Your company’s internal communications can impact the quality and consistency you have. Clearer and more fluid communication will improve team collaboration and productivity. The entire operation may collapse if there are lapses of timing, phrasing, clarity and communication.
What are your options to enhance internal team communication?
Troubleshooting
Take a moment to assess any possible problems.
Did you find anything wrong with your organization that can be attributed back to inefficiency in communication? Is there a specific communication problem that has caused a drop in a certain metric? You have the chance to fix whatever problem you are facing.
An example: If you have noticed an spike in customer churn this could be an indication that your customer service reps aren’t clear about their responsibilities and aren’t properly handling customer support communications.
This issue can be solved by revisiting your SOPs or team meeting protocols.
Establish Strong Leaders
People will often mimic their leaders’ styles and approaches, whether they are conscious, unconscious, mixed or some combination thereof.
For effective communication to be a success, you need strong leadership. Your leaders should communicate consistently, in clear and concise terms, to set an example for others.
Here are two possible approaches.
First, when it comes time to promote and hire new leaders, it is possible to prioritise effective communicators. You will be more likely than your less-effective counterpart to get into a leadership post if you have someone who consistently communicates clearly and effectively.
You can also offer education and training to existing leaders. Training and instruction in communication, combined with practice can transform almost anyone into a competent communicator.
You should create multiple communication channels.
You should make use of multiple communication channels. Different communication media have their strengths and weaknesses. You can use them in different contexts to communicate more effectively.
If your employees have access to all these tools and know how to use them, internal communication will be much more effective.
Digital Signage
You can display any type or text with digital signage software. And you can rotate through different messages. Your screens can be used to display consistent reminders, alerts of current conditions, instructions and updates throughout the office. This is a great way of getting everyone in the office on the exact same page.
Email is a popular form of workplace communication. However, email is not the best tool for creating complex ideas and for maintaining a dialogue.
Chat
Chat platforms make it easy for people to exchange quick questions and engage in a dialogue. But they can also prove distracting. While no one likes to be pulled into chats every day, they can be an effective communication tool when used to the fullest extent.
Calls/Video Conferencing
Calls and videoconferences are great for organizing many people and holding complex dialogs. They are time-consuming and can lead to a lot of confusion if there are too few participants. They should be used sparingly.
Social Media
Even social media can be part of your internal communications strategy. If used properly, it can foster stronger connections between your employees as well as provide an informal and easy way to reach someone.
Construct consistent workflows for Task and Project Management
How do you communicate with people about high-level, low-level projects and tasks?
Can you use a template, for instance, to describe a particular project? Who is responsible in communicating details about a specific project? How should employees communicate details about a project to their coworkers?
If you don’t have clear procedures and protocols for project or task management, things will quickly turn chaotic, as each person will bring their unique style and approach to the group.
Strive for a consistent, measurable process that everyone can understand.
Train and board your new hires
Training onboarding and training employees is a crucial opportunity to teach them the basics of effective internal communications.
Expectations about how they will communicate should be set and you can also consider giving additional education and training to anyone who seems to be having difficulties.
Utilize Team-Building Events
The best way to improve communication skills is through team-building events.
Most employees will be given a challenge to collaborate or compete in these events. They must communicate with one other in order for them to succeed. It’s a good communication strategy that can expose your weaknesses. It also gives your employees an opportunity to bond with eachother and get to understand each other better.
Employ more visual forms of communication
Even though mastering written languages is beneficial, most people prefer to visual forms of communication.
Visual communication forms are quicker, easier and more intuitive than verbal. It is easier to see data visually in a chart than have someone tell you a bunch.
Use visual communication to improve internal communications at work. Use photos, illustrations and diagrams to convey your points.
Consider teaching or coaching opportunities
It’s not likely that all of your employees are good communicators. That’s totally okay.
Anyone can become better communicators if they get the right coaching. If you observe a member of the team falling behind in communication or struggling with a particular aspect, be sure to take this as a learning opportunity or coaching opportunity. What specific problem is this person causing? What steps can they make to make things better?
Recognize individual strengths, and weaknesses
It is also important to understand that communication is not a standard for all. Different people communicate differently, and that’s fine.
While someone who can read and write well may be able to engage in conversation with others, someone who cannot type coherently email messages might struggle.
Your job as a leader in communication is to understand and capitalize on each person’s strengths and limitations. People should be placed in positions that allow them maximum communication and learning.
Be gentle with your employees
It’s important to keep your employees from overloading or overworking them .
This guide offers many strategies and tools to help you train your employees to be better communicators. It won’t work if they are constantly bombarded by new communication requirements, and then overloaded with training.
Improvements in internal communication are something that can be achieved over time. As such, it is important to take baby steps, and then move on to a more progressive, forgiving approach.
Get feedback
All levels should be open to receiving feedback from employees and leaders.
What are their satisfaction levels with internal communication? What type of internal communication is the most popular target for complaints? This will help you get a better picture of your internal communications “pulse”, which will enable you to make more effective communication strategies.
These strategies, along with patience, will help you see steady improvements within your internal team communication. If you establish a strong foundation for internal communication, it will be easier to maintain better communication. Communication principles that are good will become part of your company culture. This makes it easier for you to be consistent and onboard new members.
While this doesn’t necessarily mean you shouldn’t pay attention to your internal communications, it does allow you to take some time to celebrate a win.