Communication is something many companies and organizations struggle with regularly. No matter how big or small your business is, you could be experiencing troubles both in your internal and external communication.
But how can you address these issues effectively, especially when it comes to matters inside your company?
Here are the ten ways to improve internal communication in your organization.
1. Clarify Your Mission and Vision
When trying to improve internal communication, it is best to start with the basics. Every organization needs to know its mission and vision (and values), so if you still haven’t clarified them to your team, it’s about time you finally do it.
Your mission is what your company wants to do in terms of goals and objectives, while your vision is about the aspirations you have. The values of your company will also be important as they will help you determine the most important principles that your organization will function by.
2. Utilize Digital Communication Tools
Today, digital communication has substituted many forms of traditional communication. Moreover, some teams operate remotely, which makes digital communication a must rather than an option. Utilizing digital communication tools can help you improve your internal communication significantly.
For instance, if you have a big office, you can let employees use chats instead of having them walk through the whole building to reach the person they are looking for. And if you have a remote team, you will need to use voice and video chatting as well as texting extensively throughout the day.
3. Use Task and Project Management Tools
In addition to using digital communication tools, you should also start using task and project management tools. These can help you and your team to better organize all the activities, tasks, and events that are scheduled for the day, week, month, or even year.
For example, a tool like Asana can be used by your team to assign tasks, schedule them, add tags and details, change deadlines, and so on. A simple calendar can already be useful, but Asana takes task and project management to a whole new level while having a user-friendly interface that even beginners will figure out quickly.
4. Start Running an Internal Blog
An aspect of internal communication that often gets overlooked is knowledge sharing. Companies have so much collective knowledge and information that they fail to utilize successfully because they overlook this aspect of communication. To solve this problem, you can start running an internal blog.
An internal blog can help your team stay informed on the latest company news, share valuable information, build company culture, etc. If you don’t have the time to write content for the blog, you can hire experienced writers from a writing service such as Best Essays Education, who will create all your blog content for you.
5. Actively Ask for Opinions and Feedback
The point of communication is to have a continuous dialogue, but how can you have a conversation when your employees are afraid to voice their opinions? This is exactly why you need to be actively asking for feedback and for perspectives from your team members.
Any time you have a meeting, encourage people to speak up. Even outside of meetings, you need to show that you want to hear what your team members have to say. Everyone should be able to voice their worries, frustrations, ideas, and so on to have a proper discussion with the team.
6. Schedule Time to Talk with Team Members
If you are a busy leader, you may appear as a closed-off person who doesn’t want to communicate with their employees. This is why it is always important to schedule time for talking with your team members and showing that you are open to them.
Leaders need to set an example for their teams, so you need to take internal communication seriously for your employees to follow you. Make sure that you are sending the right message to them consistently.
7. Encourage Water-Cooler Talk
Water-cooler talk refers to the conversations that happen between office employees during break time when everyone gathers near the water cooler. In physical offices, it is easy to encourage such conversations, but it becomes harder with remote teams.
If your employees are all located in different places and communicate digitally, it is important to have breaks for them to rest throughout the working day. You should also encourage them to chat during these breaks either by texting or through voice or video calls.
8. Create an Anonymous Suggestion Box
No matter how friendly the atmosphere in your company is, some employees may still be hesitant to voice their opinions and suggest something. They might be scared of you or even of the judgment their fellow employees may have towards them.
To solve this problem, you can create an anonymous suggestion box where anyone can share their ideas. Likewise, consider allowing anonymous complaints. It can help you prevent direct conflicts and solve issues in a more level-headed manner.
9. Discourage Anti-Social Behavior
While you should be encouraging different positive behaviors, such as the water-cooler talk, you should also be discouraging anti-social behavior. You don’t want anyone from your team to become closed off from everyone else.
If you notice that someone is less social with other employees, make sure to find out the reason for this and try to change their behavior. Of course, you shouldn’t be pushy about it – every situation is different and will have its own nuances.
10. Consider Reevaluating Your Organization
Last, but not least, consider reevaluating your organization completely. The way your company is structured might be the cause of poor internal communication as well as other issues you and your team may be struggling with.
If you are able to create a business that is organized in the most efficient way, you will minimize any kinds of issues you might be fighting right now. It is a radical solution to reorganize your company, but it is still an option.
All in all, identifying the causes of your communication issues and addressing the problems will take some time. But at the end of the day, it will definitely be worth it because your organization will function more efficiently, and your communication will be more effective. Use the tips in this article to help you improve internal communication in your business.