Good internal communications are essential in the running of any organization. Without a well-oiled system for the distribution of information and the opening of dialogue, a business can grind to a halt and leave employees and leaders in the dark. Thankfully, a great deal of effort has been put into the development of effective methods for improving the communicative efficiently of organizations. Gone are the days of physical memos and constant in-person meetings.
Technological advancements – namely those based on digital networks – have made effective and secure communication within a business relatively simple to achieve. Despite this, many businesses still struggle with internal communications. Here are some tips and tricks for improving internal communications that any business leader can use to improve the functioning of their organization.
Use Intranet
While it might be tempting to host all of the internal communications platforms a business needs on the public internet, this comes with some serious risks. Hackers can use man-in-the-middle style attacks to intercept messages while they are in transit over a public network. Data theft is a major concern for organizations, and communications can be mined for data by people wanting to hold a company for ransom or sell customer information.
Internal networks – intranet systems – allow for swift communication between digital assets without exposing sensitive data to the World Wide Web. Intranet systems typically connect all of the desktop computers and servers within an office building. They can be used to host company directories, instant messaging platforms, and employee experience communications programs.
Communicate Strategy
All leadership-generated internal communications should be formulated with strategy in mind. Even the most mundane mass email about a meeting should be written in part to communicate strategic aims. It is the job of management and executive teams to make sure that no employee is left in the dark when it comes to the overall aims of the organization. Employees that are not privy to the strategic aims of a company will have no choice but to work towards something they cannot see. They will naturally be less inclined to innovate and less inclined to fully engage with their tasks if they do not know whyit would be important for them to do so. Bring your employees along for the ride and allow them to fully invest in the aims of the business.
Make Use of Project Management Software
One of the most complex areas of communication within a company is project management. Project managers and their teams must handle a huge amount of communication if they are to complete a project on time and within budget. Multiple stakeholders typically have to be included and updated, as well as the staff members that are working on the completion of a task. Luckily, project management software has made this complex web of communications much easier in the last few years. Project management software centralizes all of the communications platforms used during the planning and execution of a project, so that managers can observe and respond to them from a single hub. This software has proven so useful that it is now nearly ubiquitous in project management circles.
Include Remote Workers
It would be naive to think that all of the internal communications within a business took place within the physical building in which that business operates. A huge portion of the workforce is remote or partially remote. This shift away from the office is largely thought to have been catalyzed by Covid-19. During the Covid-19 pandemic, the number of remote workers increased from 5.7 percent to 17.9 percent in the United States of America. In truth, it would have gradually happened anyway due to the acceptance of an increasingly online social paradigm. It is vitally important that remote workers can access internal communications just as much as their in-office peers. The use of secure messaging platforms and video conferencing software can go a long way towards the provision of distributed internal communications.
Improve Content Quality
Many business leaders forget one of the most important factors in communications success – the content. Confusing, boring, and patronizing message content can turn employees from passionate innovators to bitter malcontents. Spend time crafting emails and messages that convey meaning simply and with the interests of workers in mind. Focusing on achievable tasks and linking those tasks with the achievement of strategic goals is important. Understand what your role as a leader might mean to those reading your memorandum, invitation, or instruction. The principles of good storytelling can be applied to internal communications. Offer realistic timelines and outline the motivations behind any choices you could be seen to have made in your communication. Build a common understanding of the path you want your business to follow. These touches can improve employee morale, which will lead to greater overall production.
