There is a lot of talk about communication between people, from brands to people, on social media or in advertising. Even about how generations evolve in their way of communicating, or what communication will be like in the future. There is a lot of analysis and talk about communication in general, but little is said about something very common, and that is really important for the good functioning of any company: internal communication.
For all companies with employees, internal communication has been, is and will continue to be an important part of the good functioning of any project. The way you interact with your employees and they with each other directly influences their motivation, understanding, objectives, productivity and commitment. This impacts the general results of the company, both for good and for bad.
Poor internal communication, or poor protocol, can lead to certain problems. Over time, a small problem will grow and lead to other more important ones that affect good professional performance. Having an internal communication strategy creates good habits and practices. In the face of problems of any kind, there are early solutions. It also prevents information bias, losing focus on objectives, sets limits and makes everyday life easier for all employees.
For some time now, but especially in the wake of the COVID-19 pandemic, teleworking has become established in many professional sectors. Companies operate in more dynamic, remote and changing environments. Keeping employees informed about the latest news, strategies and objectives is essential, but sometimes it is a bit complicated to have several teams coordinated. On the one hand, flexible schedules and working remotely greatly help the versatility of employees and the company. But on the other hand, fluid communication, news or important decisions can be affected or confused if the company’s internal communication is not strengthened.
Strategies to improve Internal Communication
A correct internal communication protocol strengthens relationships, encourages teamwork and creates a positive business culture. How can this be achieved? You can start by using efficient and essential digital tools and channels to promote fluid communication. It is also essential to know what is going to be communicated and through which channel, in order to professionalize communication. Confirming vacation days, sending a weekly newsletter, managing a reputational crisis or reporting a problem that needs an urgent solution are not the same thing. All employees have to know what the correct protocol is, and this is the company’s responsibility.
The company has to assess the size, structure, type, budget and learning curve to develop and establish a correct internal communication strategy. Although they may be similar and the foundations of a good internal communication strategy may be the same, the internal communication protocols will not be the same for an advertising agency with offices in 3 cities in Spain, for a car workshop with 4 workers, or a multinational shoe sales company with more than 600 employees. Many management tools have a cost, many others are free. Some have a very intuitive and easy learning curve for the average user, others require hours of training or someone to explain how they work in a basic way.
For any business project, large, medium or small, it is important to assess things such as whether a platform such as an intranet is necessary where news, documents and resources are shared in a centralized manner. If email is the ideal tool to send important messages. Corporate social networks, such as Facebook, LinkedIn or X to facilitate constant updates on company events and news. The use of chat and instant messaging through tools such as Slack or Microsoft Teams. The cloud such as Google Drive or Dropbox to store data and shared files. Some project manager to coordinate team vacations, the status of tasks, billing, expenses. Video calls and web conferences through Meets or Zoom, for real-time and face-to-face communication, even at a distance… As you can see, today there are tools of all kinds.
Reducing conflicts, improving processes
Another point to consider is to foster a culture of open and transparent communication. Sharing relevant information on a regular basis and asking for employee feedback creates an environment where everyone feels comfortable expressing their ideas. Active listening and accessibility of leaders are crucial to addressing the team’s concerns and suggestions, thus promoting an inclusive and participatory environment. This also leads us to another factor to consider, which is the reduction of toxicity in dealing with and communicating. By having standardized internal communication, we reduce communication through personal channels and at inappropriate times. By having communication standards and guidelines, decisions can be made with judgment and justification if any behavior does not comply with the company’s standards.
On the other hand, collaboration and online knowledge management are also key aspects. Using digital tools to share information and work on projects together improves efficiency and productivity. Facilitating effective collaboration, even between geographically distributed teams at a local, national or global level, allows sharing best practices and taking advantage of collective knowledge.
And last but not least, in crisis situations, having a communication plan prepared is essential. Communicating clearly and sincerely in difficult times is essential. Dealing honestly with layoffs, financial problems or natural disasters to maintain employee trust and support is crucial. Keeping them informed about the situation and the measures taken reinforces brand sentiment and trust in the company. No company wants to suffer from external or internal conflicts, problems with employees, complicated situations that open a public debate about its reputation, or face losses due to wars, pandemics, economic crises, etc. Companies will always be involved in many complicated situations or periods. The best thing in any case is always to face them with a clear and transparent strategy.
Internal communication, in constant evolution
Internal communication is not something that is planned, developed and executed once and applied for life. It is alive, evolving and changing. What was correct some time ago may no longer be so tomorrow. The tool that seems the most powerful today can be overtaken by another in a year.
Evaluating the impact of internal communication is necessary to make continuous adjustments and improvements. Collecting feedback through satisfaction surveys, analyzing data on the use of internal tools, and observing how employees communicate with each other allows you to identify areas for improvement. Implementing these strategies will not only improve internal communication, but will also create a more positive, productive, and connected work environment.
Main objectives
Internal communication in the business sector is the set of processes, systems, and practices through which an organization transmits information, ideas, values, and guidelines to its employees. You have already seen that this type of communication is essential to ensure that all members of the company are aligned with the organization’s objectives, policies, and culture, so below we summarize the points to keep in mind regarding internal communication:
Internal communication can include various channels and tools, such as internal newsletters, emails, meetings, corporate intranet, internal social networks, and team events. Remember that its main objectives are:
- Encourage collaboration and teamwork: Promoting an environment of cooperation and mutual understanding among employees.
- Ensure coherence and alignment: Keeping all members of the organization informed, in tune with the company’s vision, mission and strategies.
- Motivate and engage employees: Through effective communication of achievements, recognition and growth opportunities.
- Facilitate change management: Providing the necessary information and support during periods of organizational transformation.
- Promote transparency and trust: Maintaining open and honest communication to strengthen the relationship between management and employees.
At FJ Digital we apply and experience what we tell you. If you want to optimize your internal communication and achieve a solid and effective corporate culture, here we are.
