Internal Communications In 2020

Build An Internal Culture Of Engagement And Focus

 

Share. Engage. Align

Internal communications in the workplace has undergone enormous change. Technology, remote working, globalization and flat structures have led business owners to rethink how they communicate with staff.

This communication revolution is happening across businesses of all sizes as employers seek better ways to connect with staff. And staff seek ways for their ideas to be heard.

Here we focus on why good internal communications matters, and how best to go about it. 

What Is Internal Communications In 2020?

Internal Communications (IC) is keeping employees informed and connected to your business. It’s about ensuring decisions, programs, policies, goals, and company vision are shared with staff. It’s about giving staff a platform for their ideas and feedback.

Internal communications flows in all directions – top-down; sideways; bottom-up – and in multiple forms. And while some companies will have unique communication requirements, many share almost identical communication tasks. These often include Human Resources updates, leadership news, operational communications and inter-team collaboration.

Done well, internal communications fosters employee loyalty, belonging, and a shared sense of purpose. Employees feel valued. They understand where they fit and how they can contribute. Staff retention improves, as does overall business performance. Done poorly, staff feel disconnected, mistakes are made and projects fail. Lack of direction increases risk and staff turnover.

The Changing Face of Internal Communications

Too much technology, distributed teams, and an unrelenting pace of progress has created a chaotic setting for many workers. Important information gets lost amongst the noise. Emails fail to get through.

No wonder staff feel bewildered, overwhelmed, and out of the loop.

And employers feel no-one is reading their carefully-crafted corporate communications. 

Meanwhile, it’s estimated that by 2022, 133 million new jobs may be generated from the adoption of robotics and algorithms, while 75 million jobs may be displaced, according to a report from the World Economic Forum. 

With teams less likely to be sitting under the same roof, a growing cohort of remote and/or freelance workers, the traditional town-hall meeting is not so easy.  

There is growing appreciation that successful internal communications today is hard work.

Employee communications are no longer the monthly “all-staff email” from the CEO.  

There’s no silver bullet. No set and forget. It’s an ongoing process that continuously needs effort, time and resources. 

    With employee engagement at an all-time low – only 13% of employees are engaged – (source: Gallup – Worldwide Engagement Crisis), there’s never been more drive to solve the communication challenge.

    Today, the focus is on providing a positive employee experience; a large part of that is giving the right information, at the right time, targeted to the right individual. Wherever they may be.

    Seventy-four percent of staff feel they miss out on important company information

    Today’s Internal Communications Challenges 

    • Distraction. Staff encounter noisy, open-plan environments and are surrounded by devices constantly pinging for their attention
    • Blurred lines. Personal and professional content cross over as employees typically use the same mobile device to access work and private content 24/7  
    • Distributed workforce. The gig economy, a world-wide pandemic and advances in tech, has seen an increase in remote workers, which can lead to employees feeling isolated
    • Shrinking attention spans. Experts believe the human brain’s attention span has shifted from 12 seconds to 8 seconds in the past 20 years
    • Information overload. The average knowledge worker is expected to process the equivalent of 174 newspapers each day!
    • Restricted access. Approximately 80% of the global work workforce is deskless (think retail and manufacturing staff, nurses, drivers and emergency services) limiting the channels to reach staff

    Raising Standards To Meet Staff Expectations

    Technology apps pervade every aspect of modern living. Social media posts, instant messaging, podcasts, webinars, and live-streams are exciting formats in which we consume content. 

    It’s no surprise that employees expect a feature-rich, engaging digital experience in their professional lives, similar to what they’ve become accustomed to in their private lives. In other words, workplace technology has been consumerized. 

    The responsibility lies with the employer to ensure staff are equipped with everything they need to perform their roles efficiently, safely, and to the best of their ability. This directly impacts the service and experience staff deliver to clients.

    What Do Employees Want?

    Most employees crave information about where they work – after all, it’s where they spend the majority of their time. As such, they’re curious about the inner workings of a company, from business strategy and company goals, to training opportunities and what’s being pushed out across social media.

    They have a deep, personal interest in many of the decisions at stake. It’s why they value the opportunity to feedback, debate and discuss. It’s essential to let them share their voice. 

    Traditional communication methods still carry weight, for example face-to-face meetings, town hall gatherings, company networking events, and more. But technology is breaking new ground that’s empowering staff to get involved in the conversation like never before. 

    In order for staff to do their job well, they expect: 

    • Fast, easy access to accurate information in just a few clicks 
    • Visually-rich, interactive and easy-to-follow digital experiences
    • Instant messaging functionality with colleagues (emails are considered old-fashioned) 
    • Flat structures and therefore access to all staff – including the CEO (younger employees have grown up in a world where direct contact with the President of the U.S.A. is possible with a simple tweet!) 
    • Two-way communication – so that employees can listen and be heard
    • Gamification – such as quizzes and leaderboards, recognition, and rewards

    Consider too that employees have different communication styles and learning preferences – such as visual, auditory, reading/writing and kinesthetic – all of which need to be catered for. Hence the growth in video, interactive content and podcasts. 

    There is so much to be gained from internal communication tools capable of meeting these preferences, that businesses are failing their staff if they do not take action.

    Who Is Responsible For Internal Communications? 

    Today, everyone has a role to play. Communications is not the one-way, top-down street it once was. All employees should be sharing ideas, collaborating with colleagues and providing feedback to help the company succeed.

    However, every team needs leadership. And the strategic vision of this leadership needs sharing. In larger companies, this lies with the C-Suite, responsible for guiding culture, growing the employer brand, and ensuring staff are kept informed. 

    On behalf of management, the creation and execution of such messaging often sits with an internal communications team or a public relations team. These are skilled at writing and producing creative content. 

    In smaller companies, it may be the CEO or the human resources executive responsible for internal communications. 

    In both cases, large or small, effective internal communications is done best when it’s an interdisciplinary effort including the CEO and the C-suite; departmental managers; and all employees. After all, communications plays such a pivotal role in how employees regard and advocate for their employer, and how invested they become.

    Key Benefits of Effective Internal Communications 

    Organizations that understand the benefits of internal communications inspire a constructive, open workplace where different departments all have a shared sense of purpose.

    Improved business performance is the sum of many parts which include: 

    Company Culture

    Better ways to inform, update, and celebrate achievements

    Innovation

    Great ideas can come from anywhere – not just the boardroom – if staff have the right channels to make suggestions. 

    Knowledge United

    Facilitate unified working, remove silos and share knowledge throughout

    Employee Engagement

    Staff understand the big picture, the meaning of their work, and the value they add

    Change Management

    Clear, reliable, unambiguous communications minimizes confusion and garners internal support

    Employee Experience

    Motivate, engage, inspire, involve staff to feel part of something special

    Employee Retention

    Studies show that retention levels could be 44% higher through effective internal communication

    Compliance

    Employers have a responsibility to ensure staff are trained on legislation

    Reduce Email Volumes

    Co-ordinated, fresh-format messaging saves the bloated inbox

    What Is An Internal Communication Plan?

    An internal communications plan provides a roadmap to ensure staff are informed about important company information. Without this, it is easy to become distracted from the core goals and almost impossible to defend its value.  

    A plan helps to focus on specific areas that need addressing. This may comprise of: company goals, company updates, kpis, leadership communications, new initiatives, staff news, crisis communications, marketing campaigns, culture communications, company performance and more.

    Essentially, it should include the following:

    • Analysis of the current state of the business, and its future plans 
    • What the internal communications plan will accomplish organizationally 
    • Who the audience is 
    • What the messages are, broken down by key topics
    • How messages will be shared, using a range of tools, tactics, and channels 
    • Timing and duration of when messages will be sent 
    • Performance analysis to identify what’s getting cut through and what’s not 

    How Can IC Build Workplace Culture?

    A company’s culture is what makes it unique. Almost everything else can be copied by a competitor. Developing that uniqueness can attract and retain talent, win customers, and grow the business.

    How staff interpret each company message will affect workplace culture.

    A poorly written email, an insensitive remark on the company intranet, or radio silence on an important topic can damage internal culture. That’s why a key purpose of an internal communications strategy is to manifest a healthy culture.

    This can be achieved with the right tone, messaging, delivery, and format. But it doesn’t stop there. 

    Culture is also interpreted in the company news that’s shared – and what’s omitted – the truthfulness and transparency of a company, what its values are, and why that matters.

    Communicating your values and culture must be continuous. And this doesn’t have to be boring! For example, creating short and quirky staff videos showing fun ways of exemplifying your company culture could resonate well. Staff blogs, internal quizzes, and surveys can help reinforce culture.

    Appointing representatives with good communication skills from around the business will do wonders for creating a thriving company culture.

    Good Internal Communications At Times Of Crisis

    Pandemics, extreme weather, economic recessions … life doesn’t always go to plan. Businesses are impacted.  Difficult – and sometimes fast – decisions have to be made. This is when effective communication is needed the most. 

    Don’t wait until an emergency or unexpected incident strikes before putting a crisis communications plan.

    In the hour of need, it’s essential to have the right communication channels – poised with pre-populated, emergency content – ready to go. This saves time and error during an already challenging time.

    Communications around redundancies and structural changes must also be handled with care. The morale of all staff – along with the company’s reputation – is on a knife’s edge. (Read the best way to deliver bad news to employees).  Transparency, consistency and compassion form internal communications best practices when it comes to explaining tough calls. 

    The more open and communicative and organization is – particularly around sensitive topics or difficult news – the more united its workforce becomes.

    Internal Communications Software To Keep Your Staff Informed 

    Fundamental to the successful implementation of an internal communications strategy is having the right technology today – that can adapt and scale as your business grows tomorrow. 

    MyHub’s cloud-based intranet is designed specifically for small-to-medium-sized organizations.

    It’s fully scalable, designed to support your company’s growth. And fully customizable, to honor your exact needs.

    Intranet-Software-Mac-and-iPhone

    Designed specifically for those focused on internal communications, MyHub requires no coding skills or IT experience. It is simple to set up and fun to use! 

    Using simple drag-and-drop functionality, you can create a professional-looking internal communications content in minutes!

    Being cloud-hosted also means you’re future-proofing your investment: you get to benefit from our latest new features and enhancements as soon as they’re released.

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