Sending the right message to the right people, in the right place, at the right time, with the right tone – may seem like a daunting task. Many big organizations invest heavily in their public image and messaging. However, internal communications often don’t receive the same level of attention, despite being equally vital.
This article is intended for leaders and communications professionals in any organization seeking to enhance internal communication. We will provide you with proven methods to improve internal business communication within the workplace.
#1 Implement the Open Leader Principle
Colleagues who are open and communicative are highly sought after, but how would you assess your own communication skills?
As a leader, it is your responsibility to foster a workplace culture that values open internal communication and establishes internal communication best practices within your company. That is why analyzing your own communication style is an excellent starting point.
#2 Optimize Communication Channels
Sharing information can happen in various ways, and everyone has their own preference. Some people enjoy reading weekly newsletters, while others prefer staying updated in real-time through online collaboration tools and social media applications. Similarly, certain individuals favor emails over messaging, whereas others prefer discussing matters in person through phone or video calls. The choice of communication usually depends on the message itself, but it is important to offer multiple options. This is where optimization plays a role.
Take a moment to consider the tools and channels you are currently employing and why. Strive for an optimal number. Engage with your team members to identify the most efficient methods for different types of information and different individuals. For example, online fax is ideal for exchanging documents. By the way, the fax app for iOS can completely replace the fax machine in your office. To exchange quick messages you must have a messenger. To work with files, use a file-sharing service or you can use a suitable messenger.
Create a platform for knowledge sharing within this mix. Encourage the sharing of industry news or team pictures through social media-like applications, fostering a sense of community and enhancing workplace culture.
#3 Make Information Accessible
All employees in an organization acquire a unique set of internal knowledge, also known as “sticky” information, which encompasses a range of practices and protocols. Learning these company-specific processes, like the creation of client-facing documents and best practices, often takes time. To expedite the learning process, include this valuable information in training programs and create reference documents for internal use.
#4 Encourage Teamwork
Bringing people together is crucial for fostering internal communication and cultivating a strong workplace culture. When individuals are in close proximity, they forge connections that promote effective communication when it truly matters, whether it’s focused on work-related matters or casual conversations.
Let’s revive the concept of a water cooler, or embrace a modern, hygienic, digital alternative. Establishing an environment where spontaneous gatherings and conversations are encouraged during work hours is essential. Sometimes, there’s a need for uninterrupted, focused work time, but people also require space to clear their minds, share a laugh, or vent.
#5 Learn More About Your Employees
People are unique and meaningful conversations can have different interpretations for different individuals. Reaching out to your team in person to understand their needs will make them feel valued and appreciated. Taking action on those needs will contribute positively to employee engagement and morale. Consider how your staff prefers to communicate. Do they like chatting on smartphones, receiving surveys and newsletters, or having face-to-face conversations?
#6 Create Open Dialogue
To ensure employees are well-informed about company changes, progress, and plans, consider utilizing methods such as a bi-monthly newsletter or company meetings. Additionally, fosters employee engagement by encouraging questions, and comments, and welcoming all ideas. When employees feel involved in shaping the company’s direction, effective communication is more likely to occur.
#7 Ask for Feedback
Feedback plays a critical role in fostering a thriving work culture by enhancing internal communication. Individuals crave recognition for their ideas and perspectives, therefore it is crucial to establish systems that capture their voices. Openness and transparency regarding feedback is key.
Employ formal mechanisms for gathering employee input. Although informal conversations are valuable, implementing suggestion boxes and surveys heightens accountability. It is important to acknowledge that not all ideas are viable, yet each one deserves acknowledgment. Communicate the fate of their ideas and feedback to employees; failing to close the loop may discourage future suggestions.
#8 Use Online Project Management Tools
Online communication tools come in various forms to facilitate effective project management. These tools assist in tracking progress and ensuring everyone is aware of pending tasks. Although face-to-face interaction remains crucial, leveraging platforms such as Monday or similar alternatives saves time and simplifies the documentation of work.
Conclusion
If you have reached the level of leadership where you start caring about workplace communication, you are already close to achieving results. To achieve employee engagement, you need to take a few additional measures. The strategies in this article will help you organize the technical side of things and encourage human relationships.