4 Ways to Improve Internal Communications in the Workplace
Lamees El Zeghaty
Building a company culture starts with internal communications. Your workplace culture improves when information is shared openly, clearly, and honestly because trust levels rise. For the other components of a healthy workplace culture to flourish, a solid foundation of trust must exist.
Employees are more likely to feel involved with and driven to achieve the organization’s goals when they believe they are receiving information in a timely, transparent, and honest manner. Which workplace would you prefer? In a culture of secrecy where earnings are a mystery and you are unsure of what is going on outside of your immediate team, or in an environment where you are kept informed of the company’s accomplishments and you are confident, you’ll be the first to hear any news that is linked to the company?
A great workplace culture also involves regular communication and ensuring that all internal communication channels are open and efficient. This goes beyond only exchanging financial information or significant events that have an impact on strategy. Here are five actions you can take right away to enhance internal communications and significantly enhance your workplace culture:
1. Optimize Your Communication Channels
Everyone has a preferred method of sharing information since there are so many. Some people enjoy receiving a weekly newsletter, while others prefer to use social media-style apps and online collaborative tools to stay current in real time. Similar to how some people prefer emails to messaging, others still like to have in-person conversations via phone or video chats. The message frequently dictates the communication option, but options should always be available. This is where optimization comes in.
Consider your current methods and tools, as well as their purpose. There is a desirable quantity. Ask your staff what is most effective for them, what information is most useful to them, and for whom. Make sure there is a balance that enables all different workers to access information simultaneously. An intranet, digital signs, video chatting, and instant messaging are just a few examples of the many tools that can be used into this mix.
- Within the mix, provide employees with a platform for knowledge sharing. Whether sharing industry news or sharing a team picture, social media type applications enhance your culture at work by creating a community where people can learn and share together.
Collaboration tools are also important. These tools enable people to keep up to date with what is happening on specific projects. When employees are ‘in the know’ in real time it increases their engagement and improves productivity.
2. Challenge Yourself to Be Open
Managers need to lead by example so if your internal communication needs improving it often starts with you. It’s difficult to open up and share information. Not only does it take dedicated time and effort, it also means being really clear yourself about what information your people need.
- Start by walking around – yes even in 2023 Management By Wandering Around (MBWA) is still a thing! But now means getting creative to stay in touch when your people are dispersed and not everyone works in the same physical space. Regardless, checking in with people regularly is priority number one.
- The phrase “open door” is not only a popular statement. You should put this ability to use and let others know they may approach you with any problem. Schedule a time each week when you are accessible for visitors to drop by (online or physically) to ask questions, offer feedback, or simply to chat about life. This kind of information-sharing fosters trust among participants and enhances the culture at work.
Share successes and failures. Transparency starts with honesty, and nothing in life is always rosy. When you commit to sharing the good, the bad and the ugly you enhance trust – period! Be prepared to share organizational successes and failures including sensitive topics like financial setbacks, lost sales opportunities and negative feedback from the Board or owners. You never want your people to hear news (good or bad) from an external source first.
3. Incorporate Feedback Loops
Feedback is imperative to building a great culture at work through improved internal communication. People want to know their ideas and perspectives are valued. That means making sure you have systems in place to capture their voices and being open and straightforward about the feedback you receive.
- Create formal systems for gathering employee input. Yes, informal information sharing is important and you can learn a lot from these types of conversations however when you make it formal, through suggestion boxes and surveys, you elevate your level of accountability to follow through.
- Recognize that not all ideas are good ideas but they all deserve to be acknowledged. Let employees know what happens to their ideas and feedback once received. If you don’t close the loop, they will just assume their idea was ‘file 13’d’ and will be less likely to provide suggestions in the future.
Assess how well you are listening to your people and commit to continuously improving in this area. Front-line people often have the best insight into your business so not listening represents a lot of missed opportunities.
4. Communicate and Reinforce the Big Picture
Good internal communication relies on people knowing their purpose. They need to know what direction they are heading and how they are supposed to get there. This requires a solid understanding of your mission and vision and values. Communications should circle back to these core elements every chance you get.
- Ensure your mission, vision and values are living and breathing elements of your culture at work. Refer to them often to make sure they aren’t simply read during onboarding and then again at the start of the annual kick-off meeting.
- Communicate the strategy and goals regularly. Tie them back to the mission and values as well as the operational and individual goals team and employees set for themselves. Remember your feedback loops and make sure there are opportunities for employees to contribute their ideas at multiple points throughout the planning process.
- Answer questions related to the strategy and vision so that all your people really understand your True North. Too often these concepts are written as grandiose platitudes that lack any real substance or direction. When people truly understand what their organization wants to accomplish, they are much more likely to communicate with each other and support each other to reach the goal.
Internal communications are a significant driver of your culture at work. Done well, they ensure your people are onboard and pulling in the same direction. And good communication doesn’t need to be flashy, it just needs to be grounded in a genuine desire to create an honest and transparent culture at work that includes everyone in the message and encourages everyone’s input.
If you want a comprehensive view of how employees are experiencing your culture at work and how you can maintain their trust, ask us about our employee survey and Emprising.