Internal office communication – 8 essential strategies

internal office communication

Internal office communication is a key to increasing business growth. Nowadays, the vast of the organizations tend to forget that it’s the internal audience – the employees – who are the most valuable asset in the business. That’s why it is important they communicate and collaborate freely among each other and share news, good or bad. The digital revolution brought about the rise of social media tools. They opened many doors for organizations to develop and apply effective strategies, and get the best of the communication course. To put it simply, the key element in every successful internal communication strategy is, to give the employees a voice. Now, with the many benefits of modern technology companies are ready and willing to give that voice in various creative ways to enhance employee engagement in the company’s mission.

The benefits of developing and applying a strong internal office communication strategy -

  • Employees will start seeing things on a larger scale. They will gain a good understanding of their place in the organization.  Once they feel valued, they will become more committed to the job.
  • Good internal communication will add meaning to the team work. As a result, they will be eager to contribute more to the organization.
  • Communication is not only about establishing a leadership anymore. It is about applying the right strategy to motivate, inspire and engage employees. Understanding the needs of the staff defines effective leadership.
  • Through effective internal communication organizations achieve trust and credibility. As a result, they attract more competent, committed and loyal workforce.
  • Organizations who manage to achieve better internal communication still remain a rare breed these days.
  • Through effective communication strategies, organizations enable employees to do their jobs better. They create a productive work environment that instills a mutual sense of purpose and inspires growth. 

8 Essential Strategies for Internal Office Communication

Bring in a company chat software

Thankfully, the growing interest in internal office communication leads to the invention of a number of such software programs that make the process simple and hassle-free. Let simplicity be the guiding principle behind every practice you use. Regardless of the size of the group you refer to, simplicity always remains crucial for the successful outcome. Open source applications for team chat can do much good in a collaborative environment. Pick those tools that work best depending on the size of your team and company mission. Among the best internal office communication software programs are  IRC, Let’s Chat, Mattermost, Rocketchat,  HipChat, Jabber/XMPP, Slack, Yammer, etc.

Take advantage of cloud technology

Cloud technology such as Dropbox, iCloud and Google Drive will serve your team of employees really good. Introduce one online platform for email communication and document exchange. This is the perfect way to store important files and data in a safe place and prevent further problems due to system failure, computer problems or hacker attacks.

Work can be fun

Work doesn’t have to be all serious anymore. It can be entertaining as well. It’s healthy for the team to have some fun from time to time. Craft hilarious posts on social media, post photos from team building events. You’ll be surprised how much this empowers the overall motivation and the sense of being part of a special community.  The vast majority of the milennials truly believe that working and having fun must come together.

Open door policy

This policy should go beyond the physical border. It’s vital that the staff members, in a case of need, must be able to get in touch with managers of all levels in a painless way. Lines of communication must remain open all the time. Also, the team members mustn’t be afraid to talk to someone from the upper management. That’s the best way to keep the company healthy from inside. “Open floor” type of managers usually sit down with staff and listen to what they have to say. Such meetings don’t necessarily take place at the office. They can happen in a cafeteria nearby or someplace else where the employee is comfortable.

Building trust through transparency

Transparency has a crucial part in internal office communication. In fact, this is the key element to building credibility and trust. It also sets the scene to an open dialogue. If you keep your team in the dark and they sense it quite well, they won’t be willing to share ideas, suggest solutions or feel engaged in the company’s prosperity at all. Those are the signs telling the internal communication is broken. You can fix it through applying the transparency approach. In reality, the team can’t have full access to information of all kinds but, in the name of harmonious and honest relations, it is recommendable to shed some light on the matters of their concern.

Don’t underestimate the power of visual content

Visual internal office communication software brings many benefits. This is a good way to announce new meetings, company events, vacant positions and newcomers as well as inform the staff about niche-related news, upcoming events, seminars, rising trends, etc. Digital display software, like ContentPlum, is a great way to serve inspiration to your team of professionals and boost their motivation. Visual content is the best channel to illustrate goals and remind of former accomplishments for motivational purposes.

Social media keeps the team informed on market trends and news

It’s essential that team members are aware of what is happening in the market niche. You never know what piece of information may inspire a breakthrough idea or valuable solution to an ongoing issue. Encourage the team to share news and discuss market trends and famous strategies with each other. This is an excellent technique to make your team feel special contributing to the company good.

The golden mean in using social media

Still, many companies block the access to internal office communication software purely from a productivity perspective. That’s old-fashioned now. Have more faith in your employees. They sure have in mind not to cross the line between “personal and business”. Instead of taking away the pleasure of social media, let them have it, but be sure to set some rules first. This is a great way to gain credibility and respect because today’s employees are more engaged in social media than ever. Look for the desirable middle between two extremes. Allow them to read and share industry-related content – news, articles, charts, infographics, tweets, interviews with experts in the industry, etc. It will make them happy, and keep their focus clear and on the work.

The role of internal communication in today’s world

Needless to say, successful internal office communication does not come down to automatically produce informative messages saying what people want to hear. Communication means understanding the listener’s needs and desires. You can do that simply by listening to what he says and refers to. How he feels about culture, moral values, goals, ideas; in what way he relates to the world. There are so many factors that might influence the company’s approach –geography, demographics, company objectives, culture, brand, etc. Whereas some companies can afford to apply a large array of social tools and strategies, others achieve just enough success by using one or two, for example a Facebook group or a simple blog where every employee is free to express their thoughts.

Conclusion

Internal office communication sends the right message across. Through applying the right strategies, in the end, employees gain vital awareness of the company’s mission and their role in the whole process. The effective internal communication informs, inspires, motivates and engages employees to work hard as a team and help the organization move forward and succeed.