If you are a writer or communicator in the corporate field, you must have heard the term ‘internal communications’ mentioned. Every company-big or small, uses internal communications in one form or another. So if you’re a content writer, copywriter or someone in the communications department, having a fundamental understanding of internal communications is vital. Let’s dive deep into internal communications, it’s purpose and importance, and best practices.

Definition

Internal communications is as the name specifies- communications/messaging done internally to convey to the employees and the team information about purpose, changes, progress, growth, restructuring, and culture. Most companies have their intranet and preferred modes of messaging to convey different types of information. It sounds simplistic but it isn’t. As companies are evolving, the traditional modes of messaging aren’t sufficient to convey the messaging accurately. With hierarchies getting fluid and the way employees work, it is crucial that internal communications should also evolve to keep up with the times.

Importance of Internal Communications

We all know how fast rumors spread in a workplace. Companies that have hundreds of employees can risk loss in morale, negative energy, and even toxic behaviour if there is no clear internal communications strategy in place. For big changes or small, having internal communications processes can empower your employees, align them with your vision, and support your goals.

Effective internal communications can:

• Reduce employee turnover
• Enhance clear communications across departments
• Create a positive workplace environment
• Makes every employee feel valued

Best Practices for Internal Communications

Before creating an internal communications strategy, it is imperative to remember certain best practices.

• Know your audience- Not all messages will be relevant to every user in your business. Separate your groups by departments or user types so they only receive what’s important.
• Cut the jargon- Internal communications can be formal but they don’t need to be complex. Stick to the point, make it simple, and make it easy to read.
• Support and train managers- Line managers are often the first touch point for all communications. Train them and support them to encourage discussion and lead by example. Your managers must be the first to know and have access to new processes and systems. They should be the drivers of engagement and motivate your employees.
• Culture=Communication- Your culture should be aligned to your communication. If your ethos is sustainability, your communication should reflect that. If you champion mental wellbeing, then your messaging should acknowledge that.
• Make it accessible-While having an intranet or central communications hub is vital, you need to make information accessible and adapt to new age technology. Try using workplace apps such as Workvivo that can allow access to all employees and streamline messaging.

Internal Communications Strategy

The first question before building an internal communications strategy is who is in charge of the messaging?

Human resources often think they should be responsible for the internal communications strategy since they are responsible for the people of the company. Public relations (PR) might feel entitled to owning the internal comms strategy to ensure it reiterates external messaging. Marketing can also have ownership of internal communications as they have all the resources and processes to train and empower people. Wherever the internal comms may sit in your company, it should be clearly established and follow protocols and evolve over time.

For an internal communications strategy to be extremely efficient and successful, it should have some key elements:

1. Be prepared- For any business owner or employer, it is key to be prepared. You should not wait for a big change or a crisis to have an internal communications strategy. Have crisis management plans, change management plans, and communication processes set clearly for everyone to follow.
2. Implement two-way communication- Internal communications doesn’t mean just constantly talking at your employees. You must allow for your employees to talk with you. This can be done through regular pulse surveys, townhalls, team standups, and catch-ups with smaller teams.
3. Repeat key messages regularly- A single document or PDF or post is not going to be enough to convey information. People process information differently and internal communications requires you to repeat key messages differently and regularly. Use the intranet, use the workplace app, use Teams, use email, basically use every tool you have to repeat the message.
4. Cross collaborate with experts- If your internal communications strategy sits with HR and you have a big change upcoming, say a re-brand, you should utilise the tools you have. If you have a PR specialist or change manager, get their feedback on the strategy. If you are implementing new wellness initiatives, involve someone from HR and Legal to ensure you are compliant.
5. Review your strategy- Stop shooting in the dark with posts on Workplace or emails. Review your strategy regularly and track its success through data. You can use workplace apps such as Talkfreely so you can track metrics and success of your internal comms strategy.

Internal communications is the lubricant that will keep companies functioning smoothly and efficiently. With effective internal communications strategies and strategies, you can achieve alignment of company values and a motivated workforce.