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The key to efficiency for any business or organization is internal communication. Tasks such as sharing important news, discussing a project, and coordinating information need to be conducted effectively. Communicating your messages well will help each employee or member of your team get the information necessary to understand what’s expected of them and to keep everyone on the same page. Effective communication sets the tone for your company’s culture and helps the group both complete their goals and feel unified and included.
The following gives some of the best tech tools and best practices for integrating them into your internal communications.
Best Tools for Internal Communications
Slack
Slack is a tool for group collaboration and real-time conversation. Chats are organized into channels—which can be public to all employees or require a personal invite—where employers can share files and check in on projects and assignments. Direct messages facilitate one-on-one communication, and customizable notifications let each employee focus on what’s most important to them.
Google Suite
Google Suite offers tools such as Docs and Sheets, where employees can get work done and collaborate on projects in real time. Google Hangouts lets you chat online with team members individually right into their always-open email window. Sending a chat request is more immediate and personal than an email, and less intrusive to the workflow than a phone call.
CallMultiplier
Sometimes you need to get information out to a large group quickly. Email and messaging are good tools when employees are signed in, but the best way to reach most people fastest is on their cell phones through a mass texting service or automated calls. CallMultiplier sends messages to groups through its group texting service or voice calls. This tool is what you need to spread the word about upcoming meetings, last-minute changes to meeting details, sharing company news and product launches, and reminders about deadlines.
Skype
With features including group chats, file sharing, audio, video, and group calls, plus screen sharing, Skype can make sure your employees can communicate simply, no matter where they are located across the globe. Skype for businesses can also integrate with Microsoft Office tools, including Outlook, and schedule meetings.
Best Practices for Internal Communications
Make a Plan
Start with a strategy. How do you want to communicate with your company or team? What tools will you use and how will you use them? Decide who will send news or information relevant to the whole group, and how you want employees to communicate with each other. Consider standards of conduct and professionalism in communication.
Be Engaging
If you send out a long mass email with important company information or policy changes, don’t be surprised if your communication is ignored. Your employees are busy and want information that is quick and easy to digest. Extra points if it is visually engaging with charts, graphics, and some design work. Write in a simple, natural language that feels conversational. And keep your messages short and to the point to have the best chance at being read and understood.
Use Multiple Channels
After you send out that important company email, text or call the team members to briefly describe the update and invite them to check their inboxes. Communicating through multiple channels makes sure your message gets across. That said, avoid communication overload—don’t constantly bombard employees with information; be selective about what you send, and they’ll know your messages are important.
Encourage Collaboration
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Communication isn’t a one-way street. Make sure employees have a way to collaborate and communicate with each other and with team leaders, and give them a venue for offering feedback.
Improving communication in your company will lead to a healthier workplace culture and happier employees, which makes for a business that reaches its goals and gets things done.
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