Ways to Improve Internal Communications in the Workplace

Effective internal communications are essential for fostering a productive and engaged workforce. By improving the flow of information within your organization, you can enhance employee satisfaction, boost morale, and drive better business outcomes. Here are some key strategies to improve internal communications in the workplace:

1. Establish an Internal Communications Plan

Effective internal communications don’t happen by accident; they require a well-thought-out plan. An internal communications plan outlines your organization’s communication goals and strategies. Start by considering the overall goals of your business and how communication can facilitate those goals. Create a comprehensive outline that includes both quantitative goals, such as achieving a minimum open rate for emails, and qualitative goals, like improving employee satisfaction with company culture. By measuring these goals, you can gauge the success of your communication efforts and make necessary adjustments.

2. Internal Communications Starts with the Leadership Team

Leaders set the tone for internal communication in your organization. Assess your leaders’ communication skills and practices, as your approach will influence your colleagues. Establish a culture of open communication by demonstrating best practices and encouraging transparency. Leading by example, you can foster an environment where employees feel comfortable sharing their ideas and feedback.

3. Use a Powerful Social Intranet

A social intranet can be a game-changer for internal communication. Similar to how social media engages customers, a social intranet can boost employee engagement and keep everyone informed. Encourage employees to like, comment, and share posts on company updates. Workvivo’s social intranet, for instance, allows employees to share their thoughts, engage in work-related conversations, and openly recognise peers for their good work. This centralised platform can enhance information sharing and strengthen relationships within your company, especially for remote and hybrid teams.

4. Focus on Employee Engagement

Even the most well-crafted internal communications plan is ineffective if employees are disengaged. Employee engagement refers to the extent to which employees stay informed and involved with company policies, culture, and communication. To improve engagement, ensure your messages are interesting and accessible. Consider accountability measures to ensure important information is read and understood. Engaged employees are more likely to stay informed and actively participate in company initiatives.

5. Schedule Video Conferences for Remote Employees

Video conferencing is a valuable tool for managing remote employees and building relationships. Regular video meetings provide face-to-face interaction, which is crucial for team communication. Depending on how large your organisation is, you can schedule weekly, monthly, or quarterly video meetings to discuss ideas, address issues, and participate in team-building activities. This approach not only keeps remote employees in the loop but also reinforces the importance of open communication.

6. Use Transcripts for Video Conferences

Make your company-wide meetings more inclusive by providing transcripts of video conferences. This ensures that everyone, regardless of their location or schedule, has access to the information shared during the meetings. Transcripts also serve as a valuable resource for reference and can help improve understanding and retention of key points discussed.

Creating transcripts from your video conferences are made easy now with AI-powered platforms such as Auris AI. Auris AI allows users to upload a video and automatically generate transcripts within seconds. Depending how clear the audio is, some generated transcripts even require minimal edits, saving you hours of your time from manual transcriptions.

7. Encourage Content Creation in Your Communication Channels

Empower your employees to create and share content within your organization. This can include blogs, thought pieces, podcasts, video blogs, polls, and posts. Encouraging content creation helps employees develop a voice within the company and fosters engagement. Interaction with colleagues’ posts can lead to productive discussions and enhance knowledge sharing across different groups within the organization. Platforms designed for employee engagement, like social intranets, can streamline this process and improve overall communication.

8. Welcome Questions and Open Discussions

Fostering a culture where questions are encouraged is vital for effective communication. Ensure that employees at all levels feel comfortable asking questions and engaging in open discussions. As a leader, model this behavior by being approachable and inviting questions from your team. Encourage two-way communication and maintain an open, honest, and respectful dialogue.

9. Use Surveys for a Data-Driven Internal Communication Policy

Every employee has unique preferences when it comes to communication. Conduct surveys to understand how your team prefers to communicate. This approach not only provides valuable insights but also makes employees feel valued and appreciated. Use the data collected from surveys to make informed decisions and develop a data-driven internal communications policy that meets the needs of your workforce.