated.
• Communication tools : Platforms like Slack or Microsoft Teams foster real-time communication and collaboration. Choose based on team size, needs, and compatibility with other systems.

Implementing collaboration software

Collaboration tools like Asana or Monday streamline the flow of information and make team projects a breeze.

With an easy-to-use platform that keeps everyone in the loop, you’ll notice fewer misunderstandings and increased efficiency.

Effective email strategies

Email is still one of the primary communication channels that companies use.

But are you using this channel efficiently?

Sending too many emails can lead to clutter, making it hard for employees to find or recall important information.

Here are some tips to increase the chance of your emails not being sent to spam or ignored:

• Audience segmentation : Tailor emails to specific departments or project teams to keep content relevant.
• Timing matters : Skip busy Monday mornings and late Friday afternoons. Aim for mid-week dispatches when inboxes are less cluttered.
• Weekly/bi-weekly newsletter : Consolidate non-urgent updates into a regular newsletter to minimize individual emails.
• Is this relevant to me? : Ensure each email serves a timely, specific purpose.
• Encourage feedback : Create an open dialogue for improvement and ideas by asking for feedback or using surveys within emails.

Have a feedback system

It’s not enough to send information one way; communication is a two-way street.

Being open to feedback is important because it allows for immediate corrections or adjustments to be made. Moreover, feedback systems are crucial in understanding employees’ perspectives.

When your team feels heard and valued:

• They’re more likely to contribute ideas.
• Their job satisfaction increases.
• Your company culture strengthens.

Navigating the labyrinth of internal communications is no easy feat. It’s like assembling a puzzle, but you’re not always sure if you have all the pieces.

Are your employees bogged down by technological snafus or is the office layout stifling open dialogue?

Is your remote team feeling isolated?

The effectiveness of your internal communications strategy hinges on recognizing and overcoming different types of barriers.

Identifying communication barriers

Ever wondered why that groundbreaking project didn’t receive the unanimous support you anticipated?

The bottleneck isn’t usually the idea but barriers in internal communications.

Whether it’s the archaic internet that disrupts virtual meetings or an intimidating office hierarchy that muffles junior voices, understanding these barriers is the first step to dismantling them.

• Technological issues : Outdated software or unreliable internet can disrupt information flow and cause frustration.
• Hierarchical structure : A rigid chain of command may distort or slow down the dissemination of information.
• Company communication culture : Employee fears or mistrust can prevent open dialogue, stifling creativity and collaboration.
• Information overload : Excessive or irrelevant information can confuse employees, making it difficult to discern what’s important.
• Cultural differences : Varied backgrounds can lead to misunderstandings if not properly managed.

Disengaged employees

Sadly, employees are becoming increasingly disengaged year on year, according to Gallup . Yet the research all points to better retention and engagement when communication improves.

It all starts with making incremental changes.

But before you can do that, you need to take stock of how engaged your employees are through surveys .

Once you’ve collected enough feedback, you can amend your current internal communications strategy that aligns with the responses.

Managing remote work communication

Managing remote work communication has become a crucial aspect in today’s working world, where more companies accommodate flexible working setups.

It’s not just about ensuring everyone receives the necessary information but also about fostering a healthy and inclusive virtual workspace.

In your quest for effective internal communications, you’ll need to grasp the importance of assessing communication tools, collecting employee feedback, and analyzing communication outcomes.

Employee feedback is not just a gauge of understanding; it’s an invaluable resource that can propel your strategies forward.

Assessing communication tools

Choosing the right communication tool isn’t just about ticking boxes; it’s about finding a solution that integrates seamlessly into your existing workflow while elevating your internal communications.

Here’s a deeper dive into what you should consider:

• Data analytics : Can the tool provide actionable insights? Metrics like user engagement and message open rates can help you fine-tune your communication strategy.
• Customization : How adaptable is the tool? Look for options that allow you to tailor functionalities to meet your organization’s unique needs.
• Scalability : Will the tool grow with you? Make sure it can handle the increased load as your team expands.
• User experience : Is it user-friendly enough to encourage consistent use among employees? Poor design can be a deal-breaker.
• Compliance and security : How robust are its security features? Ensure it complies with industry regulations to safeguard sensitive information.
• Multi-platform accessibility : Can it be accessed across various devices? A tool that’s available on desktop, mobile, and tablet will increase usage.
• Real-time collaboration : Does it allow for immediate feedback and conversation? Real-time features like chat and video conferencing can dramatically improve problem-solving.
• Cost vs. ROI : It’s not just about affordability; it’s about the return on investment. Weigh the benefits against the cost, considering not just the sticker price but also training costs and the time saved.

Employee feedback collection

Part art, part science, collecting employee feedback is a continuous cycle that influences the quality of internal communications and involves blending human interaction with data analysis.

Here’s what to consider when setting up your feedback collection mechanism:

• Anonymity : How confidential is the process? An anonymous channel can encourage candid feedback without fear of repercussion.
• Frequency : Are you doing it often enough? Annual surveys are passé. Consider more frequent pulse surveys or even real-time feedback systems.
• Question design : Are your questions unbiased and clear? Ambiguous or leading questions can skew data and deliver unreliable insights.
• Data analysis : Can your tool categorize and analyze the data in a meaningful way? Look for features that can convert feedback into actionable metrics.
• Open channels : Do you offer platforms for open discussions?
• Feedback loops : How are you sharing the insights and changes back with the team? Closing the feedback loop is crucial for showing your team that their input has impact.
• Multimedia options : Can employees leave voice or video messages? Different people express themselves best in different formats.
• Context-sensitive : Does the tool allow for contextual feedback? Being able to tag feedback to specific projects or time periods can be invaluable for pinpointing issues.

By taking a holistic, analytical approach to feedback collection, you’re not merely gathering data; you’re creating a dialogue that fuels continuous improvement and nurtures a culture of open communication.

Analyzing communication outcomes

Analyzing the outcomes of your internal communications campaigns should be part of any company’s strategy.

Elevating your internal comms isn’t just about sending messages; it’s about understanding their impact.

Consider using quizzes or knowledge assessments to understand how well your employees have grasped critical information rather than relying on feedback surveys.

Even if employees are engaging with the material, look beyond surface-level metrics and check if they’re actively participating in discussions on your intranet platforms or just lurking. This can be a sign of how effective your communication tools really are.

While they may not be direct communication metrics, turnover and retention rates can offer additional insight into the state of your internal comms. Any abrupt changes here might point to deeper issues that need addressing.

By dissecting your communication efforts in this detailed manner, you’re not only fixing problems but identifying opportunities for genuine improvement.

Without an effective strategy, your internal communications efforts will fizzle out and don’t help your business goals at all.

While internal communications looks different for every company, here are some best practices that can increase the likelihood of engaging employees.

Implementing communication channels

Your choice of communication channels can significantly impact message reception and overall workplace engagement. This isn’t just about picking a tool and saying, “Go!”

It involves several key steps:

• Needs Assessment : Before you can implement any communication channel, you need to understand what your organization actually requires. For example, a software development team may need a platform that supports real-time chat and file-sharing, while a sales team might prioritize CRM integration.
• Pilot Testing : Before rolling out a new channel company-wide, it’s wise to do a smaller-scale test run. Select a diverse group of employees to use the tool and provide feedback. This ensures that you’re not committing to a tool that might be a poor fit.
• Integration : How well does this new channel integrate with existing platforms? Will you need to toggle between different systems, or can it all be centralized? Answering these questions can help streamline both implementation and daily operations.
• Training : Any new tool or channel will have a learning curve. Offering tutorials, Q&A sessions, or video demos can help employees get the hang of it faster.
• Access and Availability : Ensure that everyone who needs to can access the communication channel. This includes remote workers who might not be on the company’s internal network.
• Monitoring and Feedback Loop : Once the channel is live, keep tabs on metrics like engagement rates, active usage, and employee feedback to measure its effectiveness.
• Iterative Improvement : After initial implementation, there should be regular reviews to make adjustments as needed. For instance, you might discover that although Slack is excellent for quick chats, you need a more robust solution for project management, prompting you to add a tool like Asana to your internal communications mix.
• Governance and Guidelines : Make sure to establish rules of engagement for the new channel to prevent misuse or miscommunication. For example, what is and isn’t appropriate to discuss in a company-wide chatroom?
• Crisis Management Features : Prepare for the worst by ensuring that the communication channel can also serve in crisis situations, offering quick, clear, and mass messaging capabilities.

Feedback and recognition

Incorporating feedback and recognition isn’t just an HR best practice; it’s a communication cornerstone.

They serve as critical components of an internal communication strategy, making internal communication important for the well-being of your organization.

Timely, personalized praise and constructive feedback can dramatically boost employee engagement.

When employees feel their contribution is valued, they’re more likely to be motivated and committed to their roles. Regularly providing constructive feedback paves the way for personal growth and professional development, while recognition boosts morale and fosters loyalty.

Transparency is key: Make criteria and expectations clear so that feedback becomes an avenue for growth.

And don’t limit this to a top-down approach. Peer-to-peer recognition and feedback loops enrich the whole communication ecosystem, creating a culture where everyone feels valued and heard.

This goes beyond boosting morale; it aligns everyone with the company’s broader objectives.

Crisis communication planning

During volatile times, the rumor mill can run rampant, causing confusion and eroding trust.

A sound crisis plan keeps everyone from the C-suite to interns aligned and informed, minimizing harm and maximizing coordinated response.

• Start by forming the dedicated crisis communications team. This group should include key stakeholders from different departments—like HR, public relations, and operations—to ensure a well-rounded approach.
• Decide on channels used to share critical information. Whether it’s an internal messaging platform like Slack, an intranet portal, or even SMS, these channels must be reliable and accessible to all staff members.
• Update emergency contact lists and rehearse different crisis scenarios with your team . It’s not just about saying the right things but saying them through the right channels at the right time. Having a robust plan in place ensures that you navigate crisis moments strategically, preserving both morale and operational continuity.

As a part of the internal communications team, your role is pivotal in ensuring smooth and effective communication during crises.

Make sure you’re delivering messages regularly

Ensuring consistency in message delivery across different platforms and departments is crucial to avoid any confusion or misinterpretation. As you strive to serve others, remember that a clear, consistent message underpins effective internal communication. This isn’t merely about repetition—it’s about creating a unified voice that resonates with everyone involved.

So why is internal communication important? It fosters trust and transparency, enabling teams to work towards shared communication goals. Consistent messaging ensures everyone understands their roles and responsibilities while aligning them with the company’s values and mission. Inconsistencies can lead to misguidance or misinformation, which hampers productivity.

Internal comms is not just about sharing information; it’s a game-changer that can boost your organization’s performance, engage employees, and promote your brand.

Remember, successful internal communications isn’t an overnight achievement. It takes strategic planning, effective tools, and continual assessment to stay on top of trends and overcome challenges.

What are some common mistakes companies make in their internal communications strategies?

Common mistakes you might make in your internal communications strategy include not listening to staff feedback, failing to adapt to new technologies, and neglecting the importance of clear, concise messaging.

Can internal communications impact a company’s customer service quality? If yes, how?

Absolutely, good internal communications can enhance your company’s customer service. When you’re all on the same page, everyone understands the customer better and can deliver consistent, high-quality service that truly satisfies.

How can internal communication contribute to a company’s competitiveness in the market?

Internal communication boosts your company’s competitiveness by fostering team collaboration, enhancing productivity, and promoting a unified vision. It ensures everyone understands the strategy, making your business agile and responsive to market changes.

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[Updated 2023] Top 10 Internal Communication Strategy Templates with Samples and Examples

Hanisha Kapoor

Communicating messages within the entire organization is a challenging task. Messages are often either misunderstood or do not get delivered on time. This opens a pandora box of dissatisfaction and missed goals.

Developing a smart communications strategy is a must for a smooth flow of work. Having a perfect internal communication plan ensures that the goals, objectives, values, practices, etc. are being transmitted effortlessly to the employees to get to the desired outcomes for the business.

Communicating a message is as important as the message itself. It becomes even more indispensable for the employees to understand it so that they can act upon it timely. We understand how essential it is to get the right message transmitted at the right time. That is why we bring you 11 professionally designed internal communication strategy slides to help you build an effective communication plan for your organization.

Before we begin, here is a guide for educating your company family in the art of business communication. Access our Comprehensive Training Curriculum On Business Communication and train your employees to create a professional work environment! There is no training module like this available today. Don't wait! Download it now.

Download PPT Training Curriculum on Business Communication

10 Internal Communication Strategy PowerPoint Slides:

Template 1: internal communication strategy ppt.

Want to develop an effective internal communication plan? Use this PPT Template to define how teams and departments should communicate with one another to support your company's business goals. This complete deck is ideal for defining your company communication strategies. It includes slides on organizational mapping, internal communication goals, and challenges to help your company inform, engage, and improve. This download will help you manage the ever-increasing effects of a changing work environment. Get it now!

  Download this Template

Template 2: Employee Engagement and Internal Communication Strategy

Positive employee engagement inside an organization is the result of a successful communication flow. Use this PPT Template to showcase an internal communication plan that outlines corporate goals for employee communications and schedules the actions required to achieve those goals. The template addresses critical issues such as culture and fundamental values, growth and development, communication flow, and so on. Employ this presentation to describe your employee engagement goals, provide guidance on how to engage your colleagues, and track your progress. Download now!

Download this Template

Template 3: One-Page Internal Communication Report PPT

Use this PPT Template to gain unique insights into your internal communication flow. This one-pager is an excellent resource for learning about your organization's communication strategies and organization mapping. This template is great to assess your procedures, spot any gaps, and determine where and how to make improvements. Employ this presentation as a road map to inspire staff to act by sharing knowledge. Save it now!

Template 4: Role Of Internal Communication Strategy in Employee Alignment PPT

Use this PPT Template to talk about the importance of internal communication strategy in staff alignment. This infographic is an excellent business strategy tool for demonstrating how organizations may empower people, build harmony, and reduce confusion during organizational changes. This presentation will help you increase employee engagement in the workplace. Download now!

Template 5: Internal Communications Strategy Canvas For Upcoming Project

This PPT Template can be used to assess and evaluate your internal communication strategy and practices. This infographic shows how to create an effective internal communication plan for your company. This template will assist you in informing staff on current activities, events, and future goals. It also demonstrates to each organization member how they fit into the plans and the significance of their contribution. Get it now!

Template 6: Organization Mapping in Internal Communication

Before you devise your action plan, understand your organization first. Start with the basics such as outlining the organization structure. Use the above slide to list down the number of organizations and their respective locations. Delve into the details. Mention the number of employees in each of the organizations. Illustrate their communication plan such as top-down or bottom-up. Do not forget to add the number of people who are devoid of any kind of communication within the organization. Such workers are usually the non-desk workers. They are the ones who are not actively engaged with their business and communication is even more critical for them. However, their number varies as per the organization. Nevertheless, map out the structure of your organization by incorporating this slide to reach out to the maximum number of employees within an organization. Download now!

Template 7: Existing Communication Channels

Do you feel that the current communication plan is ineffective? Do you feel the need to change the plan? Or do you think that internal communication is even happening at all? And more importantly, how do you find this out? This slide will help you answer all the questions. We have covered the essential headlines to make you answer your queries quickly and efficiently. For instance, add the type of channel through which the communication is done. What type of content or message is generally sent via this channel? How often the message is transmitted? Who sends the message? What are the pros and cons of utilising this communication channel? You can use this slide to cover a wide range of communication channels to analyze the content and frequency of the messages. Measure the pros and cons of the communication channels you use on a daily basis.

Template 8: SWOT Analysis

Conducting SWOT analysis as a part of the internal communication plan eases the process as it helps you classify and focus the key areas and have specific goals and targets in mind. Use this slide to list down the strengths, weaknesses, threats, and opportunities of your company. It will give you an overview of your company’s current situation. Analyze the current scenario and focus on how the listed items leave an impact on achieving the objectives.

Template 9: Challenges during Internal Communication

We often ignore the common challenges and hurdles we face during the communication. However, these problems lead to disasters at times. We should immediately analyze these gaps to have smooth communication or operation among employees and employers. Incorporate the above slide to list down any challenge that your company is currently facing. Rate those challenges on the scale of their importance Such as important, very important or secondary. This way, you will know which one needs instant attention.

Template 10: Specify Channels for Communication

Here comes the part where you mention various communication channels that help employees voice their opinions without any fear or judgment. Channels such as central communication and intranet forums are widely accepted within an organization. Use these channels to encourage your employees to respond to any kind of information and express concerns. These channels should be used as ways to increase employee engagement, build better connections among staff and promote ideas and business. Incorporate this slide to list down different channels, their pros and cons to identify the appropriate and convenient channels to use.

Download Content-Ready Internal Communication Strategies Complete Deck

A communication plan keeps on evolving over time. Nevertheless, having an extensive and efficient communication platform encourages employees to interact in crisis as well. Therefore, it becomes essential to have an internal communication plan to make sure that current business protocols are understood and to meet the employees’ needs at the same time.

PS Check out our guide to improving your internal communication system  to empower your team and propel your organization forward.

FAQs ON INTERNAL COMMUNICATION STRATEGY

1. what is internal communication strategy.

An internal communications strategy specifies company objectives for interacting with employees and prepares activities to attain these objectives. It is the model for successful internal communications because it enhances the bond between employees, employers, and the company mission. It helps to keep employees informed, enhancing employee engagement and dedication. This leads in maximizing the efficacy of every activity in the ever-changing effects of a dynamic work environment. Internal communication strategy is an excellent tool for aligning personnel with the broader business goals.

2. What is internal communication tools?

Internal communication tools are programs that assist businesses in managing employee communications. These tools facilitate communication between managers and employees, as well as between employees themselves. Examples include intranets and forums, instant messaging systems, and video chat tools.

The following are the primary advantages of these tools:

• They help to reduce the number of face-to-face meetings, which can save time and money.
• It enables cross-team cooperation, which increases productivity, clarity, and transparency.
• It eliminates geographical barriers.
• It gives employees the information they need to do their jobs.
• It promotes employee involvement in the workplace.

3. What are some of the internal communication techniques?

• Face-to-Face Communication
• Corporate Intranet Platform
• E-mail Correspondence
• Company Notice Board
• Business Memos
• Business Report

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Kickstart your internal communications strategy with these best practices

Written by by Ronnie Gomez

Published on  October 21, 2021

Reading time  15 minutes

Picture this. You’ve been running point on a major process change at your company. After sending out email updates and meeting with key stakeholders, you’re finally ready to roll out your plan. The day after the switch is made, you begin to receive messages from disgruntled colleagues, all featuring the same three words:

“Nobody told me…”

This is a frustrating yet all too common experience at companies of all sizes. Without a well-executed internal communications strategy, necessary information can get lost, missed or ignored.

Internal communications requires the same level of care and planning as customer, partner and recruiting communications. Still, designing or revamping your internal communications program can be daunting. That’s why we’re here to show you how to create a successful program while avoiding the typical roadblocks to enhancing your employee communication strategy .

Why you need to rethink your internal communications plans

Effective communication in the workplace is more important than ever. As more companies opt into long-term remote work , it’s increasingly clear that corporate work environments will not be returning to pre-pandemic norms.

April 2020: working from home sucks April 2021: if we have to go back to the office full-time I will quit — Sophie Vershbow (@svershbow) April 27, 2021

While remote work has its benefits, it’s also left some employees feeling disconnected from their work and their employers. One study found that 55% of people in the US workforce intend to look for a new job in the next 12 months . This “Great Resignation” is putting a renewed emphasis on employee engagement and, in turn, internal communications.

In this new landscape, your internal communications strategy can’t rely on a set-it-and-forget-it approach. It needs to be proactive, comprehensive and creative to foster the connection that was lost when in-person touchpoints went away.

The good news is, most internal communication leads are embracing this change in their roles and responsibilities. According to the Gallagher State of the Sector report, just 5% of organizations will maintain the practices they had in place in 2020 . The rest are planning major culture, process and system changes.

An intentional internal communications plan can help organizations manage the ever-growing impacts of a changing work environment. This is a tremendous opportunity for businesses to rethink how they communicate to an often forgotten audience—their own employees.

7 steps to form your internal communications strategy

Creating an internal communications program is an ongoing exercise in collaboration. It requires prioritization and buy-in from leadership, as well as frequent check-ins with managers across your business.

So, how does one kick off an internal communications strategy?

Here’s our seven-step guide to launching a successful internal communications program:

1. Assess your current internal communications strategy

You likely have some internal communication processes already in place, so it’s always best to start with research. It’s time to assess what’s working and what isn’t.

Internal communication is the heartbeat of an organization. How’s your company’s health? #internalcomms — David Grossman (@ThoughtPartner) October 18, 2021

Some of the things you should immediately address when revamping your internal communication strategy include:

• Your current performance : How effective is your current strategy? What are your biggest strengths and weaknesses? Who is currently involved in shaping and executing your plan and who can you add to improve it?
• Where you’ll eventually be : What are your goals for your internal communications program? Who is your audience? the entire organization or a select business unit? The answers to these questions will be your north star as you design your strategy.
• How you plan to get there : What is it going to take to achieve your objectives (in terms of resources, budget or tools)? What type of content will resonate the most with your staff?
• How long it should take : What’s the difference between how long it should take vs. a realistic timeline for your team?
• Who’s involved : Is your current team too small? Are there too many cooks in the kitchen? Assessing your current strategy should indicate where you can add to or streamline your internal comms team.

Answering or at least planning to resolve these prompts is important to reevaluating your strategy. Your answers will illuminate your big picture vision before diving into tactical details.

2. Set realistic goals and timelines

Your new internal communications strategy won’t magically transform employee experiences overnight. These things take time, so it’s important to keep your goals realistic.

One way to set smarter goals is by looking to internal benchmarks and noting where you think you can make an immediate impact. You may also want to send out a survey to get a better understanding of what employees want from your program.

Some initial questions you might ask to get this conversation started include:

• What do you want your internal communications strategy to do for your company?
• Which areas are working well, why are those areas working well, and what needs improvement?
• How quickly do you want to reach your goals?
• What communication tools or platforms are available given your company size, priorities and expectations of what employees should be doing with information shared?

Answering these questions will paint a clearer picture of what you want your internal communications strategy to actually accomplish. These goals will serve as your blueprint for establishing your strategy, and then growing and maintaining it over time.

When creating your goals, try to ensure they follow S.M.A.R.T. logic —in other words, are your goals:

• Specific : Define what you want to accomplish in clear, simple terms that your entire team can understand.
• Measurable : Create milestones and targets that can help you see your progress toward each aspect of your goal.
• Attainable : It’s good to have lofty ambitions, but you need to know that your goals are manageable and realistic.
• Relevant : In this case, you’ll need to create goals that are linked to developing your team, and connected seamlessly with your business model.
• Time-based : Create a specific timeframe for reaching your goals to maintain accountability and create an opportunity to reflect on your performance.

3. Identify your key metrics to track for success

Just like most other facets of your business, your internal communication strategy can and should be measurable. To do this, you need to choose the core metrics that will show you if your strategy is working.

These stats will help you determine if your colleagues use the resources that are being provided. This means you can dissect your strategy and learn about what areas need more attention and what can be skipped. For example, you may find that your team overwhelmingly prefers one channel over another, or that certain departments pay more attention to communications from executive leadership rather than peers or team managers.

Some things, like anecdotal feedback, can’t be measured. Still, it’s important to build on your understanding of employees’ experiences with data. Here are some potential metrics to consider:

Social shares

One metric many organizations overlook is the amount of social shares your content receives. Studies show that employees have an average of 10 times as many connections on social media as a standard brand . Empowering your employees to share business updates can do more than make them feel connected—it can help achieve your business goals.

With an internal comms tool like Sprout’s , you can analyze total shares by network, content or user to better understand overall reach.

Employee engagement metrics

How often do employees read your internal content? Do they comment, like, share or start a discussion with your content? Measuring your overall content engagement metrics can provide insight into what your staff uses the most.

Your human resources and people team might also have additional insights on employee engagement, depending on how they’re collecting information for their own programs. If you aren’t collaborating with them regularly, reach out. They may be able to complement your internal communications reporting with their own data.

Project management issues

The transition to remote and hybrid work sparked massive changes in team planning norms. Project management has gone digital, which streamlines communication in some areas, but can cause obstacles in others.

Tech adoption at an organizational level has always been a challenge . If remote workers aren’t kept in the loop on how a project is progressing, it can lead to disconnection and frustration. In some cases, it can even drive them to look for new jobs .

To keep employees engaged, talk to teams about project management bottlenecks proactively. There may be a benefit to establishing standards of communication by tool or platform.

4. Segment and map out your audience

Once you have an idea of what could bolster your internal comms strategy, it’s time to determine who to target. Your content should always target a specific audience, even when it’s internal. It’s important to figure out what messages and formats will resonate with different employees in your business.

Another major misconception is that to have a successful internal comms strategy, you have to include everyone in all messages for transparency—that’s just not true. While your employees want to be in the loop on news and company information, overwhelming them with too much detail could cause them to ignore updates as they come through.

Strategically mapping out your approach to communications can minimize information overload. Partner with leaders and internal subject matter experts to discuss what type of content would be necessary or helpful for their teams. Rather than sending the same information to everyone (regardless of role, location or department), your internal communications strategy should focus on delivering relevant information to the right people, at the right time.

5. Build an approval process

A key part of planning out your internal communication strategy is creating an approval process for your content. This will prevent any unnecessary errors, confidential comments or news from accidentally being published to the wrong segments of your team.

First, you need to determine who or what team owns your internal comms strategy. If you don’t have a dedicated internal communications resource, who will read, write or approve the messages you send?

Next, you need to know what stakeholders from each department can contribute to the content approval process. In most cases, this responsibility falls on marketing teams—and for good reason. These are the team members who are most confident in their ability to convey company voice, brand and overall image.

Your marketing team has a hand in almost every company update and campaign, meaning they can easily curate the most current content and point coworkers to industry-specific resources that speak to relevant trends. All of these capabilities are critical to have when leading employee advocacy efforts. Another important ability—and one that often comes naturally for marketers—is crafting social messaging that’s concise yet impactful, and relevant to the platform it’s being shared on.

6. Identify your internal communications tools

Certain messages are best suited for specific channels. Internal process changes might be better suited to an email update, whereas a quick announcement might get more traction on an internal messaging platform.

Slack is a great internal messaging and chat service that can integrate with tools you already use for a more streamlined work experience. Whether you’re sharing internal documents or looking to plan specific events without starting an endless email chain, Slack may be your go-to.

That being said, internal communications is more than updates and announcements. It’s how information flows through a company, whether that information be from the C-suite, a department manager or a project manager.

If you don’t have technology infrastructure in place to support your internal communications initiatives, now’s the time to act. A recent study found that 77% of remote workers believe they are treated fairly at companies with best-in-class technology solutions. On the contrary, only 32% of remote workers believe they are treated fairly at companies with unsatisfactory technology solutions.

The technology you use may hold the key to creating more equitable experiences for remote and in-office employees. If you want to help maintain employee satisfaction, you’ll need to make the investment.

7. Evaluate your progress and optimize

Your key performance indicators shouldn’t be used just for tracking progress. Learn from them and continually optimize what you are doing for the best results possible. Conduct quarterly or even monthly evaluations of your communications strategy and build these into your workflow.

Sending out routine pulse surveys can help you track how employees are feeling about your communication content and cadence. Be sure to leave a few questions for open feedback, so they have an opportunity to candidly share their thoughts. Some questions you could ask include:

• How well do you think we are communicating internally?
• Are we doing everything we can to keep our company vision transparent?
• What setbacks limit you from working with others on projects?
• Do you believe we could increase our communication across departments?
• What barriers prevent you from communicating internally each day?
• Where can we improve the most on company communication?

As you continually reevaluate your internal communications strategy, let people know you’re listening. Share what you’ve learned and how you’re planning on adjusting your strategy to promote transparency and trust.

Best practices for communication in the workplace

Today, more companies are beginning to recognize that one-way communication is a thing of the past. Employees who feel as though they’re being listened to are more likely to stay with their employers and contribute meaningfully to the team.

An engagement strategy that’s rooted in communication should leave every employee feeling educated, informed and motivated.

These best practices will help you continually improve your strategy and make sure you’re using your internal communication channels effectively.

1. Keep up with your audience

In the old days, you might have heard about interesting company initiatives in a shared lunch space or while connecting with coworkers in other departments. Now, these casual touchpoints are hard to come by. To stay informed on what’s going on across your organization, you’ll need to get creative.

Here a few hybrid-friendly ideas to get you inspired:

• Join Slack or Teams channels . Whether they’re for work talk or casual chit-chat, they can be valuable tools for seeing what employees are interested in and what projects they’re talking about.
• Start an internal communications committee . Members can be tasked with providing updates on major initiatives and upcoming celebrations (like birthdays and work anniversaries) so they can be properly celebrated at companywide meetings.
• Create a virtual suggestion box . Ideas for internal communications initiatives can and should come from all over. Creating a virtual suggestion box can empower anyone to step up and propose new ideas to keep your company connected.

2. Make communication a conversation

Workplace communication, whether it’s internal or external, should never be one-way. To create a more inclusive workplace, it’s important to promote productive and meaningful conversations among your employees.

This can be done by leaving space for question and answer sessions at the end of company meetings, letting employees know who they can reach out to with additional questions and regularly requesting feedback on internal communications initiatives.

Using an efficient employee engagement platform with structured workplace communications are two of the most important factors to focus on when growing a business. If you want to encourage evolution, you need to encourage your colleagues to join the conversation.

3. Give managers a heads up

If you have a question about a company decision or initiative, who do you ask?

Chances are your manager is your go-to. Managers are the first in line to field questions from direct reports, making them key players in distributed workforces.

When making a companywide announcement or rolling out a new program, always be sure to provide managers with talking points ahead of time. This will help them prepare for any potential questions their direct reports may have, which in turn cuts down additional work for you and your leadership team. This also helps ensure that your sharing a single, unified message at every level of the company,

4. Try a new approach to building company culture

Attitudes toward company culture have shifted. The allure of ping pong tables and free drinks has lost its shine. Now, what people want is a work culture that values respect, balance and accountability .

While these new culture requirements may seem like table stakes, they’re all much easier said than done. Luckily, strong internal communications practices can foster a culture of accountability. By sending clear, consistent updates that clarify internal processes like performance reviews and promotions, you create the top-down transparency needed to ensure everyone is respected and informed.

Communication goals need to be shared and embodied throughout a business, and new trends should be embraced by everyone from executives and managers to lower-level employees. The more natural your internal communication and employee advocacy strategies feel to your workforce, the more likely they’ll end up identifying themselves as part of the team.

5. Empower employees to become brand advocates

When it comes to effective communication strategies, it’s important to consider how you’re empowering your employees to amplify your message. Millennials and Gen Z-ers both in and out of the workforce are demanding a higher level of authenticity from brands, making employer branding more important than ever.

Employees will continue to emerge as the most important voice of a company, ensuring authenticity when connecting with new hires, prospects, customers, peers and everyone in between.

By transforming your employees into content marketers, you introduce a peer-to-peer dynamic into your internal communications strategy. This strengthens your employer brand and increases your chances of better leads, more qualified hires and stronger business results.

To embed advocacy into your current communication goals, it’s important to consider how you can help employees spread content that directly interests and affects them, while making the process simple with access to the right tools.

Developing your internal communications content strategy

Internal communication programs run on content. To keep your employees up-to-date and engaged with their workplace, you need to create and share content that piques their interest and entices them to read.

If you’re not sure what that looks like, here are some tips on deciding what to share with your employees and when.

Pick high-value content

Before you share an article, video or infographic, ask yourself if you’re curating content that’s truly meaningful to your audience—or if you’re just filling a gap.

Nearly two-thirds of employees ignore emails at work , and about a third say they have ignored emails from human resources. To make sure your messages get noticed, you need to find content that resonates with your colleagues. If you’re not sure what that might look like, try asking the following questions:

• What would it take for an employee to proactively devote time out of their day to reading and sharing content in your employee advocacy platform?
• What would it take for an employee to enjoy a personal return on their investment in the program? (Some examples may include incentives, career development opportunities, recognition, social engagement and influence.)

Switch up what you share

Your internal communications content strategy should seek to motivate employees to read, engage and share. To maintain their interest, curate a diverse selection of content that speaks to people at various experience levels. For example, a new hire might tear through brand content to get to know their new employer, but a manager might be more interested in industry articles or leadership tips.

Here are few ideas you can use to shake up your internal communications content:

• Brand content from your website, blog and other owned media keeps employees stay abreast of business developments and news. They’ll feel more connected to your company and more confident to talk about it with their networks.
• Job listings demonstrate that there is opportunity for growth and empower employees to take advantage of any referral incentives your company offers.
• Events show your company’s commitment to its community, education and market position (in the cases where team members are speaking at trade shows).
• Recognition of new hires, promotions, earned media, guest blogging and team profiles reinforces your company’s commitment to the growth of its employees, and instills a sense of pride in each other’s accomplishments.
• Industry articles provide opportunities for personal development (without the hassle of searching the web) and brand building, positioning your employees as a trusted resource for sharing quality information.

Create a company newsletter

If you have a lot of information to share, you may benefit from publishing an internal company newsletter. Employee newsletters can help bring distributed teams together with an all-in-one hub of useful information. Plus, they take what could have been multiple emails and condense it into a simple, easy-to-read format.

If you’re interested in creating a company newsletter, here’s how to do it in six steps:

• Gather employee feedback.   To make sure your team gets as much out of the newsletter as possible, send out a content preferences survey. For instance, you can give your teams a choice on how they’d prefer to access the content available, which reduces the risk of disengaged or under-informed employees.
• Provide the right news and information . Overload your team with too much too fast, and you increase the chance that they’ll simply ignore your newsletters. Carefully consider the kind of information your employees need access to at the end of each week or month. Remember, the information you share should be concise and relevant to the team receiving it.
• Remember your calls to action . A CTA isn’t just about driving your customers to make purchases. Employee newsletters can also use CTAs to encourage employees to take a next step, such as sharing information on social media, filling out a company survey or signing up for training or new initiatives.
• Strengthen your subject lines . Just as you wouldn’t send out a customer email with a bland subject, make sure your internal corporate newsletter is worth the click in employees’ busy schedules.
• Keep your newsletter clear and jargon-free . Make sure that your employee newsletter content is scannable and easy to consume. That means adding bullet points, blurbs, pictures and plenty of white space.
• Get your team involved . Think of your employees as customers. Give them the same immersive and in-depth newsletter experiences as you would if you were trying to convince them to buy or refer another customer. This could include curated social content to share, departmental spotlights and requests for feedback.

What’s next for your internal communication strategy?

It’s time to renew your focus on an often overlooked audience. A powerful internal communications strategy drives higher employee engagement, which in turn leads to stronger productivity, profitability and reduced turnover—all things that can help your business thrive as you navigate remote and hybrid work.

As you rethink your internal communications program, be sure to brush up on the basics of employee advocacy and employer branding . These resources will help you build a strategy that informs and delights your colleagues, from new hires all the way to your leadership team.

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Internal Communications: Benefits, Best Practices and How to Do It

Internal communication helps you inform, influence, and engage employees — and get their participation. We review the best tools and best practices.

Last Updated

May 24 2022

“ The single biggest problem in communication is the illusion that it has taken place ,” George Bernard Shaw once noted .

This sentiment seems to be particularly true when it comes to internal communication in the workplace. For example, 46% of employees say they leave meetings without having a clear understanding of what to do next, and 74% of employees feel they are missing out on internal company news.

Unfortunately, poor employee communication creates or contributes to:

• Personal conflicts
• Missed deadlines
• Incorrect goal assumptions
• Employee turnover
• Redoing misaligned work

What is Internal Communications?

Internal communication is far more than just casual socialization among employees. Instead, it’s about facilitating effective conversations between all the people within an organization to allow for the successful flow of information between teams and individual employees. In addition, this constant conversation builds social capital.

A characteristic of good employee communication is that it isn’t just top-down but also bottom-up. A study published in the Journal of Communication Management showed that communication had to be symmetrical in order to enable good employee communication behaviors. The study indicates that symmetrical information required two things:

• Complete and fair information to employees, and
• Internal communication practices that listen to employees and invite their participation.

The goal of internal communications is to inform, influence, and engage. The purpose is to build trust in the workplace, improve knowledge sharing , empower employees, and create a synergy that gets everyone on board with the company’s overall goals.

8 Benefits of Internal Communications

Want to really understand the importance of communication in the workplace? Let’s review some of the benefits you can expect when you get staff communication to work smoothly.

1. Improve Employee Alignment

It sounds simple enough — if you aren’t familiar with the company’s strategy, it’s hard to know how you can contribute to it. But, unfortunately, that’s the case for most employees. A study by Robert S Kaplan and David P Norton shows that an average of 95% of all employees are unaware of the company’s strategy.

Let’s make sure that the remaining five percent work with you. The right internal communications strategy helps communicate your strategy, vision, and goals in a consistent, attractive way that involves employees.

The better they know the goals, the easier they can align their work to help reach the targets.

2. Build Trust

By increasing transparency and improving internal communications, you increase the trust employees feel for the company and its leaders.

A Ph.D. thesis at Brunel University London shows internal communication initiatives such as constant feedback, information sharing, and open communication channels contribute to higher co-worker trust and higher employee engagement.

While employee communication is often shared only within the company, there are benefits to keeping parts of it public. For example, a study on hospitality workers showed increased trust when certain information aimed at employees was shared through social media.

Increased trust can also lead to increased engagement , which leads to a slew of other benefits:

3. Increase Engagement

Employee engagement is a key to lower turnover, increased work performance, and improved job satisfaction. Studies link symmetrical internal communications to positive employee engagement. No wonder — when employees feel heard, they are more likely to be active and engaged in the workplace.

4. Improve Employee Performance

Studies show that internal communications have a direct impact on employee performance. In order to contribute to a positive environment, studies suggest that the conversation needs to be frequent, transparent, and honest.

5. Improve Brand Image

For customer-facing companies, frontline employees are the face of the organization. Their actions reflect directly on the customers’ brand experience.

Through improved staff communication, customer-facing employees improve their ability to communicate brand-specific information , meaning that you get a better, more brand-consistent performance.

6. Better Crisis Management

A good internal communications strategy helps you reach employees — both with the message and its contents. This matter is crucial in times of urgent company news.

Do you have difficult news to share? A history of honest communication helps manage the negative impact and discuss ways forward.

7. Decrease Security Risks

It may come as no surprise that employees are considered a company’s largest cybersecurity risk . Changes in IT policies, security breaches, and mandatory updates are just a few of the things employees need to be familiar with to keep security high.

However, technical information can occasionally be cumbersome or difficult to grasp. By thinking through the message and the channels, you can improve communications and overall security.

8. Increase Feedback and Whistleblowing

Good employee communication is a two-way street. However, 37% of employees feel that the company lacks systems for recommending problem fixes. Employees that feel heard are more likely to report any wrongdoings or company issues.

Challenges in Internal Communications

Common internal communications challenges include:

• Outdated communication ways . For example, maybe an employee insists on sharing important information on an old intranet that no one else reads.
• Unequal communication . For example, a company may forget to take remote workers into account. Differences in what’s shared in the office and what’s shared to off-site or remote workers can cause rifts. As a result, employees don’t feel included or may feel like the information doesn’t apply to them.
• Information or knowledge silos . Organizational silos make it difficult to share and benefit from knowledge due to information being stored n an inaccessible way. 
• Information overload . As always, you’ve got to adapt the message to the receiver. By just dumping information, you risk that it isn’t read at all.

Before we jump into how you can avoid these issues, let’s take a look at some of the most popular internal communications tools:

The Top 7 Tools for Supercharging Your Internal Communications

For effective internal communication, you’ll need a platform. While it’s tempting to use one tool like a Swiss Army knife, successful employee communications most likely require a multi-tool approach.

1. Intranets

Intranets are traditionally used for sharing company news and information. However, social intranets gain popularity as they are more engaging for employees. Intranets are especially good for company news and updates.

• Setting up a simple intranet is generally straightforward — you can even use Google Sites .
• Collecting information in one location makes it easier to find and review.
• Sharing with a large number of people is easy.

2. Knowledge Base Software

Knowledge base software lets you create, organize, and share information with anyone that needs it when they need it. Internal knowledge bases are great for internal communications as they can be used for more than just sharing company news and information - with an internal knowledge base you can share all types of knowledge.

• Storing, updating, and sharing information is simple.
• Commenting and other interactive features encourage two-way communication.
• Collaborating on documents in your every-day workflow makes it easier to notice company news.
• Measuring usage is easy with built-in analytics.
• Integrating the knowledge base with other internal communications tools is generally easy.

As an internal communications tool, email is most effective for newsletter-style emails with updates and links to further information on a website or knowledge base.

• Tracking open rates and click-through rates is generally straightforward.
• Using email for communications is generally a relatively cheap communication option.
• Reaching the right recipient becomes painless with the use of mailing lists.

4. Project Management Systems

You’re probably already using some type of project management system to manage everyday workflow. Depending on the system, it tends to work best for project-related announcements, updates, and team communications.

• Keeping employee communications for current projects and work status in the same place as the work makes it easier to have informed conversations.
• Interacting with team members becomes easy thanks to commenting features.
• Tagging employees when mentioning them ensures they see the message.

An internal community forum is dedicated to engagement. Just make sure you choose an option with easy-to-use interactive features, so it doesn’t create a hurdle and becomes a ghost town.

• Encouraging symmetrical communication doesn’t become much more transparent than this, as all users can see the information shared.
• Crowd-sourcing content, information, and feedback become convenient.

6. Messaging Systems

Many businesses already use messaging systems like Slack for informal IC within and between teams.

• Learning and using the tool is generally an intuitive experience
• Integrating messaging with other tools is often accessible with built-in integrations.
• Communicating informally within teams or company-wide encourages interaction.

7. Social Media

Is the company CEO active on Twitter? Do you have a private Instagram account for pictures from the kickoff? Some information aimed at employees may be suitable for sharing publicly, especially for large, multinational companies.

• Sharing and accessing information is easy.
• Posting messages publicly contributes to the company’s employer branding.

How to Create an Internal Communications Strategy

Good employee communications don’t happen spontaneously. To avoid the challenges that companies face in internal communications, you need to develop a strategy.

Step 1: Determine Your Internal Communications Objectives

Let’s start by assessing your current situation. Review questions such as:

• How is your current solution working? What works well and what doesn’t?
• What would you like your internal communications to look like?
• What are your goals? Develop both short-term objectives and long-term goals.
• What key metrics related to employee communications do you want to track?

Step 2: Identify the Requirements

Once you have a clear understanding of what you want to achieve, it’s time to look at your requirements.

What do your needs look like? Review needs such as:

• Interactivity
• Inclusiveness, including for remote workers 
• Accessibility across devices
• User-access management
• Urgency and timeliness
• Segmentation of your internal audience

Also, note when you have apparent contradictions, as they may need extra consideration. For example, you may note that information needs to flow freely but reach only the right people to avoid information overload.

Step 3: Create Your Internal Communications Strategy

Now, it’s time to create a process that helps you reach your internal communications objectives and goals. Once you’ve completed this step, you’ll have a standardized process that allows you to repeat high-quality communications practices again and again.

You want your strategy to outline:

• What to share
• When and how often to share it
• Where and how to share it
• Who you’ll share it with

Here are some of the information types to consider in your strategy:

Top-down Information

This type of information includes company announcements, news, and event updates. How will you ensure that all employees access important company news?

Common tool choices : knowledge bases , intranets, email newsletters

Rewards and Recognitions

Consider both recognitions that are company-wide and those within departments or teams. How will you recognize and encourage employees?

Common tool choices : intranet, email newsletter, instant messaging tools.

Company and Team-Related Information

Don’t let policy documents, codes of conduct, and process documents gather dust How will you ensure that employees have access to the necessary company documents?

Common tool choices : knowledge bases, cloud-based document storage solutions.

Feedback and Suggestions

We’ve already seen that businesses need communication to be symmetrical in order to benefit. How will you add two-way communication?

Common tool choices : email newsletter, forums, Kanban boards.

Informal Discussions and Conversations

Both information exchange and employee bonding are worth considering. How will you manage day-to-day chat?

Common tool choices : project management systems, instant-messaging tools.

Crisis Management

You need ways to reach all or a specific subset of employees. For example, how will you quickly inform employees in case of an emergency?

Common tool choices : knowledge base, intranet or newsletter for longer content, instant messaging tools, or email for shorter notifications.

For each type of information, you need to share, complete a process document that shows exactly how you’ll share the information. Having a roadmap allows you to stay consistent, no matter who sends out the information.

Step 4: Create Your Ideal Mix of Internal Communications Tools

Which internal communications tools are right for you? You’ll want to tailor a solution that is easy to use and helps you reach your objectives.

For many companies, a multi-platform approach works the best. By considering your requirements from step 2 and the strategy from step 3, you can create your ideal mix. For example, here’s what a simple setup may look like:

• Single source of truth . A place for sharing and sourcing information such as reports, policy documents, and company news. Choice: a knowledge base.
• Project work status updates : a project management system with commenting features
• Informal discussion and urgent messages : an instant messaging app such as Slack.

When choosing a tool, you’ll want to look for:

• Integrations with other tools — how well does it work with your other internal communications tools?
• Ease of use — how steep is the learning curve?
• Scalability — can it scale with your company?
• Multi-purpose use — can it cover more than one type of information?

Step 5: Implement

Implement the strategy as well as any new communications tools. Make sure that you’

Expect any significant changes to take a while to implement, at least if the old tools still are available for other purposes. For example, you may previously have used your project management tools for storing related documents but now want all documents stored in a knowledge base for easier access.

Step 6: Evaluate

Gather feedback consistently during the implementation as well as after its completion. Measure and track progress — how well do you reach the objectives you set?

You’ll also want to complete regular reviews to see that your internal communications tools and processes still are a good fit for your needs.

How a Knowledge Base Can Improve Internal Communications

Employees need one clear, easily accessible place that works as a “single source of truth.” The knowledge base is one of the most popular options for this, as you can use it for other things than just communications. It also works as an information storage and collaboration platform. 

Now, we’ll take a look at internal communications best practices when using a knowledge base for internal communications and review the common issues they help to solve.

Make the Communications Platform an Integral Part of the Workflow

Who remembers to log in to a dedicated intranet or forum just to check company news? In order to reach employees as well as possible, you want them to really use the tool where the information is shared.

As a knowledge base becomes an integral part of the everyday workflow, you increase the chances of employees checking the latest information.

Manage First Impressions

A common issue is that crucial information gets lost in a sea of text. That is why you want to consider the recipient and make it both approachable and easy to find. By organizing the dashboard, you can highlight recent company information.

Decide What to Share

Employees don’t want a deluge of information, but they don’t like to be kept in the dark, either. Spending time trying to find news, reports, or other information causes stress and feelings of exclusion.

By determining what to upload to the knowledge base and where to add it, you make sure that employees get the requested information and find it easily.

Create a Workflow for Internal Communication

If the company’s communication changes considerably depending on who creates it, then it may be time to standardize it. Tone, style, and frequency impact the employer brand.

Solve any inconsistencies by establishing a workflow in your knowledge base:

• Create a template each for the common communication needs
• Craft a process for how you communicate this particular type of information
• Create a new communications draft
• Add everyone who will contribute
• Add everyone who will edit, comment, or approve the draft
• Publish and share through the selected channels

Consider the Storytelling

Employees dislike being preached at — who doesn’t? Gone are the days when internal communications consisted of giving the CEO a megaphone.

At its core, internal communications are all about telling the story of your company. How do you show that the employee is an integral part of the story? 

Another thing to consider is how you can tell the story in a way that engages. For example, you can use more than one type of media: text, photos or illustrations, videos, audio clips, and gifs.

Organize the Information

Struggling to find that crucial bit of information in an old status update from another team in a wealth of information… no, it’s neither fun nor efficient. However, by collecting critical information in one place, you can organize it easier. For example, you can use categories, tags, and a knowledge base with powerful search functions so information becomes easier to find.

Increase and Encourage Interaction

If information is seen as something to consume rather than interact with, engagement becomes tricky.

Solve this issue by crowd-sourcing parts of the internal communications. For example, you can encourage employees to contribute to updates and use interactive features such as commenting.

Track and Measure Employee Engagement

Who saw the important product update? By using a knowledge base with analytics, you can track and measure engagement. You can measure engagement in different ways — how much are they using the tool, or how much do they engage?

Wrapping Up

Successful internal communication is strategic, easy to access, and user-friendly. For most companies, a multi-tool approach will work best. However, the key to its success is letting communications be a natural part of the everyday workflow. After all, you can use as many internal communications tactics as you want. If a tool is seldomly used, information still won’t reach the intended recipients.

While instant messaging tools such as Slack have become integral for many businesses, they have their limitations for longer bits of information.

The solution is to use a single source of truth — not just for company updates but also for collecting, collaborating on, and storing information. And while we’ve reviewed many tools above, only the knowledge base has that type of powerful capabilities.

We’re not asking you to give up Slack. Instead, you’ll add a knowledge base that you can link to for more information. And, speaking of Slack — did you know that Helpjuice offers a convenient integration? That way, you can easily connect the two and let them be part of your powerful internal communications toolbox. Try Helpjuice out for free for 14 days now .

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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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Here’s the way to organize internal comms when you’re flying by the seat of your pants

Suddenly responsible for keeping everyone on the same page in a crisis? Use this guide to calm the fire drills (and your stress level).

You probably never thought it would come to this. Here you are – a director of HR or marketing or operations, perhaps? – with no formal training in internal communications, thrust into the position of keeping everyone in the company informed so they can stay focused on their work. Assuming responsibility for internal communications on short notice, particularly in a time of crisis, puts you at the center of a whirlwind of activity. Events are outside your control, timelines are unpredictable, and everything feels urgent. You’re not just refueling in mid-air, you’re building the plane while flying it.

So what’s the best way to transition from reactive mode to proactive mode? Create an internal communications plan.

In many ways, it’s similar to crafting a structured approach to stakeholder communications for high-stakes or long-running projects. According to L’Teisha Ryan , Head of Internal Communications at Atlassian, the goal is to be disciplined and deliberate, but not rigid.

“We’re constantly looking at how we can improve, evolve, and adjust,” she says. “When the COVID-19 crisis emerged, we started with emails from the company founders, open Q&A sessions on Zoom, and a central space in Confluence to share updates and FAQs, then added video updates after we closed our offices to help maintain a sense of connection. I’m looking at more adjustments in the coming weeks as we continue working from home through the end of the year.”

If you’re ready to get organized and step up your internal communications game, read on to learn all the ways having a plan will benefit you and how to put one together step-by-step.

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What is an internal communications plan?

An internal comms plan can’t just live inside your head. An effective plan is a living document that describes who your various audiences are, what information you’ll communicate to each audience, which channels you’ll use, and how often you’ll communicate. Include success metrics, as well – e.g., 80 percent open rate on emails from the CEO.

Although the plan itself doesn’t need to be shared with the entire company, it should be open to anyone who’ll be helping you execute on it. (Don’t forget to involve your HR business partners and folks in similar people-flavored roles! They can help you scale by partnering with managers and making sure team members fully understand important changes.)

Why bother putting a plan together?

Can’t stop, won’t stop

For more on navigating turbulent times with empathy and strength, check out our guide to resilient leadership.

Chances are, you hardly have a moment to catch your breath these days and might be tempted to continue making it up as you go along. But investing the time to put a proper internal communications plan together will pay off in a few ways. You’ll be more consistent in your communications, which gives your fellow employees a sense of stability and helps reduce any anxiety they might be feeling. It also gives you greater peace of mind. You’ve got a map to guide your way forward, as well as a historical record to refer back to.

On the flip side, flying by the seat of your pants feels expedient in the moment, but can be disastrous in the long run. If people aren’t getting information through official channels, or if it comes sporadically, they’ll invent their own information. The resulting confusion will not only distract people from their work, it may result in project plans and budgets that are rooted in misinformation.

Without a plan, you also risk leaving important information out or overloading some of your audiences with information they don’t need. Not a good look.

Guiding principles for an internal communications plan

Before you dive into the tactical planning exercise, take a moment to set some guidelines for yourself. For L’Teisha and her team, defining their core principles came down to aligning with company values like “Open company, no B.S.” and “Build with heart and balance.” Here’s what we recommend as a starting point.

Transparency

Share information promptly, and err on the side of straightforwardness. This is especially true if you have to communicate bad news such as layoffs, furloughs, or pay cuts. Research shows that leaders wait too long to deliver this type of news, with negative impacts on both parties: the bearer of bad news carries the dread of delivering it, while the people affected have less time to adjust and may resent being kept in the dark. Either way, trust suffers across the entire organization.

Speaking of maintaining trust, be as open about the decision-making process as you are about what the decision is and how it affects your audience.

An emotionally intelligent approach is always the right idea, and doubly so during times of uncertainty. Think about how your audience is feeling right now, and how you want to feel after they receive each communication. Remember that it’s easy to feel overwhelmed by too much information, so part of your job here is to keep your comms small enough to digest, yet robust enough to satisfy.

What empathy-centered leadership looks like

Beware of straying into ruinous compassion, however. Kim Scott, author of Radical Candor , reminds us that well-intentioned attempts to spare someone’s feelings can backfire. (Like not telling your friend she has spinach in her teeth to save her from the embarrassment of being told… then she attends a whole afternoon of meetings with the spinach still stuck in her teeth.) Communicating with empathy in this context is a balancing act. Be patient with yourself if you miss the mark and try to learn from it.

Discoverability

L’Teisha realized quickly that with all the different communication channels her team uses, information will become scattered and hard for employees to find later. So they set up a hub page in Confluence that makes it easy to refer back to past updates. It’s a win for her team, too: they don’t get pings every five minutes asking where the updated travel policy can be found.

Adaptability

Expect to evolve your plan as the situation changes and based on feedback you get from employees. (Bonus points if you proactively ask for feedback.) Review your plan every few weeks and adjust as necessary.

Customize your internal communications plan

Your internal comms plan will spell out how you’ll provide employees with the right information at the right time and via the right channels so everyone stays on the same page. Plan on spending an hour or two drafting it, with additional time for a round of feedback from your team.

Start by laying out a 4 x 7 table with the columns labeled “Content, Audience, Channels, Purpose/Goals” Label the rows, “Daily, Weekly, Fortnightly, Monthly, Quarterly, Yearly, Ad Hoc.”

Check out our template here .

Now think through who your various audiences are. For example, when L’Teisha and her team thought about how to approach internal comms when the coronavirus crisis hit, they identified six groups: the Atlassian board, our executive leadership group, the site leads at each of our office locations, the People/HR team, all other managers, and general employees.

Determine the most effective way to communicate with each audience. Think about what content you’ll be sharing as well as the tool you’ll use to share it. At Atlassian, we’re using a combination of virtual town hall events with prepared updates and live Q&A, all-company announcements on Slack, written updates from the company founders using Confluence’s blogging feature , video updates from the founders, and email.

Ok. This is the fun part. Ready? Deep breath, and…

Start filling in your table. You might find it easiest to go row by row, noting what you’ll be communicating on a daily basis, weekly, etc. Or, it might make more sense to go by audience, thinking through what each of them needs to hear about, through which channels, and how often. Don’t gloss over the goal of each communication. Build trust? Help people feel connected with their leaders? Announce new information? Other? Defining the purpose now will make it easier to compose your comms later.

Consider whether you should time communications differently for each group. For example, L’Teisha and her team communicate updates to execs or the leads for each office location before sharing them with all staff. “We’ve been very deliberate about providing leaders with information in advance”, she says. “This gives them a chance to think about how it will affect their teams, anticipate questions, and have thoughtful responses ready.”

As you work through, you might discover you’ll need to bring in new forms of communication to meet your audiences’ needs, or evolve existing ones. When Atlassian first transitioned everyone to working from home, our executive team heard from loads of managers that they felt like a fish out of water trying to lead their teams remotely. So our People team pulled together a series of webinars to train them on best practices, which were very well received.

People need to feel like they’re being heard. Set up a virtual suggestion/Q&A box using Jira Service Desk or Google Forms, and address the questions you receive in future communications.

Be sure to share the plan with your team and relevant stakeholders for review. They’ll help make sure nothing falls through the cracks.

Be authentic to be successful

Don’t stress if some things aren’t perfectly polished. We’re all “ BBC dad ” now, so we might as well embrace the messiness. What really matters is delivering timely, thorough information to the people who need it.

“One of the reasons we switched to video updates from the founders is that we wanted to bring a human touch into it,” L’Teisha tells me. “Those quirky moments like when Mike’s daughter popped into the room remind us that they’re having the same experience as the rest of us.”

Remember too that people may have wildly different feelings about whatever changes are taking place. For L’Teisha and her team, this means empathizing with the fact that not everybody is thrilled about the switch to remote work, and weaving that in so people feel validated and acknowledged.

Showing some personality and being candid about the fact that things are a bit upside-down right now are not only signs that you’re on top of it, but a breath of fresh air for the people receiving your updates. The more you keep it real, the more effective your communications will be.

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Internal Communications Plan: 7-Step Strategy and Template

We hear all the time that internal communication functions are stretched thin.

“There are too many priorities. Everything’s important. We have so many messages to get out to employees. So many vehicles but we’re not sure which work and which don’t. We don’t have the time to get it all done or enough people or enough budget…”

Sound familiar?

Having a strategic internal communications plan in place for your function is a critical step to getting your time organized, prioritizing, planning, resourcing, and operating at its optimum.

This may sound basic, but all too often we find that internal communications functions don’t have clear plans in place.

And having a clear plan in place is critical to:

• Focus internal communications where the business needs them the most
• Empower internal communication leaders and teams to be more proactive consultants to the business with a focus on delivering value and impact
• Get internal communications teams out of the reactive fire-fighting that causes strain and fatigue
• Advocate for employees and their information needs  
• Calibrate a range of business and communication messages and needs so they are connected, relevant, and digestible for your audiences
• Leverage existing and new channels to reach employees where they are
• Measure and demonstrate progress against business and organizational outcomes that matter

What is a Strategic Internal Communications Plan?

A strategic internal communication plan is a tool for leaders to help drive employee behaviors and actions that create desired business outcomes. It should directly support an organization’s key business outcomes. An internal communication plan should be updated every year to support the business strategy, rather than on an ad hoc basis or as an afterthought. When a plan is truly strategic, it is also given the same priority and resources as an external plan that works effectively together to achieve business outcomes for an organization.

Internal Communication Planning Best Practices

A strong internal communication plan is never just a list of tactics. Instead, the tactics should be part of the overall plan and reflect what you’re going to do to achieve your measurable business objectives.

There are many ways to achieve a smart internal communications strategy. Our best advice is to pick a format that works for you and always have a plan in place.

Adjustments are fine and expected, but the fundamental goals and vision for communication need to be woven into the plan and used for guidance to make smart decisions around priorities and areas of focus.

As you dive into your internal communications planning, consider these key components of any strong internal communications strategy:

• A clear explanation of the current business environment and any challenges your business faces
• What you want to accomplish (your business goals and communication goals)
• Who you need to talk with (your audience)
• What you want to say (your core messages)
• How you will communicate (your internal communication strategies, tactics, and channels )
• When you will communicate (your calendar), and
• How you will measure your progress

What a Smart Internal Communication Strategy Achieves

When done well, strategic communication plans can help you achieve strong results for your business. Based on the scores of organizations we've helped to develop and implement strategic plans, we’ve seen significant results:

• Turn a strategy into action and embed new behaviors into an organization, such as reducing safety incidents and engaging employees in diversity and inclusion initiatives
• Help employees with a change
• Address important industry issues
• Inform employees on sensitive topics
• Align and activate organizations around a new strategy
• Improving culture to elevate the employee experience and performance goals

Any time you have a lot to say and do, think about having a communication plan to orchestrate how best to engage teams and drive the narrative with your audiences and outcomes in mind.

How to Create an Internal Communication Plan in 7 Steps

Your communications plan doesn’t need to be long – a few pages is fine or even a one-pager works. Use these seven steps as a framework when you develop your plan.

Step 1: Summarize the Situation

Provide a situation overview and what’s prompting the need for communications. Map the current situation, consider business needs, and talk to key stakeholders to help with this process.

For example, is there a shift in organizational priorities because of the marketplace or industry? Low employee engagement scores? New products or services? Are you starting a new employee initiative and you need to keep them informed and engaged in the process?

This section includes research and analysis, and addresses the variables at play and what’s currently being done to address the issue.

This is also the section that describes the business and communication context and why a communication plan is necessary.

Step 2: Determine Your Desired Outcome

We spend a good amount of time talking with the leaders we work with about “desired outcomes” – the first step in planning any kind of communication. When we ask, “What’s the outcome you seek?” we often hear people say, “We want to produce an email message, or we’re thinking about a newsletter or video.” This isn’t what we mean by outcomes because those are just tactics. They alone cannot solve the business challenge outlined in Step 1 .

To get to the real outcome, instead start by answering this question: What do you want to achieve for the business? Once you answer that, you can decide what communication strategies and tactics are best suited to achieve that business outcome.

Here’s the two-step process we suggest to identify your critical outcomes:

• Business and Organizational Outcomes (the business need) – When you define the business need, don’t start with what you need to do, but why you need to do it. Indicate – as best you can – a direct connection between the organization’s objectives or bottom line. Be sure to list specific and measurable desired organizational outcomes in this section. Think: What will be different in the business when we’ve achieved our plans?  
• Communication Outcomes / Objectives – Think about the business outcome you want to achieve through communication and what role communications can play to help achieve the business need. For example, is it to increase engagement , so you can benefit from things that come from higher engagement – like less absenteeism or better safety outcomes or higher quality performance? Is it to increase order fill or to create a behavior change among employees?

Use SMART Objectives

• S pecific – What are we going to do for whom?
• M easurable – Is it quantifiable and can we measure it?
• A ttainable / A chievable – Can we get it done within the time frame and with the resources we have?
• R elevant – Will this objective have an effect on the desired goal or strategy?
• T ime-bound – When will this be accomplished?

Follow this SMART Template to Guide You

To develop SMART objectives, use the SMART Objectives Template and two-page guide by clicking the image below. It covers what SMART objectives are, provides an example, and concludes with the template you see here:

You don’t need to limit yourself to one desired outcome but you should try to cap it at three.

Note: All too often communication plans only focus on communication goals. Remember to take your plan to the next level by linking the communication goals to specific business or organizational goals.

Step 3: Define Your Audience

To help you think through how best to communicate with different groups of employees, it’s important to define who they are. Who are the most relevant groups you need to influence and drive to action?

List different audience groups (sometimes referred to as job families) and their mindsets (where they’re coming from on the topic that you’re communicating), and consider what you want them to know, feel, and do as a result of your communication with them. That will help you focus, find the common ground for your messages, as well as adapt your messages for different audience segments based on their unique information needs.

Audience job families or segments may be a specific business unit, senior executives, geographies, functional roles (such as frontline employees, sales teams, and customer-facing teams), shareholders, employee affiliate groups, or people leaders. Job families also vary by industry – so in healthcare, there are segments such as physicians, nurses, volunteers, environmental services, and the like. Other organizations may have call center or customer service employees or plant/site employees.

Consider using a template like this to outline relevant audience segments and what you want them each to know, feel, and do as a result of your communications. It’s a great way to stay focused on the key audiences and outcomes you want to achieve and to identify what your key messages should be for each.

Note: Don’t confuse the audience(s) with stakeholders. Stakeholders are the people and organizations that have an influence on the desired outcome. Audiences are the receivers of messages.

Step 4: Develop Your Messages

Based on your audiences, next outline the most important messages (or points) you need to communicate to your audiences. Keep it to about three messages (that’s usually all that people can retain!). Then consider supporting points to reinforce those key messages. These are the facts, data, anecdotes, and stories that support and bring your points to life.

5 Ws and an H

Want to ensure you don’t forget a critical detail in your messaging? Think 5 Ws and an H to cover all the key points on your audiences’ minds and the all-important context, so you can make it relevant for them.

• Why – Why is it the right decision? Why now? Why is it important?
• What – What’s the decision? What does it mean for us? What should I know? What’s in it for me?
• Where – Where is this decision coming from? Where/what locations will it affect? Where can I get more information?
• When – When is this happening?
• How – How was the decision made? How will it be implemented? How will communications flow internally and externally? How does it impact me?
• Who – Who made the decision? Who’s in charge? Who does it impact?

In communicating your message, the order is important. Adult learners want to know the “why” first and then the “what.” The rest can follow logically.

Here are some additional tips to make your messages stick:

• Keep them simple: People remember things based on simple ideas
• Be unexpected: When you take people by surprise they tend to remember it later – such as a compelling stat or story framed in a stand-out way
• Communicate clearly: Human actions and sensory information, images, and proverbs help people understand an idea
• Be credible: Use facts, figures, and examples, and believable sources
• Inspire and create an emotional connection: People remember things that tap into their emotions – whether it’s something funny that makes them laugh or causes them to reflect
• Tell stories: Narrative can influence feelings and sometimes behavior

No matter how you develop your messages, use a template to keep yourself organized, consistent, and concise. For example, we use our award-winning messagemap methodology to get all the most important messages organized and prioritized on one page. The messagemap is used to develop all the communication tactics (in Step 5) so that messages are consistent and strategic.

Step 5: Decide What Your Strategy Is and What Channels and Tactics You’ll Use

How you deliver your messages is as important as what you say. During this step, you can identify your internal communications strategies – in other words, how you’ll approach communicating your key messages with your audiences. This is the step where you outline specifically which channels and tactics are most effective at reaching each audience, so they understand and connect with the key messages.

Very often communicators are asked to jump right into producing materials and delivering tactics first. This shortcuts the strategic steps to the planning process and risks the tactics not being as effective – so you won’t save any time in the long run. You’ll likely just have more cleanup to do later.

Note: It helps to strategize potential tactics and channels as a communications team. Organize a working session with plenty of post-it notes, flip charts, and pens/markers to generate ideas and stick them on the wall. Vote on the top 6-8 tactics for each objective, repeat, and consolidate. Hold on to this and use it for communication planning during the year for other programs and priorities, too.

The channels you choose will depend on what you want to achieve from your communications and the audience you need to reach. The right channels for raising awareness would probably be the wrong ones for gaining ownership and commitment. Similarly, the needs of desk-based employees will be very different to sales teams or factory workers who aren’t on computers during the day.

A well-coordinated use of multiple voices and channels will be needed for maximum impact. 

It’s also important to draw on any employee communication data and insights that already exist in your organization. Look to engagement and communication effectiveness surveys, channel audits and feedback, and employee listening sessions to help you make data-driven decision making around which channels and tactics to use.

Keep in mind these communication best practices:

• Face-to-face (or voice-to-voice) communication is best for making a personal connection and overcoming resistance to change. If you’ve got a sensitive or complex message, this is usually your best bet.
• Meetings are best for communicating more complicated ideas or when you want input from team members.
• Paper (such as handouts at a meeting or a flier on a bulletin board) is best when details are important, or dates need to be referenced.
• Electronic (such as email or an intranet page) works well for those who have frequent access to computers; consider also visual display boards for break rooms, elevators, lobbies, and central meeting locations.
• Video is best to use when you want to appeal to visual and audio senses and to tell a story. More and more companies are using short, grassroots-type videos to get messages across. Consider captions for multiple languages and/or open work environments where noise is a concern.
• Internal social media can help to build a culture of collaboration and rapport among dispersed team members.
• Think about frequency. For example, huddles with your team could happen daily, while town hall meetings might be best quarterly.

Actionable Communication Strategies Make Your Tactics More Impactful

The tactics are how you plan to make the internal communication strategies happen. Make each tactic relate back to at least one strategy (if not multiple). Include key deliverables and how you will monitor execution.

Then plot key activities into a calendar, so you can see how the communications will unfold throughout the year.

In this section, also add in any considerations that might negatively or positively impact the success of the implementation to inform your tactics and timing. For example, employees have noted in engagement surveys that they prefer small-group meetings to receive information from their managers.

Step 6: Populate Your Communications Calendar

It’s helpful to have a full view of the communications channels and tactics you are using to implement your plan (and timing to go along with it). This becomes your project tracker, so you can look at the year ahead and note which communications will be happening and when. That will help ensure you have a consistent cadence of communications that is timed around – and in support of – key business and organizational milestones. The key is enough communications to keep what’s important on people’s radars, but not too much that it becomes noise and people tune out.

Use a template like this to map your action plan (adding as many rows as you need):

Step 7: Measure Your Progress

List how you will measure success. This should connect directly back to your outcomes or SMART Objectives (see Step 2). It’s how you’ll know if your internal communication strategies are working or not and informs future planning.

For example, will it be through improved survey scores? Feedback forms from specific communications events? Increased share value or product sales? Increases in employee sign-ups? Better retention rates?

You can use a combination of measurement techniques, but the main thing is to make sure you measure .

Remember – what gets measured, gets done.

Bonus: 8 Internal Communication Best Practices for Remote Employees

One of the most important things we’ve learned from so many people working remotely is the importance of communicating predictably. As you develop your communication plan, keep these tips in mind for better communication, particularly when a good portion of your workforce is remote:

• Be planful and strategic about keeping in touch with your team, especially during times of change when they may be worried and/or need more connection and encouragement.
• Set regular meeting times and encourage dialogue during meetings. Be sure team members understand that out of sight doesn’t mean out of mind.
• Explain the best ways that employees can reach you if they need to. This helps them know their input and questions are welcome and gives them a sense of when to expect feedback.
• Respond quickly. An afternoon can seem like an eternity to someone who is waiting for your input. Even a quick email or text is helpful to acknowledge receipt of a message and say when you can respond.
• Share what you know, what you don’t know, and what you’re figuring out. Especially during times of change , employees need to hear from you more often, even when you don’t have everything figured out. Resist the temptation to wait for more answers, more clarification, and more details. Instead, recognize that you probably know a lot more than you think.
• Appreciate frequently. The little things mean a lot to employees who have few interactions with their manager or colleagues. Show appreciation for good work and recognize employees who deliver what you need. “Thank you” and “I appreciate you” go a long way (and don’t cost a thing).
• Schedule more personal touchpoints. Especially when there are fewer in-person touchpoints, you need to plan for more regular personal communication with employees.
• Make sure supervisors know their role to lead through communication and set them up for success. Reinforce the role of the supervisor and their communication expectations. Set them up for success with training and tools , so they have the right communication cadence in place and can deliver messages with confidence and impact.

Final Thoughts

An internal communications plan is necessary for many reasons and the necessity has only grown with the changing workplace dynamics and employee demands. Some of the benefits include:

• Provides a clear roadmap for consistently communicating with employees, so they feel informed about goals for your organization, or a specific initiative, so they can take action and help achieve those goals;
• Defines what internal communications strategies are important to focus on, how and when they’ll be implemented, and how they’ll be measured to demonstrate value and impact to the business;
• Keeps the internal communications team focused and guides their efforts, so they’re spending their time on the right things that are most important to the business in a most efficient and effective way; 
• Enables important conversations and engagement with business leaders and partners about internal communication strategies that can best deliver on key business needs and opportunities; and
• Helps communications team plan and deliver value. Communication teams are stretched thin and planning helps you focus team efforts on what the business needs (and values) most and secure the time, talent, and resources needed to get the job done.

Think of a great internal communications plan as your roadmap for how to take your communications forward, so you can move employees to action, drive value for your organization, and demonstrate strategic impact.

Are you ready to create your own Communication Plan? Download this free Communication Plan Template, which aligns with the content in this post, to guide you.

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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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Internal communication best practices and tips

Get your team on prezi – watch this on demand video.

Meghan Ryan July 16, 2021

You may have a set of best practices in place when it comes to communicating with customers and partners, but good internal communication best practices can be just as valuable for improving the culture at your company. Everything that your culture consists of – the goals, values, and achievements – all have to be effectively communicated to your teams in order to take root.

With remote-first and hybrid workplaces becoming more common, it’s more important than ever to focus on communicating better with your company. Read on to discover internal communication best practices that you can start using today.

What is internal communication?

Simply put, internal communication is everything that your business communicates to the people inside the organization. It keeps people informed and gives employees the information they need to do their jobs better.

Internal communication plays an important role in conveying your business’ key initiatives from the top down. Some of the things you’ll cover are:

• Business goals and objectives
• Changes to the organization
• New hires, leadership changes, and new programs

Your internal communication strategy can take many forms, from company-wide meetings and emails to internal communication videos . All are great ways to reach out to your employees.

Internal communication best practices also improve cross-team collaboration and help you gather valuable feedback from your employees.  When you share information and encourage your teams to share their thoughts, your whole business benefits.

Why is internal communication important to get right?

Internal communication is a vital part of employee engagement. Employees need to feel connected to the company and understand why executives are making decisions and implementing changes. Engaging with your teams promotes a transparent culture that’s direct and open.

Engaged employees are more likely to be happy with their jobs, leading to greater productivity, retention, and even customer satisfaction. Even though employee engagement is important, employers still have their work cut out for them —  according to a Gallup survey, only 33% of American employees say they’re engaged with their jobs .

More employees are working in distributed locations and hybrid teams, and being able to communicate with them and engage them in the company is an important part of building a strong remote work culture .

Internal communication best practices

1. plan and make a strategy.

Before you can build an effective internal communication strategy, you should be able to answer a few key questions: What do you want internal communication to look like at your company? What are your current modes of communicating with your employees and are they working? Is there anything you want to improve?

There might not always be a clear way to execute your internal communications, but answering these questions gives your HR team a good place to start.

2. Get the right communication tools

There’s no focus on internal communication best practices without considering how your employees are actually going to access your material. It should be really easy for your employees to find and understand your internal communications.

Tools like Prezi Video make it easy to create engaging material that’s easy to share. Create a presentation and connect it to a video conferencing tool to share it in a virtual meeting, or make a video presentation and share a link to the recording with your company.

There are plenty of other virtual presentation tools and collaboration tools that you can use to connect with your employees. Find the tools that help support your internal communication strategy.

3. Share data

When you’re providing a company update, don’t gloss over the details. Sharing wins and performance metrics is a great way to motivate your teams. Even if your business isn’t performing as well as you’d like, letting your teams know what your challenges are and how you can improve can focus them and help them keep their eyes on the prize.   

4. Set realistic goals

The focus on internal communication best practices will certainly help you share your company’s goals, but it’s important to be realistic about what your business can accomplish. Don’t set unrealistic goals and expect your team to meet them.

Share the challenges that your business faces and factor that into your goal setting. Sharing all this information with your teams gives them context and more insight into how they can meet their goals.

5. Recognize and praise success

A little recognition can go a long way. When your team hits their sales targets, finishes working on a new product update, or even if they just consistently meet their deadlines and turn out great work, shine a spotlight on them. When you recognize your employees, they’ll know their hard work is appreciated and are that much more likely to keep it up. 

6. Make resources, trainings, and information about benefits readily available

Many employees get their health insurance through work and get access to other benefits like supplemental professional development and training. Not to mention, your company may have years of learnings and data that your employees could learn from.

Don’t sit on this information. When you hire a new employee, you take on the responsibility of helping them grow professionally – it’s in your company’s best interest and it helps keep them motivated and engaged. Make sure they have access to everything that helps them do their jobs better and have a healthier, more balanced life.

7. Use asynchronous methods of reaching out

Remote employees and those with more flexible schedules won’t be able to attend every company-wide meeting for the latest news. Keep them up to date with asynchronous communication, allowing them to access information on their own time.

When you share information asynchronously, you automatically create a record of it, which is great for building a collection of resources over time.

Prezi’s very own HR business partner, Nikki Toth, shares the most important asynchronous internal communication best practices in her video here:

8. Provide channels for collecting feedback 

Lastly, one of the guiding principles of internal communication best practices is to give your employees a voice. Providing them with channels to share their ideas and feedback is an important part of employee engagement and is an easy way for you to identify pain points at your company and get ideas for solutions.

Tools such as Slack and Google Docs are great ways to collect feedback. You can also encourage your employees to give upward feedback to their managers, which promotes a more open and honest culture. Using internal communication best practices at your company can help motivate and engage your employees. Discover more business and employee engagement tips in the Prezi Video Gallery .

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22 Internal Communication Examples and Ideas to Try in 2024

Milton Herman

The start of a new year brings with it resolutions to improve performance over the previous one. In that light, we are offering a list of internal communication ideas and examples you can consider implementing for your company in 2023. Keep in mind that successful communication does not flow in one direction. It’s important to consider employee communication ideas as well and have open conversations moving from management to workers and vice versa. This is the mark of success in modern business today.

What is Company Internal Communication?

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.

Effective internal communication has the following characteristics in common:

• The reason for the communication is clear and direct.
• It makes appropriate use of vocabulary.
• It is to the point and free of jargon.
• The communication is prepared to meet the needs of its audience.
• It gives an opportunity for two-way communication.

Why is internal communication important within a company? Some of the reasons are as follows:

• Effective communication makes decision-making a faster, easier process within the company.
• It helps team members work more effectively together.
• The level of day-to-day friction and conflict between employees and managers is reduced.
• It assists in motivating employees.
• The company’s customer service becomes more responsive.
• The company employees become more productive.
• It makes achieving the company’s goals a smoother and easier process.

→ Read more : 10 Reasons Why Internal Communication is so Important

Internal Communications – Measurement to Mastery

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

Examples of Internal Business Communication

Good communication is an important consideration for long term business success. It is a key part of the company culture and has a bearing on how employees feel about their work. It feeds directly into whether your company will be able to attract and keep quality candidates on a long term basis.

1. Establish an open door policy

One of the best internal communications ideas is to create an environment where your employees feel comfortable approaching their manager to discuss any issues they may have . These issues may be directly related to something on the job or could be a personal concern that is having an impact on the employee’s work.

Good managers know that employees are not robots and that they may need a sympathetic ear and some reassurance that reasonable accommodation can be made during times when they are facing challenging circumstances.

The employee should also feel free to approach their manager to share their ideas for how to approach a task or improve the workplace as well. Reassure team members that there is no such thing as a “bad idea” and that all opinions are welcome as long as they are shared respectfully.

2. Develop digital forms to speed up the onboarding process

When your company is bringing in a new employee, there are typically a number of forms that need to be filled out. Traditionally, these forms were paper, and completing them was both necessary and time-consuming.

If these forms are available in a digital format , some of them could be potentially provided to a new hire in the pre-boarding stage. The company can still hold back on providing anything that must be seen only by employees until the official first day of hire, but some of the basics can still be looked after in advance. Once the new employee is actually made “official,” then the rest of the forms can be completed.

3. Make your company intranet fun to use

Using your company  intranet should not feel like more work if your goal is to encourage your employees to use it more often. Make a point of adding your company logo and colors to it, and ensure that all employees know how to use it effectively. Give everyone some training when they join the company and offer refreshers often.

Not all team members who feel lost will speak up (even if they are invited to at team meetings). Some people prefer a self-directed approach, while others would prefer to have a designated person they can ask if they have questions. Give your employees multiple options so they know they can get help in the way that feels the most comfortable for them .

4. Use video as a regular part of your internal communication strategy

If you are looking for ways to keep your team updated about company news and developments which are essential for them to know, don’t be shy about including them in a video. Unfortunately, if you are relying on including this information in long email formats, you run the risk of losing your audience before they can interpret the message.

Some employees simply won’t bother to read to the end. Others will read to the end but won’t be sure exactly what they read, and others will misinterpret the message entirely. Put it in a video format and employees can watch it multiple times if need be.

→  Check out  our complete guide for a complete  Internal Communication Strategy

5. Be open with company objectives and goals regularly

In some organizations, the only people who have objectives to meet are the sales staff. Other employees only hear whether the company is doing well when the company president thanks them for their hard work at the end of the year.

When employees know what their employer expects them to achieve, they can commit their efforts to achieving the goals jointly . It is not expected that one person or one team is responsible for meeting the goals. Everyone can contribute toward the company reaching its goals; once they are met, the entire company can take credit for its success.

6. Create a company culture where employees are valued

The old idea of running a company where the incentive for someone coming to work was the paycheck at the end of a pay period has gone by the wayside. Yes, there are financial incentives for people to go to work, but there are other reasons why they choose to work for a specific company —your company! — as well .

Avoid creating an atmosphere in your company where your employees feel as though they are reaching for the proverbial carrot being dangled in front of them from a stick. If they behave in a certain way, they will be rewarded. If not, they will be “punished” by not being able to get better assignments to work on, ignored in meetings, or other petty ways to get back at the employee.

7. Conduct stay interviews as part of the company routine

The best way to retain great employees is to ask them what they like about their jobs and what the company can do to improve their work environment. If you want to improve the performance of team members who are considered “average,” do the same for them.

Schedule an interview with the employee’s direct supervisor, the HR director, or a company executive. Let the employee know that anything said during the interview is considered confidential and “off the record” so the employee feels comfortable about sharing anything they want to about improvements to the workplace. This is a place to find solutions; an employer can’t act on an issue if they aren’t aware of it.

8. Use employee profiles to raise productivity and connectivity between employees

This is one of the most innovative internal communication ideas you can introduce in your organization. According to a McKinsey Global Institute study , the average information worker spent approximately 20% of their time at work looking for information internally or tracking down colleagues who can assist with a task .

One solution is to use your intranet to add employee profiles. Encourage team members to include their title, who their supervisor is, what kinds of projects they work on, along with any special skills in their profile. The profile can also include their hobbies and personal interests. Fellow employees can find the help they need and coworkers they share interests with quickly.

9. Discourage employees from using email whenever possible

When email was first introduced, it was hailed as being a wonderful technological development that would save time and make communication more efficient. It may have worked that way in some instances, but as anyone with an email account can confirm, it also leads to a glut of messages that clog our respective inboxes.

Employees spent 28% of their average workweek reading and answering emails

The McKinsey Global Institute study mentioned above also found that employees spent 28% of their average workweek reading and answering emails. Instead of adding to the list of messages that a coworker has to sort through, employees should consider whether they can resolve a matter in a different way: sending a text, a private message through the company intranet, or calling their coworker on the phone.

→ Also read :  Ideas to Improve Internal Communications for Retailers

10. Encourage casual internal knowledge sharing among employees

The idea that employees should stay put at their desks for the duration of their workday is no longer accepted by many companies. Instead, employees are encouraged to take lunch and coffee breaks during the day to stretch, get a change of scene, and to give their minds a break. This is one of the best practice for an effective team communication .

During these times, encourage workers to introduce themselves to someone they haven’t had a chance to meet yet while at the coffee machine or in the hallway. These casual conversations can bloom into something purposeful over the long term. A recent survey conducted by Farmington , Massachusetts-based market intelligence and advisory firm International Data Corp. revealed that Fortune 500 companies lost a minimum of $31.5 million annually simply due to failure to share knowledge .

11. Tap into your employee base as part of your marketing campaigns

Consumers hold a tremendous amount of power in determining whether a new product or initiative will be a success or not. Your employees work for your company and they also have a voice as consumers.

Neilson’s Global Trust in Advertising Survey asked 30,000 online respondents located in 60 countries which types of advertising they trusted most. The results were as follows:

• 83% said they trust the recommendations of their friends and family
• 66% said they trust consumer opinions they read online

Given these facts, ask your employees for their ideas about the best ways to reach out to your target market. Give some of your employees the chance to try the product before the official launch and provide an honest review for their peers.

12. Start a company newsletter

A company newsletter is a place to share news about your company and the products and services it provides. Distribute it in a digital format to make it easy for your team members to access at their convenience. The newsletter can be posted on the company intranet so it doesn’t clog up your employees’ email accounts, as previously mentioned.

This forum gives you the perfect opportunity to introduce some fun internal communications ideas. Consider including some of the following in your company newsletter:

• A list of employees celebrating birthdays each month
• Trivia questions and answers about the company or your industry
• A profile of a featured employee
• Reminders about important events or dates for employees

13. Adopt storytelling to relate accomplishments to specific employees whenever appropriate

Are you looking for internal communication ideas to re-energize employees? Draw them in with a good story! When the company as a whole reaches a milestone or is recognized for doing something well, share this information with all workers. Be sure to tell everyone about the specific people who were involved and whose efforts led to the achievement .

This employee recognition strategy does not have to be limited to work-related achievements. If an employee has received an award outside of their work life, share this with their work colleagues too. The news will encourage sharing and camaraderie between workers.

14. Use PowerPoint or Apple Keynote presentations for training purposes

After employees are hired, they should still be learning. Technology changes and improves over time. There may be regulations impacting your industry that they need to be aware of to do their work effectively.

Rather than asking your team to read a lengthy text document, an effective way to keep them up to date on changes they need to know or to review general fire and safety procedures is to prepare a PowerPoint or Apple Keynote presentation. These are methods that allow for creativity so that the presentation is interesting to the viewer and each slide can contain an important point to be covered.

15. Set up a reference library for employees

Training materials, such as PowerPoint presentations or Apple Keynote presentations, can form part of a reference library that employees can access when needed.

These documents can be stored on the company intranet so that all employees can access them without having to request hard copies of documents when they have questions. The employee can simply look up the document and if they still have questions, they can reach out to their fellow team members or their manager.

This option is less disruptive to the workday and is much more efficient than storing the information in hard copy form in a specific employee’s office. If that person is away due to illness or some other reason, their fellow employees are stuck without access to the information they need.

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16. Set up team chat rooms

When a team is working on a project, there will no doubt be plenty for them to talk about as it progresses. Not all of the communication will be face-to-face, though. If everyone on the team had to get up from their workspace and physically go to someone else’s desk to talk to them, very little would get accomplished.

Set up chat rooms so that teams can collaborate online instead . They can ask questions, voice concerns, or act as virtual cheerleaders to team members who have become frustrated. Employees can post a message and then move on to something else without having to wait for a response.

17. Hold team meetings regularly

Get the entire team together on a regular basis to check in on their progress. This is the time when they can celebrate their victories and work through any issues they are facing together. No one on the team should ever be singled out as being someone who is not contributing “enough” — any performance-related issues should be dealt with at another time.

The goal is to ensure that all the team members have everything they need to do their work well. This may mean obtaining specific equipment, reaching out to experts in the community, or working with another company that has the necessary resources.

18. Managers give coaching sessions to team members

Managers in an organization aren’t hired to keep track of employee missteps. They are a part of the employee’s success within the organization. Try this creative internal communication idea on for size: Managers meet with their team members regularly for coaching sessions .

The manager should make it clear to the employee that they are invested in helping the employee succeed. This is the employee’s opportunity to get extra support in areas where the employee feels they are less effective. The manager may also suggest trying some new approaches in areas where employees “generally” run into difficulty.

19. Post messages on closed-circuit television (CCTV)

Everyone is familiar with digital signage. We see it everywhere in our everyday lives. Your company can use this technology to share messages with your employees in the workplace. The messages can range from fun facts and trivia to local weather reports and company-wide announcements.

This is the type of internal communication idea that will be most successful if the content is updated regularly. Employees will quickly grow tired if they see the same content repeatedly and will not look at the CCTV regularly. They may miss an important message as a result. The televisions would need to be placed in convenient locations where employees are likely to see (and notice) them.

20. Hold company-wide meetings for major announcements, especially when a crisis hits

It’s important to be honest with employees when things are not going well for the company . You do not want your people to find out about something major that is going to affect them from outside sources. Schedule a meeting that includes the entire company as soon as possible. Be honest about what you know and avoid speculation. This is one of the top  internal communications best practices for crisis management .

Anticipate your employees’ questions and try to answer them as quickly as you can. Most people want to know whether they are facing a job loss when their employer loses a major contract or sales take a dip during a quarter. Address this elephant in the room directly and expect that your employees will have questions for their managers. Provide regular updates on the situation so that employees know how the company is adapting to the situation.

21. Send SMS messages to employees when an emergency occurs

This is an example of communication with employees that you hope you never have to use. Examples of emergencies where you may need to reach out to your workers may include a gas leak in your building, a fire, severe weather, a natural disaster, etc. You want to be able to contact your employees wherever they are to determine they are safe and give them instructions .

In an emergency when voice communication may not be reliable, SMS communications should be able to reach your employees more quickly. You can send a “blast” message to everyone in the company at once and ask them to respond by text.

22. Maintain communication consistency with remote and hybrid teams

As the amount of remote and hybrid workers increases, it's important for internal communicators to consider working environments when releasing communication. For instance, teams should avoid having ‘hybrid' meetings where one group is a conference room and others dial in remotely. This sets an unlevel playing field and usually results in various miscues during the meeting. Hybrid and remote workers also miss out if workers in the office have an impromptu meeting without sending out a summary to the relevant team members.

Lastly, it's important for all remote workers to have the right tools and technology to have effective meetings and communication workflows. This includes a reliable internet connection, a headset or microphone-enabled headphones, and quality work computer.

Have these internal communication examples and ideas given you any food for thought? How many of them do you use right now? There is always room to improve the ways we communicate with others in business. When we take the time to listen to each other, wonderful things can happen.

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→ Discover more about internal communications

• Effective communication ensures all employees are aligned and working towards the same goals 
• It assists in motivating employees
• Employees become more productive

→ Discover 10 more reasons

• Personalize comms where appropriate
• Ecourage employee conversations and knowledge sharing
• Use simple communications tools

→ Discover more than 20 ideas and examples

• Review your current internal communication methods
• Analyze the results
• Decide what technology could improve things
• Set a budget and timelines

→ Discover all the steps

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10 Internal Communication Videos That Your Team will Actually Watch

Sep 18, 2023

For today's remote and hybrid businesses, effective team communication is paramount. It fuels collaboration, innovation, shared purpose, and is the basis for remote company culture. But reaching your team is much harder through the screen, across timezones, and with new messages.

How to have Effective Communication in the Workplace

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Mastering Communication

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Persuasive Business Storytelling

Art Of Influence

Internal communication 101: make your meetings effective.

• Written by Colin James
• Last Updated November 9, 2023

• This blog post addresses the myth surrounding “all hands” office meetings, focusing on the misconception that they effectively communicate key information to all attendees. The author discusses common issues with such meetings, such as lack of relevance, engagement, and clarity. The post suggests a five-step approach to improve internal communication in these meetings:
• Ask the right questions before office meetings – focus on the audience’s perspective, considering what they will feel, think, do, and commit to after the meeting.
• Start strong with relevance – emphasize the importance of starting with a clear purpose, addressing the classic “What’s In It For Me?” question, and recommends personal stories or provocative statements to capture attention.
• Keep it simple – advocate for simplicity in content, urging presenters to focus on 2 or 3 key messages to enhance understanding and clarity.
• Talk with the audience, not the slides – encourage direct communication with the audience, suggesting a 70/30 ratio of speaking directly to the camera or audience rather than relying on presentation slides.
• Close strong – utilize the primacy and recency effect to leave a lasting impression, closing with the same elements used to start the meeting, reinforcing key messages.

The all hands myth in office meetings

“Let’s announce this at the all hands call next Friday,” directs Anton, the Global Head Of Finance.

“Trudy can you and the comms team pull something together by Tuesday? Is there any chance of getting a customer to say something? Oh, and let’s get Mark from marketing to do 10 minutes on the new campaign.”

“Is there a theme or specific area of focus you want to cover?” asks Trudy, tentatively.

“The main thing is the new acquisition, some people will be freaking out about their jobs of course, and let’s also do a bit on last quarter’s performance, the update on the restructure and how we are doing on Zeus, the transformation program. Allow for 10 minutes of Q&A at the end. Thanks, everybody.”

All hands calls, also known as town hall meetings, see that gathering of the troops. The ‘all hands on deck’ event, where the executives talk to the gathered throng about what is going on.

The example above, is, sadly, not uncommon in internal communication.

Most leaders try and make the all hands meeting more relevant, engaging, and valuable than the scenario described. However, we have seen situations across the world where the office all hands meeting was a wasted opportunity, or worse, left employees more confused and anxious.

It is a common myth is that the all hands communicate clearly what is going on, and everyone attending will leave feeling informed, inspired, and encouraged. Some companies do this very well in their office meetings. Here I am thinking of Zoom (as they should), Hubspot, Pixar, LinkedIn, and Atlassian.

An effective all hands meeting takes work.

Why does internal communication matter?

Many employees arrive at all hands, on-screen or in person, with an attitude called ‘premature closure’.  Already sceptical about the value or even purpose of these events.

I recall one sales manager for a large technology company, say to me, ” My job is to protect my team from all the bullshit and spin that comes from global. These all hands meetings are waste of time, so I tell my team to log on, turn their cameras off, and get on with other work.”

This is telling.

We have also heard of all hands meetings where attendees are asked to write questions or make comments in chat. This can turn ugly. Depending on the region, HR demand that employees post anonymously, and it becomes a ‘release the trolls’ experience.

Rather than blame the employees for their negativity or hostility regarding office meetings, reflect on what lies underneath their scepticism or cynicism. It must be drawn from previous experience.

How can internal communication be improved ?

Ensure you design and deliver an effective, engaging meeting:

• Ask the right questions
• Start strong – relevance, relevance, relevance
• Keep it simple
• Talk with the audience/camera ( not the PowerPoint slide)
• Close strong

But what does that look like? Let’s step through each step, one by one.

1. Ask the right questions before office meetings

The most important question you can ask, when preparing for an all hands meeting, is this…

“What is the outcome from the ‘audience’ perspective?”

The word audience is important. From the Latin audientia, leading to the verb, audio, meaning ‘I hear’ or ‘I listen’, the importance of what people hear at an all hands meeting is also blended with what they see, and experience.

An audience typically experiences a performance – a concert, a show, a presentation, a play – and an effective meeting is a performance.

So, what is the outcome from the audience’s perspective?

Here are the four subsets of that question…

At the end of the all hands meeting…

• What will the audience feel ? (experience)
• What will the audience think ? (know)
• What will they do ? (call to action)
• What will they commit to ? (accountability) 

Make sure your agenda has been planned to get the results you want from all four of these questions. If you want support for a new sustainability initiative – you might want to inspire them with a powerful sustainability story, explain who you need specifically to help and ask them to reach out directly to their line manager if they wish to contribute.

2. Start strong in all internal communication – relevance, relevance, relevance

Simon Sinek has built a global reputation with one piece of advice – start with Why . His 2009 TED Talk has had 9 million plus views exploring this one idea.

It’s obvious, isn’t it? Why would someone attend an all hands meeting? A lot of the time it’s because it is sanctioned. “Everyone must attend the Tuesday all hands’ directive”.

When the all hands starts, that question is still in everyone’s mind… why should I listen to this? This is the classic WIIFM situation. What’s In It For Me?

Here is the typical start…

“Good morning/afternoon/evening everyone… thank you for attending today’s all hands meeting . Let’s get started. Not everyone is here yet, so there will be more logging on, but we only have an hour. I know we are all busy and there is a lot of change going on. Hopefully, we can make this a good use of your time. My name is Trudy Goodenough, Head of Global Communications, and my job is to introduce our wonderful speakers today. So, let’s take a look at the agenda…”

With this, there will be the introduction to the Head of Strategy, to launch into the content and messaging for the office meeting.

Consider the difference if this was the start… (working on a Zoom/Teams based all hands event).

On camera is a young woman, her late 20’s… looking directly down the camera.

“About years ago, on June 11th, 2020, I joined [company name]. Why? Because my belief back then is what we do, every day makes a difference. We do good work. We help our customers. We contribute. I was excited. Pumped. Ready to go. Covid was everywhere of course, so I was working from home, like most of us.

Now, 2 years later, I’m feeling confused and a little overwhelmed. I love my job. We are a great team, however, there has been so much change, so much uncertainty, that I need two things… clarity and honesty. I want to know what the plan is, and I want to know what is really going on.

My name is Angela Li… and I’m a Project Planner in our Operations Team here in Shanghai. What I am asking for, today, from our leaders, is a clear understanding of the recent changes. Why they have occurred and what it means for me in my role.

These all hands meetings are important opportunities for us to learn and plan… so I am happy to introduce our Global Leader, Anton…”

Not only is this breaking the office meeting mould office meeting, but it also immediately places attention on the employees. Capturing the existing sentiment and preparing the audience for the upcoming session. It also places accountability on the leadership to deliver on the request.

Other ways to start strong include telling a compelling story from an internal communication scenario, asking a series of questions, presenting data points that tell a story , and a provocative or challenging quote/statement.

The immediate follow-on is a clear articulation of the Why . This is called the ‘ Why Frame ’. The most elegant establishment of why is the simple present to desired state description… describing the challenges of today and the pathway to the desired future – again from the perspective of the audience.

3. What are internal communication strategies? No.1 is always: keep it simple

Here is the rule about all content: Less is more.

Imagine you are packing for an overseas holiday. Pack everything you think you need, then take out 50%. That’s good advice. It applies to presentations too. Particularly all hands events. 

This refers to the ‘What will the audience think?’ at the end of the all hands meeting. What content and messages will be delivered and Why ?

We have a maxim we live by in our business… ‘content is the refuge of the insecure.

Too many people try and push a mountain of messy content through a keyhole during office meetings when all you need is a simple key to unlock understanding and clarity . The key refers to the 2 or 3 ‘key’ messages the audience walk away with, following the conclusion of the all hands meeting.

Easier said than done.

Using the example from earlier… the Global Head Of Finance has several issues in their mind to be covered…

• The recent acquisition news, including implications on existing roles
• Last quarter performance update
• A customer contribution (assuming this is a testimonial of sorts)
• A marketing update (Mark from marketing)
• Update on the Zeus Program (restructure process)
• Q&A (squeezed into the last 10 minutes)

Which of these would be most relevant to the audience? Let’s assume it’s the recent acquisition and, perhaps, the Zeus Program. Both have a material impact on most people’s jobs. An acquisition is always a complex process, including elevated anxiety about future job roles, cultural impacts, and other integration issues. A broad restructure is also a concern regarding role, responsibilities, reporting lines etc.

This should be the focus of internal communication. In fact, choosing one might be the smart move. This allows for depth and breadth plus more time for interaction via Q&A.

4. How do you speak in office meetings ? Talk with the audience – not the PPT slides

70/30 is the golden ratio. 70% of the time the all hands meeting should be direct to the camera or slides off in a live environment.

Too many executives hide behind slides during office meetings. We have all sat staring at a screen as someone elaborates on what we have just read. The common expression ‘ death by PowerPoint ’ refers to the numbing experience of someone droning on and on about a complicated, overly packed slide, often with the apology ‘I’m sorry about this slide, it’s rather busy’ as if the presenter had NOTHING to do with the slide being shown.

This is infuriating.

Visual aids in an all hands meeting are exactly that – an AID to the presentation. One rule of thumb to consider is this… if the technology failed and you could not show the slides, could you still deliver the outcome? 

We had this exact thing happen with a banking client last month. We helped design the all hands meeting, a hybrid with half the people in the room and the others coming in on Zoom. For some reason the Zoom group could not see the slides, so the executive leading the session dropped the slides entirely. The feedback was overwhelmingly positive. “We loved not having the PPT slides. It felt like an authentic conversation” was the comment that summed it up.

5. ‘Close strong’ to create impact in internal communication with employees .

The primacy and recency effect, means people are more likely to remember what you started with, and what you ended with in your presentations.

Closing strong uses this principle.

Close with what you started with… if it’s a story, close with that story . If you started with data points, remind them of the data points and their relationship to the messages that you just delivered.

In the example we used earlier, I would have Angela Li close the session with something like…

“Well, that’s what I was hoping for… thank you for the clarity Anton. Like many of my colleagues I was concerned about the future, and my role, so what you have just shared lays out the game plan and I can see my place in the scheme of things. I’m relieved. Thank you, this has been a very valuable all hands session, I’m looking forward to the next one.”

Next time you are planning an all hands meeting, use the 5 step structure to guide your planning, design and delivery .

• Talk with the audience/camera (not the PowerPoint slide)

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Internal Communication Strategy

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An internal communications strategy defines business goals in communicating with staff and plans the activities to achieve these goals. It’s the blueprint guiding you to internal communications success. Creating this strategy involves some work but there are clearly defined steps to follow along the way.

There are a four-step process for creating your own custom internal communications strategy – whatever your organization’s size or sector. Collect information on the composition of your organization. This should include number of staff, locations, departments, demographics, devices used and any other factors related to your organizational structure. 

Understand how your current internal communications have been performing and what level of employee engagement has been achieved. Identify which current communication channels are the most effective. 

Internal communication is most effective – and most valuable – when it aligns with overall business goals. Consult your organization’s business plan for detail on KPIs and core projects at both company and departmental level. This will provide you useful information on where to expend your internal communications efforts.

The scope of work and timeframes involved are the main differences between an internal communication plan vs strategy. A strategy will define the longer-term vision and how this aligns to overall business objectives. A plan details the range of tactical activities which support the strategy. 

An internal communications campaign is a time-bound series of activities designed to support an organization’s strategy. It typically involves communicating messages through multiple channels to increase employee awareness and lift engagement.

Use channel tracking and analytics tools to identify which channels have been more successful. Build a quarterly evaluation of your communications strategy, but keep in mind the bigger picture – wider company results which demonstrate the value of your internal communications activities.

The slides in this template allow you to represent your strategy in the form of cyclically repeated processes – Communication Work Plan, Context, Approach for Target Audience, Audience & Relationships. For each of these processes, you can describe the main steps in detail. This slide will be useful for company leaders when building business processes in a company. You can also use this template when preparing for a strategy session and presenting your new company strategy.

Also, this template can be used by university teachers and business coaches when preparing their courses on business processes in a company or internal communications. Startup executives can use the slides from this template in preparation for their investor meeting. HR professionals can use this template when preparing activities to improve communication between employees within departments.

Internal Communication Strategy Template is a stylish and professional template that contains 4 slides. If necessary, you can independently change the size and color of the text, the position of the blocks on the slide, the color and size of the infographics in accordance with your corporate requirements. Internal Communication Strategy The template will be useful for company executives, department heads and HR specialists. The slides of this template will organically complement your old presentations and will take their rightful place in your collection of professional presentation templates.

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Easy 8-Step Internal Communications Strategy

Turn your texts, PPTs, PDFs or URLs to video - in minutes.

Turn the regular jumble of emails, meetings, and memos into an effective communication machine, and you'll be everyone's hero at your organization.

Streamlined communication means it's easy for everyone from interns to managers to:

• Know what's going on in active projects.
• Stay aligned with where the company is headed.
• Feel fulfilled knowing how their work fits into the bigger picture.

Internal communications systems are powerful, but in reality, they often don't work that well: 46% of employees report not having the context they need to do their jobs well.

So, in this post, we unpack the actual steps for transforming your current internal communications into a strategic asset that helps good people get great work done.

What are internal communications?

Internal communications refers to the tools and strategies organizations use to enable people to talk to each other .

As long as we’re talking small groups, internal communications initiatives are relatively simple. However with corporate communications across thousands of employees, it takes a bit of magic to make internal comms really work. You need to make sure every level of the company is connected without overwhelmed.

Effective internal communication must keep everyone informed and connected, no matter where or how they work.

Common internal communication channels are face-to-face briefings, casual chats between peers, and tools requiring an internet connection. These tools include the company intranet, emails, video, social media, messaging apps, video calls, and phones.

Why is internal communication important?

Good internal communication helps ensure everyone in the organization is on the same page and has what they need to work at maximum capacity. It's also a key component of public relations, crisis management, and team building.

Of all the internal strategies a business implements, communications are among the most important. Miscommunication snowballs into issues worth hundreds of thousands of dollars. Employees say poor internal communication often causes:

• Delay or fail at completing projects (44%).
• Low morale (31%).
• Missed performance goals (25%).
• Lost sales (18%).

A good internal communication strategy isn't just about throwing information out there. It's about making that information clear, engaging, and easy to understand for everyone, whether they're on the front lines or behind a desk.

Managers with strong communication skills can boost engagement and lead to employee retention. When employees get the lowdown on what's happening in the company, they feel valued and are more productive overall.

Employees who have meaningful conversations with an experienced internal communicator manager are 2.8 times more likely to be engaged at work, which leads to 23% higher margins for the company.

A brief history of internal communications

Internal communications has come a long way, transforming from a simple management trick to a vital part of modern company culture. 

It all started in the Victorian era when pioneers like the UK's Lever Brothers and New York's Larkin Soap Company used it as a function responsible for boosting team spirit and worker pride. 

The real game-changer in internal communication came with Alex Heron's 1943 book, "Sharing Information with Employees," which focused on the art of talking to employees and delivering messages effectively.

But academics only began taking notice in the 1970s. The field started to heat up in the early 2000s as study after study was conducted on why and how internal communication was important.

How to build an effective internal communications strategy

The following eight steps and best practices will help your leadership team pave the way to internal communications success.

Step 1: Analyze your existing communication methods

Before you can improve your current internal communications strategy, you first need to understand how information flows in your organization. 

Map out your company communications paths to see who's connected with whom, and how information travels from top management to front-line staff and back.

Next, evaluate your internal communication in terms of existing channels and their effectiveness: Are emails overlooked? Are meetings productive? Identify what helps you engage employees and what doesn't.

Take action:

• Conduct an internal employee communications survey asking for feedback on your current communication’s effectiveness, frequency, and clarity.
• Audit the types of internal communication tools and review usage statistics of your existing strategy, like email open rates and intranet engagement metrics.

Step 2: Set your goals and objectives

Effective internal communication objectives do three critical things: help increase employee engagement, address the communication gaps you’ve found during your initial audit, and help employees understand their roles.

Engagement is critical because only 15% of employees feel actively engaged, and any small internal communication improvement will greatly impact this direction. Higher engagement makes employees 3 times more likely to stay at your company.

Breaking down the big picture makes it possible for everyone, from executives to new hires, to know their tasks and how their role contributes to the company's success. These insights from internal communication make employees feel valuable and motivate them to work.

• Set KPIs : e.g., aim to increase email open rates by 20% within six months.
• Connect each goal with a business objective , ensuring your communication strategy supports overall business goals.

Step 3: Segment your audience

When you know who you’re talking to, you can craft internal communication messages that are more relevant to the recipient and likely to be well-received and effective.

Segment your audience by department, role, skill level, and location. Choose the right channels and styles of communication that resonate best with each segment.

For example, complex technical information for skilled professionals could fit detailed written reports; company updates for all employees could be shared in a video like the one below :

• Create employee personas representing different segments of your workforce that you need to reach through internal communication.
• Use internal data from HR to understand the demographics and preferences of different employee groups for which you'll have to adjust internal communication.

Step 4: Define your key messages

Decide what messages you want to communicate and why each is important for your audience to know.

Then, craft each message for intended audience segments in a simple, easy-to-understand form without jargon or overly complex language. E.g., Internal communication for explaining a new technical tool might be more detailed for the IT department than for the rest of your staff.

• Identify the 2-3 most important information pieces you want to convey in each message.
• Validate that each message in your internal communication plan addresses the specific concerns or interests of the intended audience segment.

Step 5: Pick your communication channels and tactics

Good internal communications also require appropriate channels. The channel choice can depend on the message's nature, your audience's preference, and whether you need a quick reply or a good back-and-forth conversation.

Use a mix of employee communication tools and methods to reach your audience effectively — email, intranet, social media platforms, and tools like Slack or Trello. Focus on video communication for quick and engaging information dissemination. 

Tools like Synthesia , an AI video maker, simplify the process and let you create effective video content for internal communication from plain text directly in your web browser. Need short update videos, recorded messages from leadership, or live Q&A sessions? They all add a personal touch and can help make complex information more digestible and engaging.

Here’s how Synthesia works: 

Using Synthesia, you can also create an avatar of yourself , the CEO, or any other manager to use in your internal communication videos.

• Upgrade your internal communication tools
• Use Synthesia’s free AI video maker to create your first AI video in less than 5 minutes. 

Step 6: Create a communications calendar

A comms calendar is a valuable tool. It brings structure and supports effective internal communication, ensuring the relevant information is delivered at the right time to the right people.

Want to ensure no internal communication falls through the cracks? Identify the key events and dates, schedule communications, and assign internal communicators to send them out.

• Plan thematic internal communication campaigns: Develop themed communication campaigns — e.g., a monthly focus on a specific company value — and schedule them in your calendar.
• Include regular updates in your calendar , such as weekly round-ups, company events, or monthly employee newsletters, to maintain consistent internal communication rhythms.

Step 7: Set your Key Performance Indicators (KPIs)

Setting and monitoring internal KPIs is an essential part of any effective internal communication strategy. It's how you can tell where you need to improve and how to fine-tune your employee communications.

How to gauge employee engagement: Review attendance at meetings, participation in surveys, or activity on internal social platforms.

How to assess your communications reach: Check your open rates on emails, views on intranet posts, or analytics from internal communication platforms.

Looking to get employee opinions on the quality of your internal communication? Use feedback forms for employee experience, look at the comment sections on internal platforms, or have your internal communicators open meeting discussions.

• Choose the most relevant KPIs for your internal comms strategy: Select KPIs that directly reflect your internal communication goals, like survey-based employee satisfaction scores or intranet engagement levels.

Step 8: Review and refine your communications plan

Effective internal communication and facilitating two-way dialogue are ongoing efforts you need to integrate into your company culture. You must regularly review your strategy and KPIs, gather feedback, and adjust.

The key is to be flexible and responsive to your employee’s needs and preferences.

• Schedule monthly or quarterly meetings to review KPIs, discussing what's working and what needs adjustments in your internal communication.
• Establish feedback loop mechanisms for continuous employee feedback on internal communication, like quick polls or suggestion boxes.

Create an internal communications video in the next 5 minutes

Internal communication's purpose is to turn information into engagement. 

With AI video, communicating internally gets a new level of interaction and interest. It's quick and easy and turns your usual updates into cool videos that everyone actually enjoys watching.

See how you can incorporate AI video into your internal comms strategy. Make your first free AI video with Synthesia and explore your options.

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More From Forbes

How to optimize internal communications and engage the workforce.

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Angela Ivey, Director, Corporate Communications at Insperity .

As businesses continue to operate at lightning speed to maintain a competitive advantage in the marketplace, it is important that all areas of the business are aligned and moving in the same direction. Often, it’s the internal communications team that serves as the glue that holds everything together.

Accurate, consistent internal communications and messaging that align with corporate goals and provide value have arguably never been more critical for employee engagement. While the methods for internal communications have changed dramatically with the continuous advancement of technology, the audiences themselves are of even greater significance.

With numerous generations in the workplace with varying communication styles, a job seeker’s market and unprecedented external influences, it is paramount for internal communicators to thoroughly know their audiences in order to effectively engage today’s workforce. Below are four tips for optimizing internal communications.

Define And Segment Key Audiences

Businesses have become more complex with multiple levels of management, wider demographics, various functional groups and targeted initiatives, which means a one-size-fits-all communications plan is often not effective. Communicators should define key audiences to target, which they can subdivide to help optimize efforts.

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For example, core groups can include board members, management teams, midlevel managers, individual business units and all employees. Communicators can further segment these groups based on demographics and psychographics to help determine what may be of interest to them and what their preferred communication styles are to achieve desired outcomes.

Conduct A Communications Audit

An internal communications audit is designed to measure how effectively the company communicates and engages with employees. An audit should identify the channels that exist to communicate to various audiences, key messages the team is delivering, channel owners and messages, as well as how the messages are performing.

Engagement metrics that include the number of visits, open and read rates, number of click-throughs, clicks on embedded links and likes, comments and shares can provide valuable feedback to pinpoint issues and plan for future communications. For example, if there are sections in a digital newsletter that are rarely accessed or shared, this could be an indication that the content isn’t appealing or perhaps the newsletter is too long in length.

Execute A Communications Survey

A communications survey of all employees can provide valuable insight into overall communication preferences: channels, content topics and frequency. Drilling down to specific groups, management levels and demographics provides a granular level of information that enables more tailored messaging and delivery channels for improved communications.

For example, a company intranet can provide a wealth of information to employees, but there may be sections of content that are less relevant as well as other sections that the communications team could expand on or add based on employee preferences. When teams spend valuable time and effort on communication tools and resources, it is important to confirm successes, identify areas of weakness and pursue opportunities to increase employee engagement.

Partner With Key Stakeholders

Internal communicators should identify key stakeholders from various groups across the organization to help inform communication objectives. Conducting quarterly focus groups or interviews with stakeholders will help determine the following for each target audience segment: objectives and key messaging, communication challenges and performance of previous communications.

For example, the stakeholder for a sales organization should be able to recommend the most effective channels for reaching their busy sales teams, content they need to improve their performance, resources available to help them succeed and information regarding sales campaigns, contests and so on. With this insight, internal communicators can develop content that makes a difference for the sales team and best supports their efforts. By working together with stakeholders, communicators can help ensure that a robust internal communications program is operating at peak levels to continue to inform and engage employees.

When communicators take steps to optimize internal communications by understanding their audiences and the channels available to reach them, along with providing content the audiences need and want, it can lead to a more knowledgeable and engaged workforce.

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How to create an internal communications strategy

  — July 1st, 2017

Here is a 9 step approach to creating your Internal Communication Plan:

1. measure your activity.

Measurement is the key to successful internal communications strategy and it’s what transforms internal comms from shooting in the dark to an effective management tool. In order to plan ahead it is necessary to measure your performance to date:

• What were the high value activities, what activities were of low value?
• How did you perform against your goals, KPIs and expectations?
• Be sure to get feedback from your senior leaders, peers and your audiences on the communications and campaigns they found most useful
• Don’t just look at your most successful campaigns and strategies, a lot can be learned from knowing where it went wrong – where are you losing your audience?

For more information on measuring your internal communication, watch this short webinar on measuring your internal communications .

The Ultimate Guide to Internal Communications Strategy

2. assess your channels, campaigns and tools.

It can be easy to focus on the latest, shiniest or newest channel in your internal communication arsenal. But what is the most effective and driving engagement?

Here are some of the questions you need to ask in order to find out what’s working and what needs to change:

• What channel delivers the most impact and prompts the most action?
• What tools are best for optimizing that channel?
• How do your audiences prefer to receive information?
• What tool or channel was best at driving traffic to important company messages?
• What campaigns performed best, what made them stand out?

In order to find out the answer to these questions it is necessary to complete a channel assessment.

Get more top tips on what to measure across your internal digital channels .

3.  Identify your audiences – and how to reach them

Understanding your audience will help you to understand how to communicate more effectively. How can you segment your employees so your communications are more targeted and relevant?

• What are their likes/dislikes/preferences?
• What are their interests?
• How do they consume information (including which platform e.g. mobile)?
• Where are they located globally?
• Who are the thought leaders in your organization and leading contributors on your intranet?
• What groups are most active on your ESN?
• What types of messages get the most likes and comments, views and shares?

Using this information you can create a tailored communications plan that allows you to select the most appropriate channel and tailor your message for different audiences.

Learn more about personalizing and targeting your internal employee communication .

4. Brainstorm

Your plan will include specific ways that you can reach your audience throughout the year. Take time to step back with your team and brainstorm the tactics that will be used. Here is where you set out the types of communication that will best convey your message to your target audience. This may include targeted weekly newsletters, blog posts, videos, social media, podcasts, video conferencing, posters – look at the tools available to you and see if there are new ways you and your team could use these tools differently to reach your audience.

5.  SWOT it out

A SWOT analysis can be included in the brainstorming phase of your internal communication planning, it works best when you focus on key areas and have specific goals and objectives in mind. SWOT stands for Strengths, Weaknesses, Opportunities and Threats. A SWOT analysis is quite simple in principle, and it should remain a simple process – avoid over-analysis. What is really important is focusing on how the items listed impact on achieving the goals.

A number of templates are available online free of charge. One that is recommended by industry experts is the template created by  Mind Tools it includes a helpful video guide.

6. Set your smart goals

In order to set these goals it is important to ask why. Why are these specific goals and objectives being set? Why is it necessary to achieve them and why is it necessary to address them in this time period? Each goal should be S.M.A.R.T - that is Simple, Measurable, Attainable, Relevant and Timely. Get into the nitty gritty of how you are going to achieve these goals.

The next step in setting goals and objectives is to identify how the strategic internal communication plan will close the gap between the current beliefs or actions and the desired outcome.

7. Create your plan and your calendar

Now that you have completed the groundwork, it is time to write your internal communication plan.

Your plan should include:

• Your executive summary
• An overview of the previous year’s achievements
• Details of your target audience
• Your goals and objectives
• Tactics and tools that will be used
• Metrics and KPIs that will be used to assess progress

In addition to these fundamental areas, a communications calendar for your year ahead can be included, containing a quarterly, monthly and weekly plan for the year. Outline who in the team will be responsible for the tasks and what new tools, skills or education will be needed to achieve these goals.

8. Set out your budget

Once your plan is in place and you have set out the activities, tactics, tools, skills and headcount needed, the next step is to set out your budget.

For many Internal Communication functions, budget is awarded at a percentage of your previous years spend while others must apply on a project by project basis.

If you need to increase your budget in order to achieve your goals, a good place to start is to demonstrate to budget holders and senior leaders the ROI and achievements of Internal Communications function in the current financial year.

Using your plan you can outline how and where the requested increase in budget will be used to improve on these figures. Also highlight any constraint in achieving these objectives should the additional budget not be granted.

9. Communicate your internal communication plan

Now that your plan has almost been finalized there is just one final step. That is to inform senior leaders, members of your team and other stakeholders of your internal communications strategy. A detailed brief on the plan should be presented to all members of the department, allow plenty of time for questions and discussions.

Create a high level strategic brief for leaders, peers and other stakeholders. Ensure that KPIs and demonstrable results are central to this plan. Ask for input and feedback. Providing an opportunity for internal partners to input into the plan gives the Internal Communications function the opportunity to develop trust among senior leaders. It is also an opportunity for you to receive information on plans, strategies and projects that other departments in the organization are planning for the year ahead.

Outlining Key Performance Indicators (KPIs) and connecting these goals back to the organization's objectives enables the department to clearly demonstrate ROI and potentially pave the way for a seat at the decision-making table.

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Alpha Lambda Delta Chapter at Kent State University Wins National Chapter Award

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FAIRPORT, New York – Eileen Merberg, Executive Director of Alpha Lambda Delta Academic Honor Society, announced that the Kent State University chapter has won the Maintaining the Flame Award for their activities during the 2022-23 academic year. The chapter won the Order of the Torch Award in 2021. Chapters who are awarded the Order of the Torch are ineligible to apply for the award for the next four years. To reward continued excellence, the Board of Directors bestows the Maintaining the Flame Award to chapters who are ineligible for the Order of the Torch. Winners receive a pin to affix to their Order of the Torch banner. This award highlights continued excellence in programming, internal communications, campus visibility, and overall presentation of their application.

This year the Board of Directors of Alpha Lambda Delta recognized five chapters across the nation with the Maintaining the Flame award: Kent State University, Northern Arizona University, Northwestern State University, PennWest California, and Western Michigan University.

The successful chapter at Kent State University was led by: Abigail Forbes, Chapter President; Haleigh Saylor, Chapter Vice President; Lauren Reed, Programming Co-Chair; Casey Pollitt, Programming Co-Chair; Catherine Pusateri, Communications Co-Chair; Alexander Miller, Communications Co-Chair; Abigail Zannino, Membership Chair Noah Nicholson, Membership Chair Shawn Pusateri, Membership Chair Maggie Selva, Student Advisor; and Julie Duszak, Student Advisor. The chapter was advised by Lauren Huffman.

“We sincerely appreciate the work it takes to achieve the Maintaining the Flame award. The students from these winning institutions demonstrated high quality programming, outstanding communication across campus and in their communities, and overall excellence” said Merberg. College students have to juggle many responsibilities including academics, family, work, friends, community service, and participation in campus organizations. Given these reasons, Merberg notes “it is truly impressive what the winning chapters were able to accomplish this past year. These chapters were able to stay engaged and continue the important work of supporting student success.”

Alpha Lambda Delta is an honor society that recognizes students’ academic success in their first year at a college or university. Founded in 1924 and active on 280+ campuses, Alpha Lambda Delta inducts 22,000 members annually and has over 1.3 million lifetime members. Alpha Lambda Delta’s mission is to “encourage superior academic achievement, to promote intelligent living and a continued high standard of learning, and to assist students in recognizing and developing meaningful goals for their unique roles in society.” Since 1939, Alpha Lambda Delta has been a member in good standing with the Association of College Honor Societies (ACHS), the only national accrediting body for collegiate honor societies.

For more information, contact Alpha Lambda Delta at [email protected] or 585-364-0840.

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