Look at any good business plan, and you should see internal communication right up there as a top priority.
Internal communication is considered a critical business discipline, and for good reasons. With the workforce now dispersed between home and office, it’s never been more important to connect effectively with employees.
But what is the importance of internal communication? The fact is the benefits of good internal communication can’t be overstated. The effects are both powerful and far-reaching, influencing almost every aspect of your business. When your focus is firmly set on how to improve internal communication, you can’t fail to see results.
Why It’s Critical to Improve Internal Communication
A robust internal communication strategy will have an immediate impact on your employees. You’ll find they work with greater motivation, taking ownership of projects and coming forward with ideas and suggestions. According to a study by McKinsey, companies with effective internal communication practices are 3.5 times more likely to outperform their peers. Staff turnover will be reduced, and new hires will be onboard more smoothly. Moreover, you’ll find the workplace is infused with a new sense of purpose and enthusiasm. This is vital for employee satisfaction. A global survey of LinkedIn members revealed that 73% of millennials seek a career where they feel their jobs have purpose and meaning.
In this blog, we identify 12 simple initiatives to improve internal communication, plus one extra hack that will make all the difference. Build these elements into your internal communications plan, and you’ll soon be enjoying the many diverse benefits to your business.
12 Easy Hacks to Improve Internal Communication
Hack #1: Reach Every Employee
This is easier said than done, especially when you have a hybrid workforce. Yes, it’s simple enough to send a company-wide email to everyone in your workforce. However, ensuring that email is opened, read, and understood is a different matter altogether.
In every organization, there will be a small group of employees not receiving the internal communications department's efforts. These hard-to-reach employees slip through the net for various reasons. Some may be remote, working from home or on the move. Others will not have access to the necessary technology. And there will be some sitting across the desk from you but still not engaging with the messages being issued.
Hack #2: Use the Right Channels
One of the key factors, when you are working on improving internal communication in the workplace, is to select the right communication channel. Because when it comes to internal communication, it’s not just what you say; it’s how you say it.
When faced with a huge selection of internal communication channels, it can be hard to know which one to choose. Should you create a new web page on the employee intranet, send out a company-wide email, message a group on Teams, send out an SMS, film the CEO, or organize a company conference? With so many options at your fingertips, it can be a challenging decision.
This is when an internal communication platform comes into its own. It offers a range of channels and tools and essentially covers all bases. As one of the most effective internal communication tools at your disposal, it allows you to personalize your approach by offering channels to match individual preferences. The best apps offer the ability to share news, gather feedback, and support two-way communication, especially with remote workers.
Hack #3: Engage, Not Announce
Although many of your internal communications will announce news, events, and successes, your aim is to ensure that your audience also can respond to these messages. This is especially relevant in the hybrid workplace, where face-to-face chats are becoming less frequent.
One of the common internal communication mistakes is to deliver a one-way information stream.
Leaders deliver organizational information, expect it to be read and understood, and leave it at that. However, what you need to deliver is a vital two-way dialogue between leaders and employees.
To drive engagement, you need to offer opportunities and a platform for staff to give feedback and discuss. Enrich your information with real-time updates and clickable posts to encourage staff involvement. Invite responses and open new opportunities to interact. This simple but vital step is one of the prime ways to improve internal communications.
Hack #4: Lead by Example
Leaders and their senior management team have a big role to play in internal communications. They are responsible for setting the tone of the organization. It is senior management’s role to convey the company values and beliefs in a positive light. This is crucial for creating stability and reassurance in the new working landscape and during economic uncertainty.
Leaders also need to set an example for internal communication best practices. Information needs to be shared, two-way dialogues need to be opened between teams and individuals, and regular feedback needs to be provided.
Ultimately, if you want your employees to communicate effectively, make sure your leaders are doing it too. When you are considering how to improve internal communications, one of the best things you can do is lead by example.
Hack #5: Make Goals Public
A simple way to improve internal communication is to ensure employees are fully aware of the bigger picture. When people are a step removed from the office environment, it’s easy to lose sight of the larger goals. Once your staff understand your vision for the company and how they fit into it, you will see an immediate uplift in engagement.
A statement of core values and a clearly communicated overall vision gives employees a sense of drive and purpose. This is particularly important when you are communicating change. If your staff understand your aims, they feel more motivated to pull together and deliver results.
Don’t just stop at company goals. Include team goals and personal targets as well. By making your goals visible, you will make your employees’ work easier and more meaningful.
Hack #6: Keep It Simple
Beware of overloading employees with complex and extensive information. Your job is to carefully curate and condense your messages into what’s necessary. Effective communication in the workplace relies on clarity.
When crafting a communication, keep it simple, brief, and to the point. Make sure it’s interesting, too. If you want to connect with your employees, you need to grab and hold their attention. When your aim is improving internal communication, never forget that your messages must be easy to understand and relevant to your audience. Your communications need to connect on an individual level. This is true for both internal and external communication.
The best practice is to send the right information to the right people on the right channels, and not a “one size fits all” strategy. You also need to consider whether you’re sending the right amount of information. When it comes to the internal communication process, less is more.
Hack #7: Stick to a Schedule
Your employee communication should always be regular, scheduled, and meticulously planned. The role of internal communication is to deliver a consistent pace of messaging to sustain regular contact with your employees. In a hybrid working environment, consistent contact is crucial.
When your internal communications become erratic and unpredictable, you will find engagement levels tend to plummet. Employees will soon feel forgotten if a previously regular communication channel is no longer populated with new information. This is especially true for remote and hybrid workers, who rely on regular updates to keep connected to their work.
An internal communications platform will give you the tools to schedule all your regular communications: send out notifications of upcoming events, conduct routine checks and surveys, and release daily updates. With minimal effort, you can deliver a constant stream of information to your workforce.
Hack #8: Reward and Recognize
Looking for a simple way to go about improving communication in the workplace? Try being generous with your public praise and recognition.
If you allow hard work to go unnoticed, your employees may stop delivering to the same level. A few words of praise from leaders, managers, and peers will make a huge difference to motivation.
Use your internal communication channels to publicly recognize success. An internal communications platform gives you the tools to tag employees in connection with projects and flag them up for recognition. Public praise creates a supportive company culture and makes your employees feel valued. In fact, organizations that recognize employees see a 31% reduction in voluntary turnover rates, according to Gallup.
Hack #9: Encourage Open Dialogue
An open dialogue relies on communication flowing in both directions. If you’re constantly broadcasting and pushing out messages, employees will become disengaged.
When you think about how to improve internal communication, it’s essential to remember that a culture of trust and candor is crucial. Employees need to feel they are listened to, and their feedback is acted upon.
Open channels for feedback and comments. Encourage staff to ask questions, share ideas, and voice concerns. You can use various tools to facilitate this, such as anonymous feedback forms, live Q&A sessions, or interactive polls. According to a study by IBM, organizations that promote an open and inclusive culture are more likely to see a 23% increase in employee engagement.
Hack #10: Listen and Act
Listening is the cornerstone of effective communication. Gathering feedback and taking action on it is essential for creating a responsive and dynamic work environment. When employees see their feedback being implemented, they feel valued and motivated.
Publicize employee-led initiatives and highlight success stories to show that feedback is taken seriously. This will encourage more employees to share their ideas and contribute to the continuous improvement of the organization. A study by Deloitte found that companies that regularly act on employee feedback experience a 14.9% increase in productivity.
Hack #11: Measure Your Success
To ensure your internal communication strategy is effective, you need to track and analyze its impact. Use metrics to measure engagement levels, such as email open rates, click-through rates, and participation in surveys and polls. This will help you identify areas for improvement and make data-driven decisions.
An internal communications platform with analytics and insghts can help you set clear targets and monitor your progress regularly. Share your findings with the team to keep everyone informed and motivated. Detailed reporting tools can provide valuable insights into the effectiveness of your strategy.
Hack #12: Prepare for Change
Change is inevitable, and your internal communication strategy should be adaptable to unexpected challenges. Whether it's a sudden shift to remote work, organizational restructuring, or a crisis, your communication channels must be robust and flexible.
Ensure your communication plan includes contingency measures for potential challenges. Train employees in how to use communication tools effectively, and make sure your IT solutions are reliable and up to date. Ideally, have an internal communications platform that is not heavily reliant on IT for making changes within the platform. According to a survey by PwC, 64% of CEOs plan to invest in digital transformation to enhance their organization's resilience.
Bonus Hack: Have Fun
Creating a fun and engaging work environment can significantly boost morale and productivity. Use your internal communication channels to promote social events, celebrate milestones, and share light-hearted news. According to a study by the University of Warwick, happy employees are 12% more productive.
Encouraging fun interactions and fostering a positive company culture can make your workplace more enjoyable and engaging. Use social tools to share team achievements, organize virtual events, and create opportunities for employees to connect on a personal level.
Why Organizations Trust Sparrow Connected
Sparrow Connected is a trusted platform for internal communications, offering a suite of features that enhance employee engagement and streamline communication processes. Organizations rely on Sparrow Connected for its innovative tools that support two-way communication, personalized messaging, and real-time updates. Implementing these internal communication hacks can transform your business, fostering a motivated, engaged, and productive workforce.
To see how Sparrow Connected can help, Book a Free 30-Minute IC Consultation today and discover the benefits of an effective internal communication strategy for your organization.
By following these steps, you can create a dynamic and engaging workplace where every employee feels connected and valued. Internal communication is not just about disseminating information; it's about building a culture of trust, collaboration, and continuous improvement. Start today and watch your business thrive.
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