The ultimate guide to internal communication and employee communication

Employee Communications

From Internal Communication to Employee Communication: The Ultimate Guide

Picture of Dane H.

By Dane H.

Companies know that having successful employee communication is important. But knowing where to begin is not always easy. It’s a challenge for any communications department to determine what tools are needed, what mistakes to avoid, and what paths to follow. At Sociabble, we understand this. We’ve helped clients plan and implement employee communication programs all over the world, and we’ve seen firsthand which questions spring up and which obstacles need to be overcome. That’s the reason we’ve built this guide, to help you and your company get the most out of your own internal communication/employee communication initiative. We’ll explore the steps and techniques necessary to launch and sustain a strong employee communication program using a proven methodology.

 

Why Internal Communication Alone is No Longer Enough

For most of the last century, internal communication was the way that companies shared information with their employees. This was a top-down, one-way form of sharing updates and facts. But in the digital era of today, things have changed. With the internet and social media now a daily part of engaged employee life, professional information has become a two-way street. And it’s happened quickly. According to an article published by Gartner, “The entire social media landscape and operating environment have shifted to something unrecognizable, even when looking back a mere five years.” A recent Forbes article takes it even one step further. It claims, “There’s no doubt that social media has changed human behavior over the past decade.” The article goes on to report that “81% of Americans have a social media profile, and two hours are spent on social media every day by the average person.”

The new direction is obvious. The times are changing. And as a result, businesses need to keep up.

 

Introducing Employee Communication, a New Solution

Keeping employees engaged and informed isn’t a question of sending an email or mailing out a paper letter; it’s about making sure the company itself becomes part of their individual online ecosystem, to share in the mix of third-party news, user generated content, and live broadcast streams. The truth is, 98% of employees currently use at least one social media site for personal use, of which 50% are already posting about their company. And 71% of employees spend over 2 hours a week accessing company information on mobile devices. This is the new way employees receive and share information.

With that in mind, it’s time to move past internal communication and replace it with something new: Employee Communication. This is a much broader concept. One that moves beyond the traditional boundaries of the company walls. At its essence, employee communication is simply the variety of ways in which companies can communicate with their employees. And vice-versa. It encompasses both internal and external communication. It incorporates new methods of achieving engagement, understanding, and input. Its strength, though, is that it allows for employees to become informed, engaged, and influential within their online ecosystem. They read, digest, and interact with information supplied by the different corporate channels (social media, newsfeeds, intranets, etc.).

They then spread that awareness as thought leaders and brand advocates in their field. They’re more aware of what’s going on within their company, but also in the larger industry and marketplace as a whole.

 

Benefits of Strong Employee Communication

We know what employee communication is. It’s a term that encompasses the new digital reality of information sharing, and the ways in which those realities can be incorporated into a broader communications strategy.

The question that remains, however, is why it matters. Why is it so important for a company to have an effective employee communication platform? What does a business have to gain by becoming a part of an employee’s online ecosystem and daily routine?

The most convincing evidence is simple statistics, and the figures are hard to argue with: employee communication doesn’t just matter, it’s an absolutely critical part of any successful company’s communications strategy today. For example:

— Excellent internal communication can lead to a 40% increase in customer satisfaction.

— Companies with good communication are 4x as likely to have high levels of engagement.

— Productivity in organizations with connected employees improves by 20-25%.

— Companies that are highly effective communicators had 47% higher returns to shareholders.

— Highly engaged employees can improve a company’s operating income by 2% over a 12-month period.

Next, we’ll explore the steps and considerations needed to launch an effective employee communication initiative.

 

Optimize Your Strategy and Include Top-Level Involvement

1. Consider all Stakeholders

This is true from the earliest planning stages, right on through to implementation. Many different people work at a company, filling various roles. Therefore, an effective communication strategy needs to involve all of them. This can mean personalizing content with designated social media channels, offering extensive mobile support for employees without professional email addresses or regular desk time, and amplifying the voices of entry-level and temporary employees to create an environment of inclusion. There should be no such thing as a “disconnected” worker. Everyone should be in on the action.

 

2. Empower Managers

It’s necessary to include all levels in formulating a communication plan. But ensuring that managers and other top-level staff are leaders in communication is crucial. This includes encouraging managers to actively provide necessary information, but it also means giving them the autonomy and budget to inform and engage their own employees as they see fit. After all, who knows better what will keep employees absorbed than those who work closely with them on a daily basis?

 

3. Celebrate Internal Influencers

There are going to be those at any company who have a better handle on social media. Who are better known internally and externally, or who even simply have a more visible personality. Don’t be afraid to use these “influencers” to spread the word. This can include everything from rewarding engagement with gamification via badges and points, to simply identifying “influencers” to help roll out new policies and campaigns. In short, there are many ways to be a leader, and they don’t all necessarily have to do with a position in management.

 

4. Know Your Employee Communication Tools . . . and Consolidate

Email, enterprise social networks, intranets, and good-old fashioned newsletters—you probably have a number of tools sitting in your kit, and it’s important you use them to the best of their capabilities. Just as you wouldn’t use a screwdriver to hammer a nail or a saw to measure a table, you wouldn’t use a company email to conduct an office poll, or Twitter to conduct an employee review. Learn each channel’s potential, and then incorporate them all into a single, unified plan. And platforms with social media aggregators can definitely help.

 

5. Integrate Mobile & Video

Times are changing, and now more than ever employees are relying on mobile devices. Not to mention mobile-friendly video channels for information and entertainment. Rather than buck the trend, use it to your advantage. Make sure your communications are geared toward mobile. And don’t be afraid to incorporate videos as a major source of content. This is what will keep employees engaged in the modern era, when many only have a few minutes over a break or during a commute to check their phones for the latest information they can use.

 

6. Let Technology Help

Third-party articles and postings on relevant topics are a necessary part of a healthy content mix. But scouring the internet for these articles can be time-consuming. Why not let technology do a little of the work for you? Use content curation tools like Feedly and Scoop.it with key words to help find and grab the content for you. Or better yet, use a platform with the curation tools already built in.

 

7. Measure Performance

It’s hard to know if something works, especially if you don’t have any metrics to measure. When looking for a platform, make sure you have the capability to keep track of key metrics like engagement, shares, and views. This is the best way to determine the effectiveness of different strategies. What works for one may not work for the other. Essentially, keeping track of the numbers will keep you from wasting time and energy on ineffective measures.

 

Employee communication diagram

 

Create the Perfect Content Mix

When it comes to evolving from internal communication to employee communication, curating a diverse content mix is a crucial piece of the puzzle. Informed employees are generally happier and much more productive. Engaged employees are a brand’s best advocates. And keeping employees informed and engaged means giving them a rich and relevant variety of content. Third-party articles, competitive reports, industry updates, even company photos—you need to keep them informed with a single, steady stream of useful and interesting news. But how do you know which mix is best? At Sociabble, we often suggest using the Content Rule of Thirds.

 

According to the Content Rule of Thirds, the perfect content mix is:

 

1/3 Company News

There’s always something newsworthy going on at any company. This is your chance to showcase it and keep your employees informed. New campaigns, new deployments, new hires, new offices—these are all worth communicating, especially across different departments that may not have contact on a daily basis. But it’s important to keep in mind that sources should be both internal and external. Compelling third-party content from public feeds drives employee engagement, and gives a different perspective on what’s happening at your business.

 

1/3 Industry News

Keeping tabs on what’s happening within the industry ecosystem is a key part of business success. And it pays for employees to know what’s going on. Making sure 1/3 of your content is industry-related can help ensure everyone is up to speed on the general trends taking place in the market. But don’t forget—industry news should involve developments with competitors as well as partners. Both are important.

 

 1/3 Daily Life

If the 1/3 Company News portion is the macro version of what’s happening at your company, think of this as the more personalized, micro version. This is the chance to show the human side of your brand. Also, this is a great opportunity to employ more user generated content via social media. That can mean using badges, quizzes, and even polls to connect with employees. They’re the most important asset at every company—so make sure they know their voices are heard.

 

Employee communication content diagram

 

Use Mobile & Push Notifications to Stay Top of Mind and Engage your Frontline Workforce

An Effective Mobile App

Because many frontline workers don’t have professional email addresses or desktops at hand, it’s crucial to reach them wherever they are. This means mobile is indispensable. That’s why we have worked extra hard to make the Sociabble app user-friendly, visually appealing, intuitive, and adaptable to any mobile device. For example, a retail employee on their feet at an outlet store should be able to check and respond to the latest company sales report just as easily as someone their desk in the marketing department. And without an effective mobile communication strategy, you’re simply not going to reach the frontline workforce.

 

Explain That Their Voice Matters

However, all the mobile technology in the world won’t make a difference if employees don’t feel compelled to use it. It’s important to communicate from the beginning that their voice matters, that sharing it is important. Indeed, employees are a company’s greatest resource, and their opinions, ideas, and suggestions help form a better work environment. And just as Simon Senek says, you’ve got to start with why. Specifically, why it is in their interest to become informed and engaged within the company. It actually does make their experience as employees better in many ways.

 

Start with Concrete User Generated Content

To make sure their voices are heard from the get-go, start off your efforts with pieces of user generated content like feedback polls designed to gather employee input. When frontline employees see that the company cares about their opinions—and then actually does something to address their wishes and concerns, they see the immediate value of engagement. In short, it affects their experience and it can improve their workday.

 

Address Employees at Both a Global and Local Level

The Problem? Global and local content streams are all mixed up.

For international companies, information can have relevance at a global as well as a local level. But many companies can’t separate these two streams. The messages become jumbled and confused. Employees receive huge amounts of global information, but this news isn’t always useful at the local level. And companies don’t know if content should be sent in English, or in regional languages. Either employees don’t feel part of the group, or huge efforts go into translation. Neither is good for engagement, and moreover, both make employees less connected to the company.

 

The Solution? Content curation at both a global and a local level.

For international corporations with global and local communication streams, it is important to manage and filter the flow of information. It doesn’t matter where the employee is based. Relevance and clarity should be maintained. Therefore, an effective employee communication platform needs to be dynamic. It should allow for different levels of administration. For large global deployments, this could mean having an administrator who manages all global content. But it means also having regional and local administrators who choose which content should flow into their offices. And language is a consideration, too. The right platform should transition smoothly between global content in English and local content in other regional languages. For instance, news of a company-wide policy change would be something for a global administrator to pass on. A report written in French about changes at the Paris office, for example, might require the approval of the Paris office’s local administrator.

 

 Global Local Communications

 

Conclusion: With The Right Strategy and Platform, Strong Employee Communication Are Within Your Reach

In conclusion, yes, employees have a lot on their minds these days, and company communication need to stand out in a world of limited time and competing information. However, with an intelligent employee communication strategy and the right online tools, it is possible. The importance of employee communication cannot be overstated. At Sociabble, we understand this. We understand that the guiding principle of any effective strategy needs to be your company’s best interest. Streamlined and optimized communications are the key to success, which is why we have developed a comprehensive platform to help you achieve it. With top of the line mobile and desktop technology, we bring together the elements you have with the elements you need, to create a program tailored to you and your communications plan.

If you’d like to learn more about how Sociabble can help your business create informed, engaged, and influential employees, feel free to reach out and request a free demo. We’d love to chat.

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