Internal Corporate Communication — How to Conduct It Smoothly?
In business, effective internal communication is one of the foundations of success for any organization. Smooth and clear internal communication not only promotes better understanding of goals and tasks but also builds engagement, trust, and motivation among employees. Proper management of information and its flow can transform a conglomerate of strangers into a cohesive, well-oiled, and well-designed mechanism where every employee feels well-informed, engaged, and appreciated — and above all, heard.
However, for internal communication in a company to be effective, it is not enough to simply pass information from management to employees. Most specialists with a few employers on their resumes have likely experienced a situation where the management believed that communication in the company was exemplary, while it was limited to one-sided announcements. The definition of communication depends on the individual beliefs of management… although it’s difficult to deny that this approach has more downsides than benefits and, in the long term, results in more losses than gains.
The key is for communication to be two-way, open, and transparent.
Employees need to feel that their voice is not only heard but also understood, and that their opinions have a real impact on the organization’s decisions.
It is this dialogue-based communication that allows for building genuine relationships within the company, translating into higher satisfaction and productivity of teams. When it comes to company communication, the example always comes from the top.
1. Assigning Tasks and Keeping Up with Progress
In the era of remote and on-site work mix, the communication center in organizations is no longer the conference room or the company building’s courtyard, but the digital stands of company communicators and project management tools. That’s where conversations happen, information is shared, and everyday life takes place — at least from Monday to Friday.
With this shift, one of the key decisions in an organization is the choice of tools that will serve as such an information exchange forum. A well-designed program, in addition to the basic functions of an internal communication tool, will also provide many other options to streamline business operations.
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2. Internal Communication Plan — Example
A good starting point for improving communication in a company is creating a communication plan, which is a codified vision of what we want to achieve and by what methods.
Communication goals are usually similar in every company, but it is worth writing them down.
- Increase employee engagement in company life
- Ensure smooth information flow between management and teams
- Streamline feedback processes and two-way communication
- Strengthen (or introduce from scratch) an organizational culture based on openness and trust
The second step is to choose communication standards. These might include:
- Town Hall Meetings: Regular meetings, e.g., quarterly or semi-annual, so that management can present current company results, draw conclusions, discuss ongoing events, and plans.
- Company Newsletters: Typically monthly mailings to employees containing the most important company information, news, and achievements. Usually handled by the HR department, this is the place for information about new hires in specific departments, charity actions, or promotions.
- Company Surveys — Cyclical, anonymous surveys sent to employees at every level to gauge the mood, gather ideas, and conclusions.
- Daily and/or Weekly Meetings in teams where the plan for the upcoming hours or days is discussed, aiming to “stay up-to-date” with current tasks.
3. Invest in a Company Wiki
A company Wiki is an internal, organized information base that gathers and shares knowledge about the company’s operations. It can be defined as a central knowledge repository accessible to all employees, allowing easy sharing of information and quick access to the necessary resources — without having to directly ask “someone who probably knows.”
New employees can use the knowledge encyclopedia to quickly familiarize themselves with procedures and organizational culture. Instead of relying solely on introductory training, they can learn independently from the collected materials and have immediate access to key information needed for an effective start.
4. Daily Communication in the Company
However, in addition to the top-down elements mentioned above, there are also digital tools that support daily communication within the organization. What should such an application include? Let’s see what TastyTask has to offer in this area.
4.1. Post Board
A functionality that allows every user (or selected ones) to post updates on current matters. This can be limited to one team or made available to the entire company. Important announcements requiring quick reaction, a pinned plan for the month or week, quick information about an absence of a co-worker and the need for a slight reorganization of the plan — the board is the place for such elements. In addition, those in the target group can receive appropriate email notifications to ensure nothing is missed.
Source: Post board of the internal communication and task management tool — TastyTask, tastytask.com
4.2. Chat
A quick company-wide exchange of less important or temporarily important information. Group catering orders, a proposal for an evening outing, a request to borrow a hole saw or drill? Chat is perfect for this with its fleeting nature — if it’s part of the same application as everything else, there’s no need to install additional programs, and everything is in one place.
Source: Chat of the communication and task management tool — TastyTask, tastytask.com.
4.3. Project and Task Management
Internal communication tools not only address the macro level of the company but also break down into individual projects. In TastyTask, task delegation occurs on the same platform as the aforementioned post boards and chat module. Tasks can be assigned to a client from the main company database, so it is always clear which client this part of the project concerns. Tasks can be delegated to specific users, monitored, and commented on, ensuring the proper communication flow needed for smooth and effective collaboration. Notifications also help keep track of events.
Source: Task board of the internal communication and task management tool — TastyTask, tastytask.com.
5. It’s Worth Talking… and Having a System
Introducing smooth internal communication is not a one-time task but an ongoing process of improvement. This includes regularly monitoring the effectiveness of communication channels, gathering employee feedback, and making necessary changes. Only in this way is it possible to create an environment where communication is truly effective, and employees feel integrated and engaged in company life.
Let communication goals be stated and put ‘on paper’ — the next step is simply to implement new methods and observe their impact on company life. Productivity and communication flow tools help with this — TastyTask is ready to join your organization.
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