Due to the coronavirus pandemic, many companies are forced to offer their employees remote work, which is characterized by a completely different way of communication than working in the office. It turned out that internal communication is an increasingly urgent need for companies and organizations. Remote communication is something new for many workplaces, and therefore they need to improve this aspect in their company. But how to do it? How to improve internal communication in the company?
Why is internal communication so important?
Internal communication is responsible for the flow of information in the company that is necessary to perform tasks and projects. Problems with it may arise when the company works remotely. Nowadays, a lot of companies have switched to remote work mode, which has caused communication problems among many workplaces.
Without efficient communication, the company will not function properly, making it more difficult to implement its strategy and achieve its goals. In addition, it affects the efficiency and speed of the work performed. An important aspect is also mutual understanding and knowledge of employees of a company.
Companies with good internal communication have a much better chance of financial success and a better chance of being ahead of the competition on the market.
Another important aspect is that good communication within the company has a positive effect on the work culture, the atmosphere in the team, and its members’ satisfaction. It is also important that employees have confidence in the information they receive. Good communication increases the level of trust, which makes the information received appear more credible.
When hiring new employees, onboarding must be carried out, which facilitates the adaptation of new people in the company. Good internal communication allows for a more efficient introduction of new people into the company’s structures.
How to plan internal communication?
At the beginning of the planning, you need to develop a strategy for internal communications. And effective communication starts with understanding the people who are part of it. It is worth asking your employees what their needs are so that a given communication is not created by just one person but by the entire team.
Together with your colleagues, you can think about the main values of the organizational culture, the principles of communication. It’s a good idea to set communication standards. Being on a first-name basis with the whole team is a great decision that eliminates potential confusion or weakness of communication.
What tools to use?
Over the last few years, the number of tools for internal communication has steadily increased. Despite the emergence of many tools, we should limit their number to the necessary minimum. Using too many tools can lead to chaos in communication, which can frustrate employees.
By working remotely, you have less and less eye contact with other colleagues, which is key to establishing a relationship in the company. To cope with this, you can use the possibility of making video calls. According to the State of the Sector 2020 study organized by the British Gatehouse agency, the respondents chose video calling as the most effective form of communication.
One of the most popular communication tools is the use of mailing. Nowadays, everyone has an e-mail address and can use it, so using it does not require spending time on learning how to use it. In larger companies, you can also use the company newsletter, which can be a good way of taking care of the involvement of employees and keeping abreast of all the important information and events. One of the main tasks of the company’s newsletter is to ensure communication consistency, but also to inform employees about the current situation in the company.
Platforms for managing projects and tasks in the company are becoming more and more well-known. Using these platforms, we can create a list of tasks and assign them to individual employees. Under individual cards with tasks, you can attach files, comment, and set a deadline for completing the tasks. Because these tools are intuitive and easy to use, they enjoy considerable recognition. The most common project management platforms are Trello, asana, and basecamp. Trello is characterized by simplicity, and the area we work in depends only on its users. Asana is definitely more elaborate than Trello. Using Asana, we can also assign specific tasks to specific people or work from the calendar view.
Thanks to the Basecamp platform, we can also coordinate the team’s schedule or compare our calendar with the calendar of other colleagues. Using this platform, you can use chat, task lists, calendar, or inbox. Basecamp is also friendly to people who have never used it. When you create a project, you answer a few questions and the platform sets up a sample work environment.
Live editing of a file by more than one person has become widely known and used. This is where Google Docs tools come to our aid, where more than one person has access to the file. A few years ago, editing files together and ripping them to external media was causing a problem. There was also a discussion whether a given file was in the latest version or not? Today live editing files with the whole team is no longer an issue.
Since 2020, remote work has become popular in many companies, making it very important to keep team communication in one place. One of the most used team collaboration software is Slack, which works like a typical instant messenger. Communication takes place through the so-called channels that allow the company to be divided into teams. Slack allows you to have a group and private conversations, and sending files is quick and intuitive. Using Slack, you can integrate it with other tools to receive notifications in it, e.g. from Gmail or even Twitter. This platform can be used with a computer, tablet, or phone. At first glance, Slack may be complicated, but offers a lot of possibilities that facilitate communication in the company.
Transparency in communication
Nobody likes when he accidentally finds out about something important. The result is that these people can feel excluded or omitted. Nowadays, it is emphasized that the team has the opportunity to view the current tasks of colleagues or their contact details. Transparency also applies to inform the team about the company’s goals.
Once we have developed the basic strategy and selected tools, the next step is to manage the existing or emerging communication. It’s a good idea to work out rituals, such as weekly team meetings on the agreed date.
Meetings integrate and motivate the team. Regular meetings create the feeling of some kind of deadline to complete the tasks. The role of internal communication plays an increasingly important role in companies and organizations, not only in terms of information flow but also in terms of integration and motivation of the team to co-operation.