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How can you help employees deal with communication overload?

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Communication overload is a common challenge for many employees, especially in the era of remote work and digital tools. It can lead to stress, confusion, lower productivity, and reduced engagement. How can you help your employees cope with the constant flow of messages, emails, calls, and notifications? Here are some tips to improve your internal communication skills and create a more balanced and effective communication culture.

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Lisa Stites

Engineering Employee Comms at LinkedIn
Brian Tomlinson

I help executives transform their communication with storytelling, content and technology | Head of Content @ Staffbase…

1 Define your communication goals

Before you send or request any information, ask yourself: what is the purpose of this communication? What are the expected outcomes and actions? How does it align with your team's or organization's objectives and values? By clarifying your communication goals, you can avoid unnecessary or irrelevant messages, prioritize the most important ones, and use the most suitable channels and formats.

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2 Respect your audience's preferences and needs

Not everyone communicates in the same way or has the same availability and preferences. Some people may prefer emails over calls, while others may favor instant messaging or video conferencing. Some people may need more details and explanations, while others may want concise and clear summaries. Some people may have different time zones, schedules, or workloads. Respect your audience's preferences and needs by asking for their feedback, adapting your communication style, and being mindful of their context and constraints.

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Brian Tomlinson

I help executives transform their communication with storytelling, content and technology | Head of Content @ Staffbase | Podcast Host ???
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One of the key things every communicator should strive for is finding how your audience wants to consume your content. Employee communication shouldn't be a much different experience than what we experience in our day-to-day. It should be omnichannel and reach people where they are. That means adapting your communications across channels and formats and targeting to ensure that the right message comes at the right time to the right people and the right channel. This of course is a combination of strategy and the right tools - but a big difference between a successful and unsuccessful employee communications campaign.

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3 Use the right tools and platforms

There are many tools and platforms available for internal communication, such as email, chat, phone, video, intranet, social media, and collaboration software. Each one has its own advantages and disadvantages, depending on the type, frequency, urgency, and complexity of the communication. Use the right tools and platforms for your communication goals, and avoid using too many or switching between them unnecessarily. Establish clear guidelines and expectations for each tool and platform, and train your employees on how to use them effectively and appropriately.

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Lisa Stites

Engineering Employee Comms at LinkedIn
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To add on to this - I think it's important to also be willing to try new tools as they emerge and not to get too tied to one way of doing things. Being adaptable and flexible with your channel strategy while also maintaining structure and consistency is an important balance to strike. Multiple tools and platforms are often required to reach different audiences and being willing to try new things, analyze data, and iterate will help you to meet your audience where they are.

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4 Filter and organize your information

One of the main causes of communication overload is the lack of filtering and organizing of information. Too much information can overwhelm your employees and make them miss or ignore the important messages. Filter and organize your information by using labels, folders, categories, tags, filters, and search functions. Create a system that helps you and your employees sort, prioritize, and access the information you need, and delete or archive the information you don't need.

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5 Set boundaries and expectations

Another cause of communication overload is the lack of boundaries and expectations. When your employees feel that they have to respond to every message or request immediately, or that they have to be available at all times, they can experience stress, burnout, and reduced work-life balance. Set boundaries and expectations by establishing clear and realistic deadlines, response times, and communication hours. Encourage your employees to turn off or mute their notifications when they need to focus, take breaks, or enjoy their personal time.

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6 Communicate with empathy and respect

Finally, the most important internal communication skill is to communicate with empathy and respect. Communication overload can affect your employees' emotions, moods, and attitudes, and lead to misunderstandings, conflicts, or resentment. Communicate with empathy and respect by listening actively, acknowledging feelings, expressing appreciation, giving constructive feedback, apologizing when needed, and resolving issues constructively. By communicating with empathy and respect, you can build trust, rapport, and engagement with your employees, and foster a positive and supportive communication culture.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Brian Tomlinson

I help executives transform their communication with storytelling, content and technology | Head of Content @ Staffbase | Podcast Host ???
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Transparency is many times something that is overlooked when thinking about building a solid communications plan. I've seen successful transformations driven by clear and transparent communication. And alternatively, transformations fall by the wayside due to leadership failing to recognize that "not communicating" is building more of a culture of fear than it does communicating challenging news. Always try to lean on the end of transparency. Employees will trust you more when you treat them like adults.

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How can you help employees deal with communication overload?

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1 Define your communication goals

2 Respect your audience's preferences and needs

3 Use the right tools and platforms

4 Filter and organize your information

5 Set boundaries and expectations

6 Communicate with empathy and respect

7 Here’s what else to consider

Internal Communications

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How can you help employees deal with communication overload?

1

2

3

4

5

6

7

1 Define your communication goals

2 Respect your audience's preferences and needs

3 Use the right tools and platforms

4 Filter and organize your information

5 Set boundaries and expectations

6 Communicate with empathy and respect

7 Here’s what else to consider

Internal Communications

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