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What do you do if your Internal Communications workflow is filled with time-wasting activities?

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Internal communications are crucial for the smooth running of any organization. However, when your workflow is bogged down by time-wasting activities, it can lead to frustration and decreased productivity. If you find yourself in such a situation, it's essential to take a step back and evaluate where your time is going. Are there meetings that could be emails? Are there processes that could be automated? By identifying the specific activities that are eating up your time, you can begin to make the necessary changes to streamline your workflow and improve your internal communications.

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1 Audit Time

To tackle time-wasting activities in your internal communications workflow, start by conducting a thorough audit. This means examining all the processes, meetings, emails, and tools currently in use. Look for redundancies, unproductive meetings, and any communication that doesn't serve a clear purpose or fails to contribute to your objectives. It is important to involve your team in this audit to gain different perspectives on what is or isn't working. This collective insight will help you pinpoint inefficiencies and develop a more streamlined approach.

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Kristyna Kubikova

General Manager's Assistant at Amazon
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Evaluation of work productivity is the best thing that every competent communication specialist can do once in a while. Even when communication is working, it is always good to think ahead and improve and innovate your communication.

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2 Prioritize Tasks

Once you've identified the inefficiencies, it's time to prioritize tasks. Determine which activities are essential and which can be reduced or eliminated. Focus on value-adding communication that directly supports your goals. This might mean cutting down on lengthy email chains in favor of more direct methods of communication or consolidating regular updates into a single, more efficient briefing. By prioritizing effectively, you ensure that your team spends time on tasks that directly contribute to success.

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Kristyna Kubikova

General Manager's Assistant at Amazon
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If we want communication to be effective, it is important, we must prioritize important and essential information. Shorten your email and put essential information in it and use an emoticon instead of the symbol - ?

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Sarah L. Manley Robertson, SCMP, ABC, Prosci

I help CEOs articulate their vision and goals so teams get things done. Purposeful communication drives alignment, creates connections, accelerates transitions, manages risk, and closes trust gaps.
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Time-wasting happens when team members do not understand priorities, do not see how they can contribute to success and when your work is not aligned to the top issues and priorities of the organization. Align your IC work to the business needs: The purpose of Internal Communications is to set and articulate business strategy, align employees to work on the organizations top opportunities, and inspire executional excellence with a clear organizational purpose. Engage your team effectively: Involve IC team members in building communications plans that address business challenges, invite them to choose projects that require their strengths, and have regular group and one-to-one discussions on prioritization against shared goals.

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3 Embrace Tech

Embracing technology can be a game-changer for improving internal communications workflows. There are numerous tools designed to automate routine tasks and facilitate better collaboration. From project management software to instant messaging platforms, technology can help reduce the need for constant meetings and lengthy email threads. Select tools that integrate well with your existing systems and that are user-friendly to encourage adoption by all team members.

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4 Streamline Meetings

Meetings are often one of the biggest culprits in time-wasting activities. To streamline them, establish clear objectives and agendas before every meeting and stick to them. Invite only those who are essential to the discussion to avoid overcrowding and distraction. Additionally, consider whether a full meeting is necessary or if the same outcome could be achieved through a brief check-in or written update. By being more intentional with meetings, you'll save valuable time for everyone involved.

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5 Empower Teams

Empowering your teams to communicate effectively without constant oversight is vital. Provide clear guidelines on communication protocols and decision-making processes. This autonomy allows team members to resolve minor issues on their own and reduces the need for micro-managing. Encourage a culture of open communication where feedback is welcomed and acted upon. When teams feel empowered, they are more likely to engage in productive communication that doesn't waste time.

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Kristyna Kubikova

General Manager's Assistant at Amazon
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Set up a platform where you share internal communication with other team members, who always have access to new internal communication and subsequently know everything that is important and can present it and have all important documents and information for it.

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6 Reflect Regularly

Finally, make it a habit to reflect regularly on your internal communications workflow. What's working well? What could be improved? Continuous reflection ensures that you stay ahead of any potential time-wasting traps. Encourage your team to provide feedback on the communications processes and be open to making adjustments as needed. This ongoing evaluation will help maintain an efficient workflow that supports your organizational goals.

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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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What do you do if your Internal Communications workflow is filled with time-wasting activities?

1

2

3

4

5

6

7

1 Audit Time

2 Prioritize Tasks

3 Embrace Tech

4 Streamline Meetings

5 Empower Teams

6 Reflect Regularly

7 Here’s what else to consider

Internal Communications

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What do you do if your Internal Communications workflow is filled with time-wasting activities?

1

2

3

4

5

6

7

1 Audit Time

2 Prioritize Tasks

3 Embrace Tech

4 Streamline Meetings

5 Empower Teams

6 Reflect Regularly

7 Here’s what else to consider

Internal Communications

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