Communication both externally and internally is a pertinent aspect of any meaningful relationship or organization that really and truly wants to succeed. Most organizations have various internal communication strategies. However, not all of these communication strategies are efficient enough to serve the purpose for which it is in place.
An efficient internal communication strategy holds for both employees and employers the following advantage.
- With a better engagement of the employee, every worker is better informed of his role leading to increased productivity.
- A strong and better integration.
- Better customer satisfaction.
- Effective crisis management.
- Promotion of transparency.
It is not enough to have internal communication. What makes the difference is having effective internal communication. Below are the features of an efficient internal communication system.
- A detailed and objective communication.
- Explicit use of language.
- An accessible two-way communication system.
- Regular communication.
Below are essential tips for ensuring an efficient and effective internal communication system.
1. Ensure that Communication is regular.
Disseminating pieces of information and updates within an organization should be carried out weekly or daily. Doing so will ensure that workers have an up to date information on the company’s goals, strategies, and policies. The regular update gives the employees a sense of being incorporated into the organizational goals. In turn, this will increase productivity. IF your company does not yet have offices, you can work in a shared co-working area so that employees can easily communicate and collaborate.
2. Make Time to Communicate in Person.
Whenever there is a crucial development that needs to be shared, endeavor to do so in person. It will give you control over your audience as they hear directly from you-the boss.
Also, it will enable workers to have a better vision of what needs to be improved or done.
3. Select Efficient Tools for Communication.
Generally, we communicate using various mediums. Internal communication in every organization is carried out through numerous mediums. Here are examples of tools for communication.
- Social media.
- IM platforms.
These tools ensure that you have a variety of options to choose from that will serve your organization. You need to consider the pros and cons of each of these tools and how well it can meet your organizational communication needs. Nonetheless, one can use more than one of these channels to ensure efficiency and effectiveness. Effective communication has to also be ensured in terms of sharing important information. You have to make sure that your team has various tools at the disposal that for instance, helps them send large files. This might seem trivial but if not taken care of can negatively impact workplace productivity.
4. Get Ready to Lead by Example.
In every organization, employees tend to plant their footsteps in the boss’s footsteps. Hence, if you encourage hard work and working overtime, then it should show in your actions. Also, when you intimate your workers of the organization’s financial setback, don’t go buying a new luxurious house or a brand new car.
Additionally, to ensure open and effective communication among your workers, be ready to do the same.
5. Send and Resend Messages.
Using many formats to pass out information repeatedly ensures that everyone within the organization receives the information. For instance, the same message sent on the social media platform can still be emailed to workers or be emphasized during a briefing, which serves as a reminder for forgetful employees.
6. Become Transparent and Quickly Debunk Rumors.
Through communication with your employees, they should see you as being transparent. Doing this will increase their confidence in the system and in you.
Also, communicate with them as soon as there are any rumors because it will allow you to quickly debunk any rumor that could escalate to a complicated situation.
Additionally, it will lead to developing a healthy and professional working relationship between you and your employee and among your employees.
- Conduct an Employees Survey from Time to Time and Listen to them.
Running a survey for your employees enable you to achieve the following:
- Get to know issues of great concern, which will ordinarily get swept under the carpet.
- Get to know the thoughts and feelings of your employees towards your plans and achievements.
- Get a grip on information or ideas that could increase your success rate.
What use is it if you conduct surveys but do not listen to your employee’s responses? Of course, it is pointless. Ensure that you do not just carry out a survey regularly but listen to your employee’s contributions. You will be surprised at the brilliant ideas they have to share.