Internal communication is an entire process that helps to strengthen the relationship between businesses and their employees. With the help of internal communication, different departments within the business can work synchronously and effectively. It is also an important factor for employees’ morale and performance. Through the following article, Viindoo will introduce to you what internal communication is and its role in the business.
What is internal communication in business?
Internal communication is considered the heartbeat of any business. This is the process by which the company communicates its vision, values and mission to all employees through specific messages or actions. As a result, employer brand, team’s morale and and corporate culture will be enhanced.
Internal communication conveys information to employees.
What is an internal communication plan? In the internal communication plan, businesses will devise strategies and specific steps to spread the company's message and culture to their staff, which strengthens the bond between the employer and the employees. In other words, internal communications help employees shape corporate culture of each business through use communication channels.
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8 reasons why internal communication is important for businesses
Internal communication is not only the heartbeat of any business, it is also the bridge to bring employer and employees closer. Let’s find out with Viindoo the reasons why internal communication is so important to businesses.
Frequent update on company’s information
Internal corporate communication is to provide information to employees. Specifically, the company will have a plan to notify employees about activities, policies or any changes. With this being done, employees will have a sense of closer involvement with the enterprise, hence the feeling of being respected.
Thanks to internal communication, employees will understand the purpose of the business
Updating information for all employees also helps them understand the structure and development direction of the company. As a result, employees will know what they are doing and actively contribute. If internal communications are carried out successfully, employees will have a more complete view of the business.
Comprehensive view of the company
Information in the company needs to be shared vertically and laterally along the communication channels and within departments. Specifically, businesses should create a space for both managers and employees to share and respond to each other. In the top-down direction, the management needs to understand the main activities of the company and convey it to the employees. Conversely, employees are entitled to voice their opinions to the person in charge.
This helps develop a two-way communication system at the enterprise. Moreover, employees are also more open when their opinions are recognized. This interaction will create greater efficiency if all departments are involved in the process of giving ideas and views to the company's management.
Employees and businesses communicate better thanks to internal communication
Improvement in corporate culture
The internal communication plan also helps to develop corporate culture. By announcing content and information in the most accurate and fastest way, the company creates a sense of connectivity in the workplace culture, which is the most effective factor that maintains employee morale. If corporate culture is improved, the business will grow stronger and develop. At the same time, employees also understand the company's values and contribute more actively.
Corporate culture is strengthened with internal communication
Stability in the event of a crisis
In difficult economic times, businesses cannot avoid crises. This is the period when the company restructures and makes important decisions. In this difficult time, internal communications will help inform and reassure employees, which prevents false and unclear information.
Enterprises overcome the crisis period
In particular, some issues such as staff reduction or salary reduction need to be clearly communicated to employees to ensure employee satisfaction. When employees feel secure, the new company can continue to work through the crisis. On the contrary, internal communication can easily lead to hostility among employees if done wrong.
Talent acquisition and employee retention
Internal communication in the business plays an important role in attracting talents and employee retention. If internal communication is carried out methodically and professionally, it will greatly benefit employer brand, which is an important factor to promote corporate image. Thereby, employees will work more proactively and dedicate themselves to the company. At the same time, the company's reputation will be known to more people, creating leverage to attract talents.
Internal communication helps attract talent.
The mental health of employees in the enterprise is a very important factor affecting the candidate's decision to apply for a job. Businesses will become the top destination of candidates if they know how to create a positive working environment. Therefore, companies should build a healthy work culture to attract new employees and retain talents.
Environment of positive feedback, evaluation, and discussion
In each enterprise, the contribution and exchange of ideas of the collective is essential. Therefore, businesses need to create a plan to promote the idea of contribution and creativity from employees through internal communication channels. Specifically, businesses can prepare spaces, forums or surveys to get opinions from employees.
Businesses need an environment to discuss ideas
In particular, businesses must pay attention to the two-way communication method. Management needs to listen to and respond to employees' opinions. If there are any problems, internal communications staff need to collect employees’ opinion to find ways to improve for the next time. Enterprises can refer to the evaluation methods and give comments such as 360 degree review, Kaizen method, etc.
Increased participation and dedication of all employees
Internal communication is not simply a matter of notice or communication between businesses and employees. The goal of internal communication is also to record the interaction within a team. If properly communicated, businesses will attract many good ideas from the company's own employees. Some notes that companies need to pay attention to when implementing internal communications are:
- Businesses should create discussion topics at meetings.
- At internal announcements, staff need to contribute ideas and exchange ideas.
- Employees need to directly exchange and share personal perspectives with the rest of the members.
Employees need to contribute common ideas
Efficient workspace for business
Some employees are easily demoralized if they are in a boring environment. Work performance also decreases because there is no motivation. To prevent this, businesses should create interesting activities to help improve employee morale.
Internal communication conveys information to employees.
Internal corporate communication executives should conduct training/sharing sessions or courses for employees. Through these activities, employees will have the opportunity to improve their knowledge.
When building activities for employees, businesses should communicate and promote more. In each department, the company empowers an individual to advertise or share information. At the same time, activities should also be announced on multiple media or social networks. This will help more employees know about the activity and participate.
Myths about internal communication
Internal communication plan can easily go wrong, leading to negative consequences. Therefore, businesses need to pay special attention to this matter. Get to know the common mistakes/myths that many businesses stumble upon when implementing internal communications.
Internal communication is one-department work
Internal communication must be done two-way, which means the whole company needs to participate in the communication and exchange of information. Each department needs to create discussions and contribute ideas. As a result, the communication will be more transparent and effective for the business.
Specifically, the internal communication is the common task of both the employer and the employees. As the CEO develops the company's vision, goals, and mission statement, the leader needs to explain that goal by posting up-to-date roadmaps on social media to help employees understand about the company.
Besides, managers at all levels will also explain strategic goals as well as the role of employees. This will have a very important influence in the big picture of the business. With this being done, employees will be self-aware of their own work and come up with a development strategy streamlined with the company's vision.
Internal communication is a collective work
Internal communication and corporate culture are the same thing
The internal communication plan contribute to promoting corporate culture. However, these are two completely separate and complementary fields. While corporate culture is the core values, essence and image of an enterprise, internal communication is a medium of transmission and expression of the corporate culture. Therefore, businesses need to clarify between these two factors to avoid confusion.
Corporate culture is not internal communication
Internal communication means in-house PR
In-house PR is understood as a group of employees who undertake communication tasks of an enterprise. This concept is used to distinguish between the company's media team and the agency team that is outsourced by the business. PR will have many different tasks and work items, in which internal communication is a small part of it.
In-house PR is the company's communications team?
Human resource management is internal communication
Internal communications is the transmission and sharing of information within the enterprise. As a result, the company's collective will be more connected with each other. In addition, the communication in the business also includes events and publications of the company.
Internal communication is the activity of transmitting and sharing information
The management of human resources is not the activity of internal communication plan. This is the job of the HR department with many specific tasks such as tracking, observing and managing employee information. At the same time, the human resources department also conducts training and employee training. Internal communication only acts as a portal to link employees together.
Challenges in internal communication today
What are the challenges that internal communication is facing? The exchange and communication of information within the company is not easy. Businesses should understand the challenges well and learn to face them.
Challenge 1: Combine vertical and lateral communication
Internal communication is a combination of vertical and lateral communication. There should be a top-down information exchange between levels. Managers and employees must exchange and listen to each other's opinions. In addition, departments and divisions also need to be linked. All employees should discuss and come up with the best solutions.
Communication must be two-way
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Challenge 2: Improve internal communication based on employee feedback
Internal communication in the business should be accompanied by synthesizing employees' opinions, thereby making plans and improvements. This not only helps employees feel that their opinions are respected by the business, but also adds value to the image of the business.
The company needs to make comments
Challenge 3: Plan internal communications suitable for different types of employees
With the development of technology, the ways and places of employees work are becoming more and more diverse. It can be part-time employees, remote employees or employees from different departments. Therefore, the company needs to ensure the internal communications are suitable for different types of employees. At the same time, businesses need to ensure that employees receive information clearly and at the right time.
Enterprises need to ensure employees understand the information clearly despite different working conditions
Challenge 4: Measuring the effectiveness of internal communications
The measurement of the results of internal corporate communication is quite difficult. For the most part, experts at many large corporations argue that these activities do not have the correct tools for analysis. Therefore, businesses are prone to some difficulties such as:
- Enterprise information can be distributed across multiple departments or platforms.
- Communication strategies will not be compatible with the long-term goals of the business.
- The strategies are quite limited.
- Workers are prone to ambiguity in the face of information flows.
- Enterprises have incorrect conception of internal communication.
Measurement and analysis are essential for internal communications.
Steps to build an effective internal communication plan
Internal communications should be carried out according to plans and procedures. If there is a lack of investment, it is very likely that this activity will backfire. Let's learn with Viindoo about internal communication process of the enterprise:
- Analyze and evaluate business situation: Every company should use internal communication strategies which are appropriate to its business situation. Specifically, start by analyzing and evaluating your business to set goals for internal communication plan.
- Clearly define the audience to communicate: The communication in the business usually has employees as the main audience.
- Select communication goals and messages: Once the audience has been identified, businesses need to choose the message to convey. SMART model is the optimal proposal that the company can apply.
- Plan the right strategy: After finding the message, the task of the business is to choose the right strategy to implement the goal. At this point, the company needs to consider financial resources to balance costs and communication channels.
- Implement internal communication: Once you have prepared the steps, closely follow the plan and initial values set by the company.
- Measure and evaluate performance: It is essential to evaluate and track progress. Businesses will know the good points to promote and overcome the weaknesses.
Businesses need to have the right strategy
Popular internal communication media
An effective communication campaign cannot be complete without media and communication channels. Thanks to these tools, information will be delivered to employees accurately and quickly. Some media businesses can refer to are:
- Printing products: Specifically, enterprises print journals, letters or newspapers for internal distribution. The content that can be used is interviews or sharing from leaders and employees.
- Email: Email for quick or important announcements.
- Bulletin board: This is a tool used to implement major events of the year or to reward employees with good achievements.
- Video: Video is used to deploy large events or outstanding activities of the business.
- Internal radio station: Radio is used for the purpose of direct notification of important information to employees.
- Internal meeting: A meeting is a place to honor or discuss details of activities at the enterprise.
- Community events: Some activities that businesses can do are organizing donation events, donating blood, etc. This helps to improve team morale and brand image.
- Games: Enterprises should create dynamism for employees with sports days, family meetings or teambuilding during the year
Businesses can use a variety of media
Examples of internal communication of enterprises
Applying internal communication at the enterprise is not easy. In fact, theory will be far from practice. Viindoo will reveal some examples of internal communication success of large enterprises.
FPT internal communication
FPT is currently a leading corporation with more than 7 headquarters in different countries and 27,000 employees. This is a well-known enterprise with the effective internal communication approach. FPT has built a series of internal information pages such as FPT News, chungta and fanpage on the social network Facebook. In addition to developing indirect communication, the group also invests in other forms such as email, forums or radio.
FPT has good internal communication
Up to now, FPT internal communication has grown tremendously with 6 main strategies. It is the message, the goal, the audience, the channel, the communication plan and evaluation. Before formulating the plan, FPT always carefully monitors and analyzes it to ensure its effectiveness. In particular, the company focuses on creative suggestions and consultation with the staff.
Vinamilk internal communication
Vinamilk is a corporation specializing in distributing Vietnamese dairy products. In addition to product development, businesses also focus on human resources. This is the reason why Vinamilk always focuses on internal communications. This enterprise conducts communication through main channels such as Youtube, Website and management software. These channels all keep up with the trends of the times and have a variety of content.
Vinamilk always focuses on internal communication
Specifically, Vinamilk internal communication emphasizes on building messages and content towards the collective. Communication channels act as a bridge to share information with employees. Vinamilk also deploys Vinamilk epics or employee tracking software. This shows concern for employees and enhances the image of the business.
Internal communications is the key to the growth of a business. Every company needs to understand the benefits and how to build communication. As a result, employees will be more connected to the business and show a high work ethic. Through this article, Viindoo hopes that it can help companies make the right use of communication to bring long-term effectiveness to their businesses.