How do you support staff to use internal comms effectively?

At my company, we have created an intranet site (via SharePoint) but getting staff to USE IT is a tedious, arduous challenge! They still defer to using EMAIL ("All Staff" distro list) to send EVERYTHING out. I appreciate the reminders to use other channels based on purpose, audience & urgency. THANK YOU everyone!

You're absolutely right! Matching the channel with the content and context of your internal communications is crucial for effective communication within any organization. Considerations such as the purpose, audience, and urgency of the message are essential when selecting the most appropriate channel. We live in the digital era, everything is centered around digitalization. Therefore, why not use mobile accessibility as a form of communication. We can use communication channels that are easily accessible and would further allow employees to stay connected and receive updates even when they are away from their desks in real time. Whatsapp, SMS notifications, or mobile-friendly intranet portals can be useful in such cases.

To support staff in effectively utilizing internal communications, it is crucial to provide clear and concise messaging tailored to their needs. Foster a culture of open communication by encouraging feedback and creating channels for two-way dialogue. Additionally, invest in training programs to enhance employees' communication skills and ensure they are well-versed in utilizing available internal communication tools.

Encouraging interaction is not always easy. Find a few people willing to start the conversation with you, whether it means speaking at a roundtable or raising their hands with questions or comments at a talk.

I also believe the foundation of creating a culture of dialogue and feedback is trust. Without trust, employees will not feel safe to share feedback. Understanding your current trust metrics using the tools and resources available is imperative!

I completely agree with the statement. Encouraging interaction in internal communications is essential for creating a culture of open dialogue and feedback within an organization. By providing channels and opportunities for staff to express their views, ask questions, and collaborate, organizations can foster a sense of empowerment, ownership, and belonging among their employees. This, in turn, can have positive effects on morale, motivation, productivity, and overall engagement. Employing techniques like open-ended questions, comments, polls, live Q&A sessions, and discussions, as well as gamification, rewards, and recognition, helps stimulate participation and engagement, further enhancing the effectiveness of internal communication

Encouraging interaction is imperative to developing a culture of dialogue. A few things I've found that helps: - For "All Hands" have a few "plants" in the audience to break the ice of asking a question. - Find ways to build in "fun" interactions. My team hosts a game show that encourages sharing feedback and also measuring "message stickiness." - Have leadership as extended members of the internal comms team. We host monthly conversations, with rotating leaders (including the President) and invite employees to a conversation (we even send UberEats gift cards if its over lunchtime!) - Share what you you are doing with their feedback. We have an ongoing blog "We Heard You," which shares what feedback or comments we are acting on.

To enhance internal comms, consider establishing a 'Comms Academy'. Here, colleagues could learn via interactive modules, aligning on clarity and timeliness. It’s about empowering teams with resources like templates and live feedback sessions, equipping them to communicate with impact within the organisation. This is particularly key for Team Leaders or middle managers who really set the culture at a local level.

I've found this guidance needs to happen at all levels of the organization, and sometimes senior leadership need more support than entry level positions. "Support" may also be as simple as a friendly reminder to leaders to add their thoughts to a post. The amount of dialogue and engagement can really take off when employees see that people from all levels are participating. Some of the best "hit rates" we've had with posts are ones where members of the C-suite, department directors, middle managers, and new hires all joined in a thread together.

Utilizing internal communication effectively involves adhering to best practices. Be clear, concise, respectful, and timely in your messages. Guide and support your staff by providing templates, guidelines, and checklists to maintain communication standards. Offer feedback and coaching to enhance their communication skills and confidence. Equipping them with necessary tools and resources, such as software, hardware, and platforms, facilitates seamless access, creation, and sharing of internal communications. By nurturing a culture of effective communication, you empower your staff to collaborate efficiently, fostering a cohesive and productive work environment.

Supporting staff to use internal comms effectively involves recognizing and appreciating their efforts. Acknowledge achievements, thank them for their contributions, and highlight their stories. Reward exceptional performance and showcase their impact to the rest of the organization through newsletters, intranet, or social media features. Demonstrating value and respect for your staff inspires and motivates them to further excel in using internal comms. A culture of appreciation fosters a sense of belonging and encourages continuous engagement and communication. Remember, celebrating your team's success reinforces a positive and collaborative work environment, driving collective success and fostering a motivated and committed workforce.

You need buy-in from the senior leadership team to make your internal channels a success - and coaching them to model the behaviours you want to see in your employees is key. Seeing authentic contributions from executives, who are open and responsive to questions, helps drive the credibility of your channels. You might not get everyone on board right away, but find those who are willing to get involved to help drive engagement - and that's at all levels of the organisation.

Internal audiences are often treated as an after thought when they should be treated as the most critical of your strategic business audiences. They should always be the first to know something and should never learn major company news from a third party or the media. They should get at least as much detail as you would share externally.

Provide comprehensive training on communication tools and best practices. Offer resources like guidelines and templates for clear messaging. Encourage open feedback and coaching to improve communication skills. Foster a culture of collaboration, where employees feel comfortable sharing ideas and providing input. Recognize and appreciate their efforts to motivate continued engagement. Utilize various communication channels, ensuring information reaches all team members. Lastly, lead by example, demonstrating the value of effective internal communication. By implementing these strategies, you'll create a cohesive and communicative work environment, enhancing productivity and team success.

Internal audiences are often treated as an after thought when they should be treated as the most critical of your strategic business audiences. They should always be the first to know something and should never learn major company news from a third party or the media. They should get at least as much detail as you would share externally.

Dive deep, ask questions, and understand what really drives your people. It's not just a one-off exercise, but a continuous journey of using surveys, focus groups, interviews, and other listening opportunities to stay connected. Instead of reacting to the outliers, focus on the trends that emerge. Create detailed personas to navigate the maze of communication barriers and opportunities (cultural and practical), paying special attention to people’s real day-to-day experiences. Then experiment with diverse communication approaches (driven by audience needs), learn from them, and continuously refine them.