14 Internal Communications Best Practices to Improve Employee Engagement

Picture of Anete Vesere

Ensuring robust internal communications is a modern workplace necessity, especially amidst the rising culture of remote and hybrid work modes alongside housing both in-office and frontline workers. Research suggests that poor communication costs bigger companies $62.4 million each year and smaller companies $420,000 annually. 

But how to avoid these bottom-line financial losses & ensure your organization's internal communication is primed for success? Let's check out some internal communication best practices to help you get there.

Here are 14 Internal Communications Best Practices

Adopt a multi-faceted communications approach

Following a one-size-fits-all communication method is never a good idea, let alone in today's fast-paced and evolving world. It can be rather damaging in situations involving an in-office and frontline workforce. For instance, while using emails can be good for the in-office workforce, it can lead to missed information, wastage of time, and chaos when it comes to frontline employees. Similarly, you cannot expect the combination of an in-office and remote workforce to collaborate in the same manner. 

Diversifying your communication strategy is essential to ensure everyone is aligned - irrespective of offline, remote, or hybrid work. To address this, we recommend:

  • Use a mix of communication tools - from emails and meetings to innovative collaboration platforms and social intranets to communicate internally.

  • Try video conferencing, virtual town halls, and asynchronous communication to bridge geographical gaps for remote employees.

  • Use mobile-friendly technology to double up as a solution for the in-office, frontline, and remote workforce to communicate efficiently. This was the approach Brink chose to communicate effectively and increase the speed and accuracy of its information sharing with both their in-field security officers & in-office staff with an employee app. Read their story here.

Establish a centralized communication hub 

If you manage internal comms in a big organization, having a single source of truth for all communications to avoid ambiguity is essential. This is possible by implementing a centralized communication hub. This also eliminates the need to switch between multiple communication applications and empowers employees to align their efforts more easily with the organization's goals. A central hub also helps to deepen a sense of belonging by fostering free-flowing communication. If you plan to implement a centralized employee app, remember to:

  • Update the employee hub's dashboard with the latest company announcements and milestones to ensure a well-informed workforce. 

  • Use the same centralized portal for uniform onboarding, role-specific training, and communication of key policies.

  • Recognize employees on the portal who perform competently making  them  feel valued and appreciated.

  • Use the employee app for rapid dissemination of information during emergencies, ensuring that all employees receive timely & accurate updates.

Following these footsteps, X²O Badkamers implemented a centralized employee app to communicate efficiently and effectively with its employees. Their team was dispersed across 29 showrooms in Belgium, the Netherlands, and Germany.

The employee app's features helped them ensure everyone was well-connected and on the same page. Find out more about their internal communication success here.

Encourage two-way communication 

A gap between leadership & staff perceptions is one of the prime causes of productivity loss and derailing from intended outcomes. An  Axios survey reveals that 66% of leaders felt aligned with their employees, and only 44% of the employees felt the same. Such occurrences can be bridged by encouraging direct two-way internal communication to enhance and improve collaboration outcomes. Simultaneously, encouraging dialogue even between employees at the same level also helps to share best practices and successes and increase organizational efficiency and productivity. If you're looking to boost two-way communication, here's what you can do:

  • Establish a culture of open dialogue in the organization. You can also establish regular office hours to clarify doubts, share best practices, etc. 

  • Implement the right toolkit to facilitate two-way communication. For example - ensure it is compatible with the communication needs of both in-office and frontline workers.

  • Regularly measure the efficacy of two-way communication and intervene to improve wherever necessary.

Make sure communication is engaging and inclusive

While getting messages across clearly and timely is essential, they must be engaging and inclusive to be effective and be received well. Employee disengagement is rising and has shot up from 14% in 2020 to 18% in 2022. This development has several negative consequences, like reduced motivation, productivity, and a tendency to switch jobs. Simultaneously, ensuring diversity and inclusivity is vital to unfolding a positive and prosperous environment. To that end, here is what you can do to make your internal communication more engaging and inclusive: 

  • Creating a workplace culture that values diversity, equity, and inclusion (DEI) strategy. With that, encourage respect for different perspectives and backgrounds while communicating.

  • Support the formation of Employee Resource Groups (ERGs), i.e., employees with common interests or backgrounds. Encourage them to use it to connect, share experiences, and provide mutual support to boost engagement. 

  • Use multimedia tools in your internal communications so that employees engage better with your messaging. Heavy text isn't always the most engaging way.

  • Measure your employee pulse using different engagement metrics like the Employee Net Promoter Score (NPS). Tracking metrics offers a scientific way to gauge employee engagement and sentiments on inclusivity and overall brand loyalty. Several modern-day employee apps have robust measurement features.

Use internal communication tools

So far, we've established that providing the right technology toolkit to employees for internal communication is vital to implementing a robust internal communication strategy. However, merely extending useful technology isn't enough. Research by Cisco AppDynamics highlights the importance of proper digital experiences and how employees get anxious or angry if the applications fail to perform. A staggering 52% claim it makes them more inclined to leave their job. Thus, choosing the right tech and using it appropriately is key. Here, it helps to remember that technology is a facilitator. Thus, it is crucial to maintain a balance with its use. It mustn't overshadow personal touch or negatively impact employee mental health. You can strike a balance by doing the following:

  • Implement user-friendly, secure technology for internal communications that everyone can use. Provide training if needed.

  • Avoid using AI or bots for all communication, as human touch is irreplaceable in many instances.

  • Personalize communication experiences for better engagement. For this, you can segment employees based on role, hierarchy, department, and years in the organization and tailor communication accordingly.

  • Implement an asynchronous communication culture to avoid information overload. Sometimes, with instant communication, there can be a thin line between communicating enough and too much. Asynchronous communication culture helps address this.

  • Schedule regular check-ins (even if virtual) to go beyond discussing work tasks and include humanized conversations about the employee's well-being, career aspirations, and feedback.

Personalize Communications

Segmenting employees based on their department, hierarchy, role, and number of years of employment within the company can achieve personalization. This approach ensures that messages are relevant and impactful. For instance, while executives may need updates on strategic initiatives, frontline workers might benefit more from practical tips and operational news. Use internal communications tools to customize messages and make employees feel valued and understood, ultimately boosting engagement and satisfaction.

  • Use employee data to create targeted messages that address specific needs and interests.

  • Implement dynamic content in emails that changes based on the recipient’s role or department.

  • Send personalized anniversary or birthday messages to make employees feel valued.

Create an Internal Communication Strategy

It serves as a roadmap for disseminating information effectively throughout the organization. Start by identifying your key messages, target audiences, and preferred communication channels. Then, schedule regular updates and campaigns to keep employees informed and engaged. An internal communications plan ensures consistency and helps prevent communication overload by organizing and prioritizing messages. It also facilitates alignment with business goals and ensures that all employees are on the same page.

  • Map out key messages and their delivery schedules for the next quarter.

  • Designate specific channels for different types of communication, such as Slack for quick updates and emails for detailed reports.

  • Include feedback loops in your plan to continuously refine and improve communication strategies.

Measure Key Metrics

Track metrics such as email open rates, intranet engagement, and employee feedback to gauge how well your messages are resonating with employees. These insights can help you refine your communications strategy and identify areas for improvement. Use internal communications software to collect and analyze data, ensuring that you have a clear picture of engagement levels across the organization. By continuously monitoring these metrics, you can make informed decisions that enhance communication and drive employee engagement.

  • Set up dashboards to track key metrics like email open rates and intranet engagement.

  • Conduct monthly reviews of communication metrics to identify trends and areas needing attention.

  • Use A/B testing for emails to determine which subject lines and content formats are most effective.

Maintain Consistent Messaging

Ensure that all communications align with your organization’s core values and objectives. Consistent messaging reinforces your company’s mission and helps employees understand their role in achieving business goals. Use a central communication platform to coordinate messages across different channels and departments, preventing mixed signals and confusion. By maintaining a consistent tone and message, you can create a strong, unified voice that resonates with employees and strengthens your company's culture.

  • Develop a style guide that outlines the tone, voice, and key messages for internal communications.

  • Hold regular alignment meetings with department heads to ensure messaging consistency across teams.

  • Use templates for recurring communications to maintain a consistent format and style.

Highlight Company Achievements and Milestones

Celebrating company achievements and milestones is a great way to boost morale and keep employees engaged. Regularly share updates on major accomplishments, project completions, and individual recognitions. This not only informs employees about the company’s progress but also fosters a sense of pride and belonging. Use internal communications channels such as newsletters, intranet posts, and team meetings to highlight these successes. Recognizing and celebrating achievements can motivate employees to continue striving for excellence and contribute to a positive work environment.

  • Create a monthly newsletter section dedicated to celebrating team and individual achievements.

  • Use the company intranet to post stories and photos of milestone events and successes.

  • Recognize achievements publicly during all-hands meetings to boost visibility and morale.

Schedule Regular Updates

Schedule weekly or monthly communications to provide consistent updates on company news, upcoming events, and important messages. This helps to keep employees in the loop and reduces the risk of information overload by distributing updates evenly over time. Use a variety of channels, such as internal emails, newsletters, and team meetings, to ensure that all employees receive the information they need. Regular communication fosters a culture of transparency and trust, encouraging employees to stay engaged and informed.

  • Set a fixed schedule for weekly newsletters and monthly company-wide updates.

  • Use a project management tool to track and remind team members about upcoming communications.

  • Alternate between different formats (emails, videos, and infographics) to keep updates fresh and engaging.

Involve Leadership

When leaders actively participate in communication efforts, it shows employees that they are valued and that their opinions matter. Encourage leaders to share updates, insights, and messages through various channels such as emails, video messages, and town hall meetings. This not only humanizes the leadership team but also reinforces the company’s vision and goals. Leadership involvement can significantly enhance employee engagement and create a more connected and motivated workforce.

  • Schedule regular video updates from the CEO or senior leaders to discuss company performance and plans.

  • Encourage leaders to participate in town hall meetings and Q&A sessions with employees.

  • Share leadership stories and insights in internal newsletters to humanize executives and build trust.

Avoid Communication Overload

To prevent this, streamline your communications by prioritizing key messages and using the most appropriate channels for each type of information. Avoid bombarding employees with too many updates at once; instead, spread out communications to give employees time to process and respond. Use internal communication tools to manage and organize messages, ensuring that employees receive the right information at the right time without feeling overwhelmed. This approach helps maintain a balanced flow of information and keeps employees engaged.

  • Create a content calendar to plan and space out communications effectively.

  • Prioritize essential information and save less critical updates for monthly summaries.

  • Use analytics to identify peak engagement times and schedule messages accordingly.

Continuously Improve Your Approach

Regularly review and refine your internal communications strategy based on feedback and performance metrics. Stay updated with industry-specific resources and best practices to ensure your approach remains relevant and effective. Conduct regular employee surveys to gather insights and identify areas for improvement. By fostering a culture of continuous improvement, you can ensure that your internal communications strategy evolves with the needs of your employees and the organization, driving sustained engagement and success.

  • Schedule quarterly reviews of your internal communications strategy to assess effectiveness.

  • Participate in industry webinars and read current research to stay informed on best practices.

  • Implement a suggestion box or digital feedback form for employees to share their ideas on improving communications.

Simplify internal communication by using tech, but choose wisely

Implementing internal communications best practices is essential for fostering a positive company culture and enhancing employee engagement. By developing a comprehensive internal communication strategy, utilizing the right internal communication tools, and regularly measuring key metrics, organizations can ensure that their employees are informed, engaged, and motivated. Personalized communications, consistent messaging, and leadership involvement are crucial components of an effective internal communications program.

To maintain high engagement levels, it's important to avoid communication overload, segment your audience, and continuously improve your approach based on feedback and performance data. Scheduling regular updates, highlighting company achievements, and involving leadership in communications can further strengthen the connection between employees and the organization, promoting a cohesive and motivated workforce.

For organizations looking to enhance their internal communications strategy and drive employee engagement, Speakap offers innovative solutions designed to streamline communication processes and improve participation across the entire team. With Speakap, you can create a customized internal communications plan, utilize advanced tools for employee communication, and foster a culture of open dialogue and trust. Book a free demo and start building a more connected and motivated workforce.

Do you want to build a successful internal comms strategy? Check out this template for a jumpstart on building an effective one.