Remote work has many benefits, but it also poses some challenges for internal communications. If you feel like your team is losing touch, missing deadlines, or misunderstanding each other, you might need to take some action to fix your remote internal communications. Here are some tips to help you improve your communication strategy, tools, and culture.
The first step to improve your remote internal communications is to understand what is going wrong and why. You can use surveys, interviews, or feedback sessions to gather insights from your team members and stakeholders. Ask them about their communication preferences, needs, challenges, and expectations. Identify the gaps, issues, and opportunities for improvement. You might find out that you need to clarify your goals, roles, and processes, or that you need to adjust your communication frequency, style, or tone.
Without question you should ask your employees why they're not engaging with your internal communications. This will give you the insights you need to make the right, effective changes to your internal communication that will get them back on track as quickly as possible. I'd combine qualitative and quantitative methods for gathering these insights.
It all starts with your teams and how much they trust you. If the management style is abrasive and abusive (emotion intelligence is key) then the environment for deeper engagement is limited. I've met so many managers who brag that they are "amazing" to their teams, only to meet their teams and learn that these managers are "tolerated" and that the mode of communication is done on the side (off line). Trust is what allows our teams to become better employees; better at their job. Communication is key.
Assess, Plan, Adapt, Execute. Can't move forward and fix a problem without understanding the stakeholders, the issues and also the tools and leaders who will be instrumental in fixing the problem.
To understand what went wrong find a way to communicate with the staff either formally or informally, organize in-person meetings to discuss their perceptions of the current communication platforms available. By facilitating open discussions, ensure that our actions are aligned with the interest of our employees by encouraging the staff to participate on the progress of the platform. Establishing a consistent follow-up mechanism to address any identified risks and continuously improve our communication systems. This interactive understanding will empower employees to feel that their input is valued & they are actively contributing to the progress of internal communications, ultimately create sense of belongingness to the organization.
When your employees are the customer, the stakes are high. Gather input, express gratitude for the input and suggestions and keep employees informed on progress. I've found that the best way to assess the current situation is a multi-pronged approach. Send out a short survey, host a focus group with employees at all levels, conduct a few 1:1 information gathering sessions, and do a few activities that promote good feedback on the current situation. Internal communications evolves with the growth and changes in an organization. What worked a year ago, might not work today.
The second step to improve your remote internal communications is to select the best tools for your team. There are many options available, such as email, chat, video conferencing, project management, or collaboration platforms. You should consider the features, costs, and compatibility of each tool, as well as how easy it is to use and access. You should also establish some guidelines and best practices for using each tool, such as when to use which channel, how to format your messages, or how to handle urgent requests.
It's important to recognize that while everyone desires to stay connected and informed, it’s essential to prioritize messaging, channels, and timing to avoid an overflow of communication. It will ensure that essential information is conveyed without adding to the noise, thus maintaining a balance between staying informed and enabling people to continue focussing on their core job responsibilities.
I have spoken to a few people about this and some great advice was to look at reaction times to different platforms. For example, younger people (than me) are less likely to respond to emails as much as I would. And if you message them on their chosen platform you are more likely to get a response. For example, if you message me on Linkedin you are more likely to get a response as this is my core channel. Also if you make messages too woolly and don't get to the point you will lose the attention you require and coms breakdown. You must ensure everything you do is simple to access, understand and engage with. And of course mobile friendly across all mobile platforms from Apple to Android.
Despite the best efforts of the tech world to engage me in new tools, they won't work unless the atmosphere of a company is happy. People have to want to talk to each other in the first place. Introduce too many tools, throw money at them, but they'll cling to email or WhatsApp unless they feel there's something in it for them to get to grips with the new fandango.
It's important to analyse the tools and communication channels that your remote employees actually want to be reached on before jumping into anything. Recently there has been a desire for a return of more asynchronous communication, email is back on the rise as a popular communication channel with employees saying that it cuts through the noise of over-communication and is more manageable to consume. And if you haven't done so already - ask your people. Explore how they want to be reached, engaged and involved. As you may already have the right tool right under your nose.
A presen?a da lideran?a no trabalho remoto é crucial por várias raz?es. Primeiramente, ela demonstra comprometimento e apoio aos colaboradores, transmitindo confian?a e seguran?a em momentos de incerteza. Além disso, a presen?a dos líderes ajuda a manter a coes?o e a conex?o da equipe, promovendo um senso de pertencimento e colabora??o mesmo à distancia, garantindo que as metas e expectativas sejam claras e que os colaboradores se sintam apoiados e ouvidos. Além disso, a presen?a da lideran?a no trabalho remoto pode incentivar a inova??o e o pensamento criativo, estimulando um ambiente de trabalho dinamico e colaborativo.
The third step to improve your remote internal communications is to create a communication plan that outlines your objectives, audiences, messages, channels, and metrics. A communication plan can help you align your team on the same page, ensure consistency and clarity, and measure your results. You should also review and update your plan regularly, based on the feedback and data you collect. A communication plan can help you avoid communication overload, confusion, or silos.
Some examples I’ve tried on my two latest projects that proven to drive more employees engagement on this new plan are: 1. Develop plan to increase urgency and create a special momentum when kick start your new internal communication innitiatives. 2. Select a group of high-engagement employees to act as “change agent”, give them clear brief both verbally and writen about they role. 3. Plan to create a concise brief documents (make it on Canva to make it less boring than just share a regular document), which communicates Why, When, Who, How and Timeline of this project. Share it to leaders and the “change agents” team. 4. Always start and end the project with employee surveys to measure the impacts 5. Infuse with gamification plan (my fav!)
Communications plans are where the fun starts. I recommend narrowing down and focusing on phased execution of a comm plan. I often see teams bite off more than they can chew - and dumpster fires occur (and I'm called to resuscitate it). Start w/ working with the CEO on a weekly letter, move to a internal company blog, then go to a newsletter, maybe then an SMS staff program, then articles about staff, build your content library then... You see what I mean? The error most teams make is thinking they have to execute all at once - or even quickly after one is complete. Rome wasn't built in a day, so slow it down. You can do this!
Personally, I love plans, I love having all communication planned, but it is important to adapt to possible changes, especially in a rapidly changing environment. That's why plans are great, I recommend creating short-term plans, medium-term and long-term plans with regard to and openness to ad hoc communication. At the same time, review all mid-term and long-term plans in time.
Creating a detailed and updated communication plan is essential to improve remote internal communications. This plan helps align the team, ensure consistency, measure impact, and prevent problems like information overload and confusion. Constantly revising the plan based on feedback is key to effective and efficient communication.
O plano de comunica??o é essencial para definir a estrutura do planejamento estratégico e da atua??o da equipe, para a partir daí se dar a a??o e desenvolvimento das atividades definidas para cada área. Um plano de comunica??o bem definido e elaborado, facilita a rela??o interpessoal entre a equipe, além de ajudar na gest?o de crises e conflitos com o seu cliente e permitir ideias disruptivas planejadas e pensadas para atingir diretamente o seu público.
The fourth step to improve your remote internal communications is to build trust and rapport among your team members. Trust is essential for effective communication, collaboration, and performance. You can build trust by being transparent, honest, and respectful, as well as by showing empathy, appreciation, and recognition. You can also foster rapport by creating opportunities for informal and social interactions, such as virtual coffee breaks, team-building activities, or fun quizzes.
For remote workers who are struggling with communication, all the advice here about a structured comms plan and feedback loop is awesome... But in addition, let's not forget the power of informal, less structured connection to create trust and build relationships. Encouraging leaders to hold skip levels that are an open conversation style is one option. Supporting managers in saving space in their 1:1s and team meetings to really get to know team members can help. Holding gatherings that are about connection vs information is another. If your comms strategy is all about information, then you might be missing a critical piece to the engagement strategy.
Nothing can beat face to face encounters. There are many reasons that trigger communication distortions in relationships that occur remotely. Never mind remote working, even remote dating is very difficult to do. Therefore, if you want a remote relationship to work well, you have to arrange regular face-to-face meetings. Believe me, even if you only meet in person for a day, there will be lots of problems that can be solved and lots of plans that can be initiated.
After you assess the situation and begin to understand the disengagement, it's time to focus on more personal interactions that can re-establish trust and conversation. Focus on creating transparency and be consistent in your outreach to remote employees.
I would also say that in addition to trust - the sister of this concept - is consistency. Don't start something and stop - or skip a month. Your staff won't trust your efforts to be true!
While top-down communication has its place, also look at peer-to-peer communication. Craft curated narratives that can be cascaded through colleagues across functions, and businesses to make it relatable. Enable a ‘two-way’ conversation, where employees can share their inputs and make room for discussions. And to ensure a better sustainable strategy, be agile and adapt your strategy to evolving needs.
The fifth step to improve your remote internal communications is to encourage feedback and dialogue among your team members. Feedback and dialogue can help you improve your communication skills, resolve conflicts, and learn from each other. You can encourage feedback and dialogue by asking open-ended questions, listening actively, acknowledging different perspectives, and providing constructive criticism. You can also use tools such as polls, surveys, or forums to collect feedback and opinions.
In my experience getting people face to face, makes the world of difference And transitioning to a hybrid model where people can see each other on a regular basis is super important. Best communication happens when you are close and personal I know some people don’t have the skill but all people have the need So develop the skill Also become a good citizen and advocate for happy cities for people that don’t have to live on a commuting journey their live to go to work
Set aside time in staff and department meetings for feedback. Put it on the agenda. Allow people to think about it prior to the meeting and bring meaningful input and feedback. Asking for feedback ad hoc or off the cuff rarely results in usable or actionable input. Another way to implement a feedback mechanism is a monthly short, anonymous Google form to collect inputs.
Before one can address an internal communications program that is “falling apart”, one needs to understand what “falling apart” actually means. And, since your audience and “customer” is the employee, I would first suggest investing in regular feedback sessions; both in person and via anonymous surveying. Once themes and patterns emerge in the feedback data, the right tools and communication planning can be established. Feedback is the first step in rectifying a problematic program!
Ensuring that positive feedback and open dialogue are consistently maintained can play a crucial role in safeguarding remote internal communications that may be deteriorating. By fostering an environment where team members feel comfortable sharing their thoughts and ideas, organizations can prevent breakdowns in communication and promote a sense of unity among remote employees. Encouraging feedback allows for issues to be addressed promptly and constructively, while open dialogue facilitates transparency and trust within the team, ultimately strengthening remote internal communications.
Communication is a two-way system thus having feedback from your internal messaging can improve your communication. Having feedback can inform one about what is working and not. Moreover, feedback can also give a sense of the prevailing mood in the organization and your communication should always capture the mood
The sixth and final step to improve your remote internal communications is to adapt and innovate. Remote work is constantly evolving, and so are your communication needs and challenges. You should be flexible and willing to try new things, experiment with different approaches, and learn from your mistakes. You should also keep an eye on the latest trends and best practices in remote internal communications, and seek inspiration from other successful teams or organizations.
To address challenges in remote internal communications, initiating a well-structured communication plan is crucial. This plan should aim to include all team members comprehensively, motivating them to actively engage with the initiatives. It's essential to cultivate a sense of belonging among team members towards the brand or company, reinforcing their connection and commitment. Such an approach ensures that everyone feels valued and integral to the team, thereby enhancing overall communication and fostering a united remote workforce.
While all these ideas may be excellent, it's essential to recognize that if your internal communications plan is failing, it's likely because you haven't actively sought input from your colleagues/employees. Here's what you can do: 1. Connect with your colleagues to understand why the current plan isn't effective. Encourage them to share feedback and suggestions. 2. Ask what communication initiatives they would like to be involved in. Be open to their input. 3. Invite individuals to volunteer. They can nominate themselves/others to lead learning sessions, organize team-building activities, or share their experiences. 4. Share regular updates on internal communications initiatives. Consider discussing this during routine team meetings.
Adapting in the communication process is essential to advance in our active listening and subsequently in our communication. Innovation most of the time is doing the basics well.
Microsegmentation has become key when establishing communication between a company and its clients. This criterion must also be key in internal communication processes. With a good baseline, we can understand the interests and motivations of our collaborators and, based on them, engage in more attractive internal communications that spark their interest in participating. One size no longer fits all for internal communication.
Responsiveness is a key word in communications, specially on a remote setting. Your strategy should be responsive to the available channels and tools, and to your audience needs. In addition, one reflection on innovation: you don’t necessarily need to create a game changing technology to be innovative: sometimes, simply adopting a new approach might be the innovation you need.
Internal communications is a powerful tool in driving cultural change and connecting staff with the vision, mission and values of the organisation . It can also have a huge impact on the overall employee experience. But it has to be authentic, transparent and collaborative. It requires a deep understanding of the diverse employee groups within our organisations to ensure they are receiving the information they want, how they want. It cannot be a one-size-fits-all approach.
La comunicación interna es una de las disciplinas menos valoradas dentro del campo de la comunicación y en cambio es de las más importantes para alcanzar los objetivos de la empresa. A menudo se confunde comunicación de RRHH con Comunicació interna y por eso todavía hay un debate sobre que departamento debe liderarla. Para mi no hay duda. La comunicación interna necesita ser gestionada por expertos en comunicación.
Your Internal Communications should be an integral part of your Communications strategy (and that, in turn) should be an integral part of the company’s business strategy). Another common mistake is to assume that a lot of communication is good communications when that is often a red flag for poor communications strategy
Ensure leaders are committed and active with communication. The best plans fail without leaders being fully committed and engaged.
One more thing to consider while developing any communication content is the attention span of the audience, which is decreasing day by day. So keep it short.