Internal communication : definition, issues, and implementation. And how a team building tool can help.
HR Phone Home
Internal communication is the process of exchanging information and ideas within an organization.
It is essential for the smooth functioning of any organization, as it helps to ensure that everyone is on the same page and that everyone is working towards the same goals. However, internal communication can also be a source of issues and challenges, particularly when it comes to remote teams.
So, what is our definition of "internal communication", what are the issues that can arise, and how a team building tool can help?
Internal communication
Internal communication refers to the exchange of information and ideas within an organization. This can include communication between employees, as well as communication between different departments or teams. It is an essential aspect of organizational life, as it helps to ensure that everyone is informed and that everyone is working towards the same goals. Effective internal communication can help to promote a positive company culture and to build a sense of community among employees.
What are the main challenges with internal communication?
Despite its importance, internal communication can also be a source of issues and challenges. One of the biggest challenges is that of communication breakdowns, which can occur when employees are not given the information they need to do their jobs. Additionally, internal communication can be difficult when dealing with remote teams, as it can be harder to build trust and establish effective channels of communication.
-
Lack of transparency, now at the forefront of internal communication problems
Corporate speech must tend towards more and more complete transparency. This trend, which has been emerging for several years, has become even more pronounced in the last year with the confinements and massive telecommuting.
Employees really need to know what's going on in their company, to know why major decisions are made. They are much more accepting of changes if they understand the rationale behind them.
Conversely, internal communication that is too vague, or that never addresses the issues, will be less and less credible. It will lose legitimacy, and the bond of trust between employees and the company will be broken.
-
Not communicating at the right time
Internal communication teams, or leaders, sometimes need to take a step back to determine the best way to approach a given topic. However, this must be balanced against the importance of finding the right timing. On the most important topics, it is difficult to avoid leaks. Communicating too late therefore means arriving after the spread of rumors, against which it is complicated to fight. On the other hand, it is important to take the time to put certain subjects into context.
This allows employees to understand the different issues at stake and therefore to better accept them.
Establishing a precise communication plan then helps to find the right time and the right way to disseminate information.
-
Too much communication... or not enough
One of the most difficult internal communication issues to solve is the amount of information being shared. Employees need to receive regular news about their company, whether it's business news, information about their daily lives or simply articles featuring employee profiles or new projects.
On the other hand, too much communication means running the risk that the most important elements will go unnoticed among the others.
It is therefore important to allow employees to share their thoughts on current issues in a safe environment.
-
Identify the targets to limit internal communication problems
Some misunderstandings between employees and the company come partly from a poor approach to the different internal populations. So, when preparing the distribution of content, do not forget to take into account :
- the communication channel, as not all employees have the same reading habits, nor the same access to tools
- the number of employees who are truly concerned by this information
- disparities within the same internal population, such as generational differences
At the same time, it is important to ensure that all business lines and sites are well represented internally, for example in the employee portraits. This will prevent some people from feeling left out or ignored. Informal exchanges between managers help smooth out the comprehension of stakes and distribute information.
-
Lack of adequacy between the corporate discourse and the facts
Transparency is essential for employees to trust the company, but it is not enough. It is also necessary that actions, and in particular those of the managers, are in line with what is said.
For example, it is not possible to ask employees to make budgetary efforts while organizing a seminar in Hawai. -
Neglecting to train managers in their role as communicators
Managers are an essential part of internal communication. They allow information to flow down as well as up, and relay questions and suggestions from their teams. They must therefore be supported in this process by providing them with the necessary tools.
A good manager allows his colleagues to make their voice heard, and therefore to feel considered by the company as a whole.
Managers, in particular young managers, must be able to share their practices. They must be supported in this process by providing them with appropriate peer-to-peer exchange programs.
Implementation of internal communication
The implementation of internal communication is an extremely vast subject, which must be able to deal with the three main types of time: the day-to-day, the event-driven, and the crisis. According to Christian Michon, there are six components or pillars of internal communication: information, identification, conviviality, participation, federation and involvement.
The combination of these three types of moments and these pillars of internal communication provide a matrix, which must now be completed to deal with the subject in its entirety.
It is essential to establish clear channels of communication, ready for these three types of moments such as regular meetings, email, or instant messaging, and to ensure that everyone is aware of how to use these channels effectively.
Another important aspect is to establish a culture of open communication, where employees feel comfortable to share ideas and concerns.
Team building tool to help internal communication
A team building tool can be a great way to help overcome the challenges of internal communication, particularly when it comes to remote teams. A team building tool can help to build trust and establish effective channels of communication, as well as promoting a sense of community among employees. Some examples of team building tools include virtual team-building activities, online collaboration tools, and virtual team-building games. By using a team building tool, organizations can help to ensure that their remote teams are working together effectively and that everyone is informed and engaged.
