6 Steps to Developing an Internal Communications Strategy

Why Internal Communication Matters

Internal communication is the transmission and exchange of information within an organization. With an effective internal communication strategy in place, organizations can ensure that employees and internal stakeholders understand the business goals of the enterprise, and their own roles in achieving these business objectives.

 

As more organizations transition to remote and hybrid working, the internal communications function is also a key factor in maintaining employee engagement, and keeping home-based and/or geographically dispersed workers in touch with their colleagues and with ready access to the information and resources they need to do their jobs.

Besides the spread of information and resources, successful internal communications promotes employee engagement by establishing a forum in which the employee voice can be heard. An internal communication strategy that promotes inclusion and transparency empowers organizations to both engage employees and establish a culture in which they feel valued and encouraged to take an active part in realizing the mission of the enterprise.

In fact, the role of internal communication in fostering employee engagement is hard to downplay.

According to Gallup’s State of the Global Workplace: 2022 Report, employees who lack engagement with their companies cost the world $7.8 trillion in lost productivity each year. Other studies show that employees who are engaged are 87% less likely to leave their organization. Having an effective internal communications strategy in place therefore assists organizations in employee retention and productivity.

Other benefits of internal comms

By enabling the organization to connect with staff and stakeholders at all levels, an internal communications strategy empowers businesses to deliver targeted information in an easy to digest form that also promotes increased productivity.

With an integrated internal communication platform that offers a consistent set of tools, organizations can engage employees at any location – whether that be in the office, on the road, or working from home. 

Internal communication systems capable of delivering messages in real time allow companies to instantly inform staff about the latest developments, such as changes in the law or regulatory requirements, project updates, and events promoting the  company’s culture.

Developing an internal communication strategy

If you have no existing internal comms strategy, you’ll need to start from scratch.

Developing an effective communication strategy is a multi-phase process that typically consists of the following elements. 

1. Make an assessment of your current internal communication strategy

Your first step should be to assess the current level of performance. Review your IC goals in line with your business objectives and list the strengths and weaknesses in your current internal communication planning.

Seek feedback from your employees to discover what their pain points and preferences are, in relation to the IC tools and channels that they currently have available. You can use working groups, staff surveys, and focus groups to obtain this information.

2. Identify the internal communication technologies and techniques you require

Based on your perceived needs and/or the results of analyzing your existing internal communications setup, identify the range of IC channels that you require, and the types of technology most suitable for putting them in place. You might, for example, consider installing intranet software to establish a digital workplace and collaboration platform.

Look for internal comms solutions that are easy to use, with facilities for social interaction, project management, collaboration, and planning.

 

3. Set your internal communication budget and timelines

With an IC technology wish list in place, you now need to set a budget for acquisition, installation, training, and system maintenance. You should also set out a time frame for the various phases of your deployment.

Note that a degree of change management will be involved. This may typically include getting key stakeholders on board (Finance, the HR department, etc.), general announcements concerning the new IC strategy, and training programs to familiarize employees with the new communication channels.

4. Set parameters for internal communications monitoring

To enable you to assess the success or otherwise of your IC strategy and implementation, you should identify Key Performance Indicators (KPIs) that can be linked to internal communication. Examples could include the open rates of email and internal newsletters, numbers of shares, likes, and comments for blogs or social media posts, employee retention and turnover, or the increase in numbers of employees using the company intranet.

5. Review your IC strategy over time

You should periodically review your IC strategy, to ensure that it continues to align with your business strategy, business objectives, and plans for internal communications success.

6. Choose the right internal communications technology partner

 To implement and sustain your IC strategy, you’ll need a technology partner that understands your business, and is capable of providing the internal communications tools and support you need — both now, and in the future.

Claromentis is an intranet solution with a difference. All our apps are easy to access from your integrated digital workspace, making it a one-stop-shop for sharing information, collaboration, and internal communications.

We’ve been in the intranet business for over 20 years, so we know exactly what tools companies need to support their teams. We’ve built company intranets for every industry including financial, education, and healthcare. We’re constantly improving our software too, with new apps, features, and enhancements added with every release.

The Claromentis platform makes it easy for organizations to communicate effectively by providing tools such as corporate social networking, internal intranet messenger apps, and collaboration spaces.

If you’d like to know more about how Claromentis can help your organization develop and implement an internal communications strategy, book a demo with our experts.