Internal communications is a vital skill for any leader or manager who wants to engage, inform, and motivate their teams. But how do you make sure your messages are heard and not ignored, misunderstood, or forgotten? Here are some tips to help you craft and deliver effective internal communications that get results.
Before you write or speak, think about who you are communicating with and what they need to know. Consider their level of knowledge, interest, and trust in your message. Use language and tone that suits their preferences and expectations. Avoid jargon, acronyms, and technical terms that might confuse or alienate them. Segment your audience if you have different groups with different needs and tailor your message accordingly.
adapt the language not only to the audience, but also to the topic. on light topics, avoid too formal terms. When it comes to difficult and serious topics, do not communicate in jargon. Generally, use simple language so that users want to read the message to the end
Depending on your purpose, audience, and message, you might use different channels to communicate internally. For example, you might use email, intranet, newsletter, video, podcast, webinar, or chat. Choose the channel that best fits your message and your audience's habits and preferences. Don't overload them with too many or too few channels. Use a mix of formal and informal channels to create variety and balance.
you don't have to use only one communication channel, you can use different ones. it is important to adapt the content and length of the message to the channel. remember to adapt the channel to the topic. Balance is realy important:)
Your message should be clear and concise, with a clear purpose, a clear structure, and a clear call to action. Use simple and direct language, avoid ambiguity and vagueness, and use examples and stories to illustrate your points. Keep your message short and focused, and avoid unnecessary details and repetition. Use headings, bullet points, and visuals to break up your text and make it easier to scan and understand.
Dont forget about "call to action". It should be in the title of the message. text divided into points is easier and faster to read. you can also use hyperlinks in the message - interested parties will be able to delve deeper into the topic, and the message will not be overloaded with information
Your message should be consistent and credible, with a consistent tone, style, and format across all your channels and messages. Your message should also be credible, with accurate, relevant, and timely information that supports your claims and goals. Avoid contradicting or confusing your audience with inconsistent or outdated information. Cite your sources, acknowledge your limitations, and be transparent about your intentions and expectations.
It is good practice to show the message to several people before sending it and make sure it is understandable. A second opinion is very useful because it may turn out that something that is clear to us may be incomprehensible to The audience
Your message should be engaging and interactive, with a tone that reflects your personality, values, and culture. Your message should also invite feedback, questions, and comments from your audience, and encourage dialogue and collaboration. Use humor, emotion, and storytelling to connect with your audience and make your message memorable. Ask open-ended questions, solicit opinions, and acknowledge contributions. Follow up on your message and respond to feedback promptly and respectfully.
If you use a channel where interaction is possible - e.g. Yammer, remember to respond to questions. There is nothing worse than a question asked without a response, or a response after too long
Your message should be measurable and improvable, with clear objectives, indicators, and outcomes. You should monitor and evaluate the effectiveness of your internal communications, and use data and feedback to improve your strategies and tactics. Use tools such as surveys, polls, analytics, and focus groups to measure your reach, engagement, and impact. Identify your strengths and weaknesses, and learn from your successes and failures.