Are You Winging Your Internal Communications?
It seems counter-intuitive but introverts often make some of the best communicators. The most polished public speakers, captivating presenters and compelling entertainers.
How is it that a shy, quiet person can confidently engage 1000 people at a board of trade dinner, deftly handle a tough media interview, or inspire their employees in a town hall?
The answer is pretty simple. They put in the work.
Public speaking is not something that comes naturally, nor something they necessarily enjoy.
So, they plan. They write, they edit, they rehearse, they rehearse again. Then they rehearse again.
It’s often the extroverts, the innately outgoing, whose gift of the gab deludes them into thinking they can have success in front of a crowd, or their employees, or handle a media interview without prep.
Precious few get away with it, most don’t.
The adage “those who fail to prepare, prepare to fail” has never been more accurate. The way you communicate with your employees is no different.
Are you putting in the work? If you’re flying by the seat of your pants, you’re not just letting your people down, chances are your business is under performing as well.
There are hundreds of articles and statistics detailing the cost of employee disengagement, productivity losses, and strategic misalignment but to look at the positive, a Gallup research study shows that organizations with effective internal communications see an 18% increase in productivity and a 23% increase in profitability compared to those without.
While the benefits are both obvious and achievable, research by the risk management firm Arthur Gallagher & Co. found that 60% of companies in Canada and the US do not have a long-term internal communications strategy, and of those that do,12 percent don’t measure their effectiveness. They’re winging it and it’s costing them money
Yet all it takes is to put in the work.
Here are the keys to creating and maintaining an effective internal comms plan that will empower your people, give them the information they need to be successful in their roles and ultimately propel your business.
1. Identify it as a Priority
Creating a strong employee engagement plan needs to be as high a priority as any other initiative. Give it the time, focus and resources it requires.
2. Set Clear Objectives
Start with the why. What’s the goal? Align your communication strategy with your company’s mission and the overall goals of the organization. Every communication should be infused with your company’s vision, constantly reminding employees of the bigger picture and their role in achieving it. More than sharing info, this is how you shape the culture.
3. Determine your Key Messages
Not everyone needs the same information. Customize your messages. What does the sales team need to know versus what the accounting team might find helpful?
Target properly and address the specifics that group needs to know.
Diversify the content. Don’t just send out updates. Include employee spotlights, success stories, learning opportunities, and maybe even a meme or two when appropriate—keep it engaging.
Provide resources for personal and professional growth. Let them know about training sessions, seminars, and courses. Support doesn’t just mean emotional; it means professional development.
4. Choose your Channels
You’ve got a ton of tools at your disposal, use the most direct and clear channels possible. Emails are fine, but they’re just the start. You’ve got Slack for instant messaging, Zoom, Microsoft Teams, video messages and let’s not forget the power of in-person—yes, even in the digital, remote-work era, face-to-face holds weight.
5. Create a Content Plan
Create a content calendar to plan and schedule communications in advance.
Include regular updates, success stories, policy changes, training resources, and wellness tips. Frequency and consistency are key but it’s not about flooding in boxes. Map out your weekly newsletters, monthly town halls, videos, or real-time updates and keep it rhythmic, so your team knows when to expect news and updates.
6. Develop a Two-way Communication Culture
Communication is not a monologue. Implement feedback channels. Encourage questions. Use surveys to gauge the pulse of your organization. Create mechanisms for employees to voice concerns and receive timely responses. This will empower your employees and also provide you with insights to improve.
Best Practices:
Transparency: This is non-negotiable. Be honest and open, especially during challenging times.
Relevance: Tailor messages to different audiences within the organization.
Frequency/Consistency: Keep the momentum going.
Engagement: Foster an inclusive environment where every voice is heard.
Feedback: Actively seek and act on employee feedback to improve communication.
Mistakes to Avoid:
Overloading Information: Avoid overwhelming employees with too much information at once.
Ignoring Feedback: Failing to listen to employees can lead to disengagement.
Inconsistency: Inconsistent messaging can cause confusion and mistrust.
One-Way Communication: Neglecting to create opportunities for dialogue and feedback.
Lack of Support: Not providing adequate resources and support, especially during challenging times.
The bottom line:
The connection between strong employee engagement and business success is irrefutable. So, too, is the connection between disengagement and business under-performance. When it comes to internal communications planning, the majority of business leaders are “winging it” with no formal plan. But those that put in the work, that understand it as a priority and give it the respect and the time and effort it deserves, are the ones enjoying success. And so are their people.