Internal Communications Best Practices 2022

Over the last few years, it has been more important than ever to have effective lines of communication with your employees. Workplace memos and drop-ins have needed to be replaced with digital tools. This transformation of workplace communication has forced a lot of companies to change the ways they communicate on the fly. So if you are looking for the best practices for internal communication in 2022 and beyond, here are a few things to keep in mind.

Plan Your Communication Strategy

First and foremost, it is important to have a clear communications plan. This should include what channels will be used for what types of communications, who is responsible for communicating what message, and how often communication should happen. Without a clear plan, it can be difficult to ensure that everyone is on the same page.

Have a Healthy Communications Mix

Another important thing to keep in mind is that not all communications should be digital unless you are a remote or hybrid company. In-person communication is still important, especially when it comes to building relationships. Try to have a mix of digital and in-person communication so that employees feel like they are being heard. If this is difficult to achieve because there are varying levels of in-person attendance with hybrid teams you need to make sure that you are using the appropriate digital channels to reach everyone. This could include using an all-hands meeting tool or sending out a regular e-newsletter.

Decide What You Want to Share

In terms of what content to communicate, it is important to focus on transparency and company values. Employees should feel like they understand the company’s direction and how their individual roles fit into the bigger picture. Additionally, they should be aware of any changes that might impact their jobs or day-to-day tasks. Regular updates on company milestones and key performance indicators (KPIs) are also important so that employees can feel like they are part of the company’s success.

How to best communicate with your employees

There are a few key things to keep in mind when thinking about how to best communicate with your employees:

• Employees should feel like they have a say in how communications are delivered. Do they prefer emails, or would they rather get information through an intranet or company app? Make sure to ask them and give them options.
• Communications should be clear, concise, and to the point. No one wants to read a novel-length email from their company. Try to emphasize the important information and leave out anything that may seem like fluff.
• Timing is everything. If you are sending out a mass email, make sure to send it at a time when people are likely to actually read it. Sending an email on Friday afternoon isn’t going to do much good if no one checks their work email over the weekend.
• Frequency matters. Employees should not be bombarded with emails, but they also shouldn’t feel like they are in the dark about what is going on in the company. Find a happy medium that works for your team.
• Use a mix of digital and in-person communication. If it is possible you should try to plan different styles of communication. As mentioned earlier, it is important to have a mix of both so that employees feel like they are being heard.
• Always focus on company values and transparency. Employees should feel like they understand the company’s direction and how their individual roles fit into the bigger picture.

By following these best practices, you can ensure that your internal communications are more effective and engaging for your employees.

What channels are available for Internal Communication?

There are a variety of channels available that can help with internal communication, including:

Email

Email is still one of the most commonly used tools for internal communication. It is important to make sure that your emails are clear, concise, and to the point. At this point, the efficacy of email is in question. Sure it is a legacy tool that has supported the international business world for years, but with so many emails in people's inboxes every day, it can be easy to lose important messages in the shuffle. While email may never fall completely out of the communications mix of your company you should evaluate whether or not it is the best choice for your message.

Intranet

An intranet can be a great way to share information with employees. It can be used to post company news, announcements, and policies. Additionally, it can be a place for employees to access company resources and documents. The drawback of an intranet is that it can be resource-heavy. You need to make sure that you have someone responsible for maintaining it and keeping it up-to-date. This makes it a much more popular option for larger firms that can afford the cost of maintenance.

Company App

A company app can be a great way to share information with employees in a more concise way. It can be used to push out announcements, news, and updates. Additionally, it can be a place for employees to access company resources and documents. The main drawback of a company app is that it requires employees to download and install it on their devices. This can be a barrier for some, but if you have a large and tech-savvy workforce, it could be a great option. It may sound daunting to prepare an entire app in-house, but digital experience platforms like Lumavate can help you develop stunning apps with no code whatsoever.

Instant messaging

Instant messaging (IM) is becoming increasingly popular as a way to communicate internally. It can be used for quick questions or announcements. Additionally, many IM platforms now offer video capabilities, which can be great for team meetings or one-on-ones. The main drawback of IM is that it can be disruptive if not used properly. Employees should be aware of when it is appropriate to use IM and when they should pick up the phone or send an email instead.

Text Messaging

Text messaging (SMS) is another option that is becoming increasingly popular for internal communication. It can be used for quick questions or announcements. Additionally, it can be a great way to reach employees who are not always in front of a computer. The main drawback of SMS is that it is a less formal medium, so it should only be used for quick messages. Additionally, it is important to make sure that employees have opted-in to receive text messages from the company. If used improperly or too frequently, employees will get annoyed. So make sure the messages you are sending are worth interrupting employee workflow. With platforms like Lumavate, you can even send employees messages directly through the same platform as your employee app.

There are a variety of tools available for internal communication. The most important thing is to find the right tool for your needs. Different tools will work better for different companies, depending on factors like company size, industry, and workforce. Experiment with different options to see what works best for you.

How can I improve my Internal Communication today?

If you want to improve your communications with your employees, there are a few things you can do.

Ask for Feedback

The first thing you can do that many people don't think to do is ask! If you want to know what your employees think about the way you communicate, ask them. Send out a survey or hold a focus group. Additionally, make sure that you are using a variety of tools to reach different employees. Some people prefer email, while others prefer instant messaging or text messaging. And don't forget about face-to-face communication! Sometimes the best way to get your point across is to talk to someone in person. By asking for feedback on the best ways to communicate with your employees they will feel valued and appreciated, which will in turn make them more likely to engage with your communications.

Make it a Two-Way Street

Another way to improve communication is to make it a two-way street. That means not just broadcasting information, but also listening to what your employees have to say. This can be done through surveys, focus groups, or simply by having an open-door policy. Employees should feel like they can come to you with questions, concerns, or ideas. If they don't feel comfortable doing that, they will be less likely to engage with your communications. 

Be Clear and Concise

When you are communicating with employees, make sure that you are clear and concise. Employees are busy, and they don't have time to read long, rambling emails. Get to the point and be clear about what you want employees to do. If you are sending a mass email, include a subject line that summarizes the content of the email. That way, employees can decide whether or not they need to read the email right away, or if they can wait until later.

Make it Easy to Find Information

If you want employees to actually use your internal communications tools, make sure that the information they need is easy to find. That means having a well-organized employee intranet or employee app. If employees have to search through a maze of menus to find the information they need, they will quickly get frustrated and stop using the tool altogether.

Use Good Tools

Finally, make sure you are using good tools. There are a lot of different options out there, and it can be overwhelming to try to figure out which one is best for your company. The best way to find out is to experiment with different options and see what works best for you. Different companies have different needs, so there is no one-size-fits-all solution.

What Should I Look For in an Internal Communication Tool?

However, some general things to look for in a good internal communications tool include:

• Ease of use: The tool should be easy for employees to use. If it is too complicated, they will quickly get frustrated and stop using it.
• Flexibility: The tool should be flexible enough to meet the needs of your company.
• Integration: The tool should be able to integrate with other software that your company is using, such as email or calendaring software.
• Cost: The tool should be affordable for your company.

What are some examples of Internal Communication tools?

There are many different types of internal communication tools available on the market. Some popular options include:

• Slack: Slack is a popular instant messaging tool that can be used for internal communications. It offers features such as video chat, file sharing, and searchable history.
• Teams: Teams is a collaboration tool from Microsoft that offers features such as video conferencing, file sharing, and task management.
• Zoom: Zoom is a video conferencing tool that can be used for internal communications. It offers features such as screen sharing, group chat, and meeting recording.
• Lumavate: Lumavate is a digital experience platform that offers the capability to make great digital employee experiences like apps. You can build an employee app with features such as news feeds,  event calendars, and SMS text messaging. This is a great way to engage employees and keep them informed about what is going on in the company.
• Google Hangouts: Google Hangouts is a video conferencing tool that can be used for internal communications. It offers features such as screen sharing, group chat, and meeting recording.

Each of these tools has specific use cases where it is best used, some having more reach than others. For example, Slack is great for asynchronous communications, whereas Zoom is ideal for synchronous communications like video calls and webinars. It's important to understand the key differences between each before deciding on which one is best for your company.

How can Lumavate help my internal communications?

Lumavate's employee app platform makes it easy for employees to find the information they need when they need it. With a simple, intuitive interface, Lumavate's employee app is designed to be easy to use.

Additionally, Lumavate's platform makes it easy for companies to create and manage their employee apps. With a variety of features and customization options, Lumavate's platform is the perfect solution for companies of all sizes. On top of being able to personalize the app for each employee persona, you can use Lumavate's messaging functionality to send SMS text messages directly to your employee's devices.

If you're looking for a way to improve communication with your employees, Lumavate's internal communications platform is the perfect solution. Contact us today to learn more about our platform and how we can help you communicate better with your employees. You can be in a meeting with a member of our team in as soon as 30 minutes. If you are ready to begin creating your first app with Lumavate, click here to create a free account!

If you're looking for more information about internal communications, be sure to check out our other blog posts. We have a variety of posts about different tools and best practices for internal communications.