Internal Communications Best Practices | 4 mins read

6 Best Practices for Internal Communication

6 best practices for internal communication
Lauren Christiansen

By Lauren Christiansen

Originally, an effective comms strategy included sending out large quantities of email to convey anything from a new HR policy to an update from the CEO. Unfortunately, many of these messages were ignored, lost, or skimmed through by busy and uninterested workers.

Though many companies still use email as the primary method to communicate, others are investing in platforms and software tools to solve low employee engagement with company-sponsored content.

Implementing a new platform does require employing several best practices to ensure an optimal outcome. Read ahead for an overview of these best practices and how successful companies have crafted an effective communication plan.

  • 86% of workers say that a lack of collaboration or ineffective communication is the number one contributing factor towards work failures
  • 80% of employees say worker communication is essential to build trust with the leadership team
  • 54% of workers say that a strong sense of community kept them employed longer at a company than they usually would have been

Best Practices for Internal Office Communications

At the foundation of a successful business is strong internal communications. This encompasses all of the technologies and techniques used to inform and connect workers so they understand company values and key objectives. Effective internal communication increases knowledge sharing and collaboration, which helps to build stronger relationships and greater productivity.

Over time, it has become much easier to optimize and streamline employee communication as businesses gain access to newer communication tools. Employee messaging systems, mobile apps, and the intranet are utilized to improve knowledge-sharing and collaboration.

Also important is Improving the communications between different hierarchies and business units to engage employees, boost morale, and increase operational effectiveness. The top tips for streamlining an internal communications plan include -

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1. Invest in a Tool that Optimizes Information Flow

Over time, more companies are seeking out software solutions to solve low participation rates and improve engagement.

The primary purpose is to decrease the duplication of efforts and chaos by centralizing all data in one easily accessible location. Other benefits of centralizing information include

  • Minimizes information silos so employees can easily access data
  • Creates parameters to ensure the correct messages are sent to the right people at the right time
  • Notifications decrease the chance of unseen updates
  • Fluid platforms improve the ability of workers to discuss topics
  • Uses metrics to track engagement and readership to determine the platform's value

2. Create an Effective IC Strategy

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Once the business has decided which tool(s) to use, it can craft a strategic internal communications strategy to ensure an optimal outcome. A good IC strategy should be clear, concise, and place the need to improve engagement at the forefront.

It will also assess how to rewrite similar content for both customers and employees without creating too much work for the publishing team. To begin the process, an organization should first review the following-

  • Platform functionality and elements
  • Which content needs to be written and delivered
  • How often information will be published
  • Who is reading the information and who should be reading it
  • What the current readership level is and goals for improvement
The IC plan should also answer the following

  • Is the new content schedule too frequent or overwhelming for readers?
  • What type of role will management have in creating content?
  • What is the purpose of delivering this content?
  • How can information be shared with other business units to ensure transparency?
  • Does all of the content posted improve employee engagement and work culture?
  • How should the information be filtered so it is delivered to the correct teams?
  • How will the IC strategy change as the company grows and evolves?

3. Recognizes High Achievers and Company Successes

The purpose of optimizing internal communications is to ensure employees feel part of a successful team. Recognizing the efforts of strong performers will do wonders to increase morale and boost productivity.
By generating regular recognition content, there will also be higher participation rates on the platform.

One effective strategy is to allow everyone to congratulate high performers on the platform, rather than only letting one or two people be in charge of writing content. This optimizes the flow of information, which can further enhance the business culture.

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4. Support Business Values and Mission

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The information sent to employees helps to define the company's culture and what it values. Publishing teams should consider this every time they choose a new topic to post about or revamp their content strategy for a new year.

For example, if the company's mission emphasizes the importance of workplace diversity, content should be written by employees of different backgrounds or beliefs. An intelligent IC strategy will place the spotlight on employees who advocate the values that constitute the workplace environment.

5. Remember to Ask for Feedback

Open communication is essential for connecting different business units, managers, and employees. An effective IC strategy must include a mechanism to provide feedback and encourage debate to ensure communication remains open.

While it is helpful to moderate content to make sure rules of conduct are followed, businesses shouldn't try to censor or squash debate. Communication should always be a two-way conversation to ensure the company meets its goals conveyed during the IC strategy.

6. Incorporate Social Media in the IC Strategy

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Businesses should encourage workers to share and like company posts to gain brand recognition and promote work culture.

It is also helpful to encourage and celebrate any successful posts on whichever platform the company uses. Many software solutions have social media streams so employees can see real-time company Facebook or Twitter content. By incorporating social media into a communication strategy, the company can improve both internal and external communications.

  • 71% of consumers who had a good social media experience with a company are likely to recommend that brand
  • 80% of companies believe their social media strategy is strong, while only 8% of their customers agree
  • Social networks are the biggest source of inspiration for consumer purchases at 37%

Key Takeaways

In conclusion, here are communications best practices

  • The company should invest in a platform that optimizes information flow and high participation. It also must craft an effective IC strategy to ensure workers are informed, connected, and engaged.
  • Recognizing high performers and business successes on the platform will optimize work culture and maximize engagement. It's also important to churn out content that incorporates the company's mission and values.
  • The leadership team must create a space on the platform for feedback and debate to ensure workers feel heard and communication remains open.
  • The business can use social media as part of its IC strategy to promote work culture and improve brand recognition. This will help optimize both internal and external communication.

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