7 Tips to Enhance Internal Communication in Your Company

Is the internal communication in your company always in top gear?

Just admit it; even though the communication is good, it could probably be optimized in several areas, right? Especially the communication that is sent around between you. Do you experience, for example:

• One-way communication: Information trickles down from management via emails and monthly meetings, while employees' voices often drown out.

• The email tsunami: Overloaded inboxes with a lot of irrelevant all-to-all emails or emails where you are cc’d indefinitely.

• Outdated intranet: An outdated and not very intuitive platform that mainly functions as a storage space for dusty personnel policies, topped with a terrible search function.

Imagine instead a workplace where written information flows freely like a lively conversation, where you can always easily find what you need, and where collaboration blossoms with engagement and motivation at its peak. Here are 7 tips to boost your company's internal communication.

Internal Communication in the Company – a Bottleneck?

Does the internal written communication in your company feel more like a bottleneck than something that actually helps you move forward? 

You are not alone. Unfortunately, that is the reality in many companies, where much of the communication happens through emails. 

However, you can relatively easily achieve more dialog-based internal written communication and make it easier to find conversations without having to sift through a stack of emails. Here are 7 tips to get started:

1. Create a Culture of Open Dialogue

1a. Encourage open and honest communication at all levels of the organization.

Give employees a voice and create space for feedback and ideas. This can be done with Colibo, a modern, intuitive internal communications platform, where you can easily reach ALL employees regardless of job function or location. Also, employees in service roles and at the frontline. 

• Management should lead by example and show that they value dialogue and feedback.

• Create a culture where it is okay to make mistakes and learn from them.

• Use the intranet as the company’s shared internal communications platform. Here, it is possible to start conversations, react to posts from others (as we know it from social media), easily post updates, pictures, videos, etc., that can help create dialogue and community. 

• Arrange regular team meetings and workshops where employees can brainstorm, share ideas, and give feedback to each other and to management.

• Use tools for polls and surveys to gather feedback from employees on various topics.

Tip: Analyze the feedback thoroughly and use it to improve communication.

1b. Use platforms like Colibo to create a shared platform for dialogue.

Create groups on Colibo to encourage discussions and collaboration on specific projects or topics. For example, you can create department groups, working groups, project groups, a board group, a running group, or whatever you need. Gather all relevant documents, pictures, and communication in the relevant group. This way, it is easy for group members to find the information again, and the information only reaches the members of the group. 

It is also an easy way to ensure that sensitive information – e.g., related to customer projects or board work – only reaches the group members. 

Tip: Use working groups to share files, coordinate tasks, and keep each other updated on what is relevant to your specific work area.

• Share news, events, and updates via the news feed to keep all employees informed.

Tip: Use pictures and videos to make the news feed more engaging.

Companies willing to build community, reduce distances in the organization, and create a culture where information flows quickly will win in the long run, but it is not for every company. It requires management that trusts its employees when the dialogue is opened up. 

2. Choose the Right Channels

Use a combination of channels to reach all employees. Both those in the office and those on the go, in the warehouse, in production or on the frontline, such as service employees. Find the optimal combination for your company.

• The intranet

• Information screens

• Team meetings and 1:1 conversations 

The Intranet: With the intranet as your company’s digitization, information, and communication hub, all employees, management, HR, IT, Communication, etc., can easily share news, updates, events,  guides, documents, policies, and other important information – and not least start conversations where relevant.

Mobile intranet: Be aware of the different work units and HOW they can receive information. For employees on the frontline or on the go, a mobile-friendly solution is the way forward, as the mobile is always close by – e.g., employees in the social and healthcare sector or in transport and logistics. For employees in production and in the warehouse, information screens can be a good supplement, especially for news that is extremely important. 

Tip: Use an app or a mobile-friendly version of the intranet (as Colibo, of course, offers). 

It is not only the physical channels that are important. Also, ensure to segment your content so that the information you send out is relevant. 

Tip: Create groups on the intranet so that each employee only receives relevant content tailored to their work or interest area, such as product groups, sales teams, or running clubs. Here is an example of a post about a company event sent out to all the company’s employees. Had it been a post about the weekly running session, which only running enthusiasts are interested in hearing about, it would be smart to send it out in a closed group only for runners – thereby not disturbing the rest of the employees with what is “irrelevant” noise for them. 

Information Screens: Supplement your digital hub – the intranet – with information screens and reach even more employees. With information screens, you can reach employees who otherwise do not have access to internal news via a computer or even a mobile – e.g., in production units and in the warehouse. Place the information screens in strategic areas to display important news, updates, and reminders.

Tip: Use visually appealing content and change the content regularly to maintain employee interest. 

Team Meetings and 1:1 Conversations: Not everything should go on the intranet. Use classic team meetings and 1:1 conversations for more personal information and for when important decisions need to be made on the spot. 

3. Keep Communication Relevant

It can be easier said than done, but keep communication as relevant as possible for the recipient. 

• Only share what is relevant for the individual employee. Avoid unnecessary information overload and all-to-all communication.

• Segment the information you send out based on employees’ roles, departments, and interests.

Tip: With Colibo, you can create groups that ensure the right segmentation of the content you send out.

• Regularly ask employees what information they find useful.

Tip: Use surveys, polls, and focus groups to gather feedback.

With Colibo, we can build community around different groups. Colibo brings together the right people, in the right places. You are not just in a large network; you are in your own department and in the groups that are relevant to you. It’s about professional community and getting the content that is relevant. For example, our board now has their exclusive area for communication and file sharing. They used to rely on email and SharePoint, but it was neither intuitive nor easy to collaborate in as Colibo. Colibo’s platform centralizes everything, and that is what we were missing before.

– Lisa Skjold Slothuus, Communications Consultant, Danish Company Sports

4. Be More Visual

A picture says more than 1000 words – and the brain perceives images much more quickly than words. Therefore, support your internal, written communication with visual tools such as pictures, videos, and infographics. 

This makes it much more interesting for employees to receive your message. 

5. Use a User-Friendly Intranet

• Forget about the file depot. Think of the intranet as a platform for dialogue, news, and collaboration.

• Ensure that the intranet is easy to navigate and use. (Tip: Use a platform with an intuitive user interface, clear structure, and search functionality. With Colibo, you get a news feed that resembles what you know from other social media. This makes it easy for employees to scroll through the latest news.)

• Regularly update the intranet with fresh content. (Tip: Involve employees in creating content for the intranet.)

Use the intranet's features to promote collaboration. (Tip: Use working groups, chat features, and document management tools.)

6. Make Information Easily Accessible

• Streamline the intranet's search function. Ensure that employees can easily find the information they need.

• Use relevant keywords, categories, and tags.

• Make it easy to filter search results.

• Create a FAQ page with answers to common questions. (Tip: Ensure that the FAQ page is updated and easy to find.)

7. Use Technology to Your Advantage

• Technology should make it easier for you to communicate – not more cumbersome. Therefore, replace the ocean of internal emails with an intranet platform to share news and create a platform for dialogue.

• Use AI to be more efficient – with search functions, chat, and text generation, AI can make your daily tasks easier. At Colibo, we are working hard to implement various AI tools that can simplify your everyday life.

Bonus Tip:

• Use humor and creativity in your communication. It can help make it more engaging and memorable.

• Celebrate successes and recognize employees' efforts. This can help boost morale and motivation.

• Be a good role model for effective communication. Show employees how to communicate openly, honestly, and respectfully.

By implementing these tips, you can create an internal communication culture that fosters collaboration, innovation, and success.

Remember: Internal communication is an ongoing process. It requires continuous effort and adjustment to ensure that communication is effective and engaging for all employees.

If you have questions or would like more information, feel free to contact us at contact@colibo.com.