The Ultimate Internal Communications Handbook

Internal communication is what companies and organisations use to stay connected with their employees, they use internal communications software to do this.

Internal communications is a way for departments to keep their teams up to date with the objectives and goals of the department and company and to inform employees of information regarding the organisation. 

-> Download Now -> Free Internal Comms Strategy Template

Internal communication has been used for many years and is in place to make sure employees are informed of company news, company announcements, company roadmaps as well as to understand and communicate the organisation’s overall company objectives and plans for the future. 

Internal communications best practices 2021 are a combination of using the right tools, the right internal communications software, creating good content, producing a sound internal communications strategy and following your internal communication strategy plan.

Internal business communication is the multitude of daily interactions between the people working in your organisation. Internal communications are there to facilitate the business’s primary function. They include both the company CEO’s morale-boosting speeches all the way to the office junior’s update on postal deadlines.

External business communications are the messages your company transmits outside of your business.
It’s the marketing materials you use to attract customers or the conversations you have with suppliers and shareholders. Your external communication’s main aim is to promote a positive business image.

• Research and use the right tool for your internal and external communication. Sometimes one tool works better for one than the other. Branch out and use different tools for both internal and external communication for maximum results.
• Try and use tools that allow you to measure and monitor engagement rates.
• Know your audience for internal and external communication. Your internal audience could also be your external audience e.g. if you are selling a product or service, you internal audience may be interested and become advocates.
• Listen and respond to your audience. There will be feedback from both internal and external communications and it’s important you listen and action.
• Create interesting communications that both internal and external audiences will want to hear about. Be relevant, relatable, influential and knowledgeable.

-> Download Now -> Free Internal Comms Strategy Template

Below is a list of ideas including fun internal communications ideas and creative internal communications ideas. Try and use these in your next internal comms or think of other innovative internal communications ideas and give them a go!

Less Is More

Try not to make your internal comms lengthy, wordy or time-wasting. Short and sweet, straight to the point works best for internal communications.

Use Polls

Polls are a great way to gain insight into what your readers are thinking, what they like, don’t like and to gain opinion on particular topics to start a conversation. They are a fun internal communication idea.

Keep Secrets (Which you eventually reveal)

Build up some suspense with your readers. Reveal some interesting information in the next month’s comms. This will help increase engagement rates and may get people talking.

Get to Know Your People Series

Make your audience resonate with your internal communications. Introduce a get to know you people series whereby you select somebody each week who you will do a short interview with. Your readers will look forward to getting to know their colleagues each week.

Introduce Competitions

Who doesn’t like competition? Use your internal comms as an outlet to communicate your competitions. Make sure they are interesting and if there is a giveaway it is something of interest to your internal comms audience.

Make Your Communications Arty

A nice creative internal communications idea. Use graphics, nice photographs, infographics, colours and generally try to make your internal comms visually appealing. If you don’t have a graphic designer in house, then outsource to an agency – it will be worth it when you see the results.

Use Video Snippets

Videos have lots of benefits when it comes to internal comms. Video is fast becoming the preferred method of communication for internal communications. Try embedding a video into your next email or newsletter.

If you’re at a loss of how to develop your own internal communications strategy, try downloading our strategy template here, and pair it off with our handy article on how to develop your strategy.

For you to develop the best internal communications strategy, there are a few fundamentals you need to be clear on in order to develop your internal communications strategy:

Why

• Measurable Goals (e.g. increase participation on internal team comms, measured by 20% increase in replies to our messaging)

Who

• Target audience (e.g. everyone in the Marketing team)

How

• Message and tone (e.g. celebrate wins and invite feedback. Use a friendly, and casual tone.)
• Medium and Channel (e.g. weekly email via our marketing automation tool: Swift Digital)

1. Do you get the information you need when you need it?
2. How would you rate your awareness of the company’s goals?
3. Do you know how your work helps the company meet its goals and objectives?
4. How transparent do you feel management is with you?
5. Do senior members of the organisation regularly share views on issues of importance?
6. What is your level of understanding of the long-term competitive strategy of the organisation?
7. Do departments in the organisation communicate frequently with each other?
8. Does the organisation’s internal use of social media improve communication between you and your colleagues?
9. Does the company’s internal use of social media give you a sense of belonging and community?
10. Do you feel valued in the workplace?

An internal communication policy is a document that outlines an organisation’s policy and approach for its internal communication with its employees. The internal policy highlights the internal communication policy and procedures and acknowledges what information can be shared and communicated internally in the workplace.

An internal communication policy is factual, timely, accurate and legal.

Download Now -> Free Internal Comms Strategy Template

• Employee productivity increases by 20 to 25% in organisations where employees are connected.
• 53% of the workforce remains in engagement purgatory. They may be generally satisfied but are not cognitively and emotionally connected to their work and workplace.
• To make sure your internal communications are relevant and appropriate and employees are well informed. 
• Confusion at work leads to reduced productivity, frustration and the feeling of unsettlement.
• In 2015, only 32% of employees were engaged at work. The Harvard Business Review discusses how improving employee engagement affects productivity, increasing it by as much as 22%.