Internal communication: keep your employees informed & inspired!

Effective communication is perhaps the most difficult thing there is. This applies to personal relationships, but also to business. Sharing dry facts and news one-on-one might not be that exciting. But it is the undercurrent, the timing, the weight that words can carry, and the feelings they can evoke—that is where the catch lies.

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Internal communication: what actually is it?‍

Internal communication is not about messages to customers, potential applicants, or service providers. We speak of internal communication when referring to the process of exchanging information and interacting within an organization. This covers all levels: between management and employees, but also between colleagues themselves.

It always involves a sender (or a group of senders) and a receiver (or a group of receivers). Communication tools are used to convey a message or exchange information from the sender(s) to the receiver(s) and vice versa. That sounds like a noble goal and a clear process, of course. But noise can occur during the exchange. Messages are interpreted differently by the receiver than the sender intended. Or the information is simply not understood or triggers resistance. And then you have a real problem on your hands.

Why is communicating with your employees so important?‍

Without exaggeration: effective internal communication is the lubricant for your organization. If you handle it well, you will quickly reap the benefits on various fronts. To name a few:

• Knowledge transfer
  A new way of working, different regulations, systems or equipment, or a reorganization: just a few examples that can have a major impact on someone's daily work. As an employer, you have an important duty of care and information towards your employees. But if you handle internal knowledge sharing well, you not only avoid fines, but you also make a work environment a lot clearer and safer.
  
• Greater employee engagement
  Good communication within an organization gives employees a sense of transparency, trust, and security. They feel heard and valued, know what is going on, and therefore become more engaged with their employer and colleagues.
  
• Higher productivity
  If you communicate clearly and in a timely manner, employees are well-informed, and you prevent misunderstandings and ambiguity. People know exactly what is expected of them and are on the same page. They start working more effectively and efficiently, and productivity increases significantly. That doesn't just make the employees happy; it also puts a huge smile on the faces of the management team!
  
• Stimulates collaboration
  Open internal communication prevents a silo mentality. Communication builds strong bridges between departments, and people also feel more connected to each other individually. This creates a work environment where it is natural to share ideas, solve problems together, and give each other feedback. That makes an organization not only more productive but also more innovative.
  
• Prevents staff turnover
  Good internal communication does wonders for the employee experience in your company. Employees experience regular, clear information sharing as positive and supportive, and it significantly increases employee satisfaction. Because they feel heard and connect more with the organization, they will be less likely to choose a career with a competitor. After all, you are already attractive enough as an employer.

How do you ensure optimal internal communication?‍

It should be clear: the importance of good communication with your employees is significant. There are various ways to ensure this. We’ll give you a few tips, of course!

1. Internal knowledge platform

It might sound like a biased recommendation, but truly: a central online place where employees can find internal news and training works. Almost everyone has a smartphone at their disposal and knows how to log in and look things up. Take advantage of that by setting up a user-friendly knowledge platform that can be easily adapted to the user, thereby aligning with their knowledge level and information needs.

Such a filter is quite important. Because Petra the truck driver or Stef the assembly worker simply has different prior knowledge and interests than financial controller Jan.

If you communicate too complexly, one person will likely tune out, and if the information is too simple, the other will feel patronized. Hence: filter, and realize that communication is truly a profession.

2. Multimedia

One person is a wizard on social media, another loves old-school classroom lessons or a paper magazine that drops on the doormat at regular intervals. Every person is different. Therefore, do not limit yourself to one source of information, but approach your employees through various channels. That gives you the best chance of reaching them all.

Furthermore, you prevent digital fatigue from excessive screen time and make optimal use of the power of repetition.

This can be done through:

• social media platform
• weekly newsletters via email or in print
• old-fashioned bulletin boards in the breakroom or workplace
• video calls
• WhatsApp groups
• face-to-face information sessions or training
  

3. Keep it simple

As we mentioned before, good internal communication isn't just about relaying dry facts and news to your employees. They also need to truly understand and feel the message you're conveying. That might sound a bit abstract, but it certainly isn't.

If your communication misses the mark, the information won't stick or, worse, it will be misinterpreted.

That is why our message is also short and sweet: keep it simple. So:

• Use plain language
• Avoid jargon
• Break long information down into short, bite-sized pieces
• Use the power of repetition
• Alternate text blocks with engaging visuals (charts, photos, and video material)

4. Know what your employees want!

Of course, you can come up with all sorts of ideas from your ivory tower, but you won't get the buy-in and interaction from the shop floor that you're aiming for.

It is important to know what your employees need. Is it professional literature, an updated manual, e-learning, meeting in person, or perhaps a chat room for social interaction with managers and colleagues?

You will quickly find out when you launch an Employee Satisfaction Survey (ESS). You can, of course, use a paper document that can be filled out with a pen. But it is much easier to conduct your ESS online. That way, you also reach colleagues who are out sick or working at a different location. Moreover, the results are much easier to process.

5. Evaluate and adjust

Make sure you don't set any plan in stone. The world around us is highly changeable, and the same applies to your organization and employees.

Regularly check the effectiveness of your internal communication.

• Keep track of employee engagement, such as participation in company events, feedback rates, and satisfaction surveys.
• Check the success rate of internal training programs and respond accordingly.
• Conduct an ESS as mentioned earlier.
• Encourage multidisciplinary work and project groups and focus extra attention on communication.
• Have one-on-one conversations with representatives from the various departments.

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Does it turn out there is a need for different communication tools, or should the content or frequency be adjusted? Do you notice that misunderstandings often occur due to internal communication? Take your employees' comments and tips into account. Also useful: use the best practices of peers. Or from Pluvo!

You are always welcome to reach out to us to brainstorm with you. We are happy to do so: we see it as a great opportunity to learn from each other!