Communicating within Your Organization
Companies have various ways of communicating news to their stakeholders, especially management and employees. Without a clear policy on communication in place, it is easy in the day-to-day of operating a business to forget to convey key information or miss informing the necessary parties. Consistent failure to communicate can leave employees feeling disenfranchised from the company and demoralized in general. Alternatively, clear and open information sharing can go a long way in fostering cohesiveness and transparency within an organization.
Here are some effective communication strategies:
1. Schedule Regular Meetings or Bulletins to Disseminate
Company Information.
Having a prescheduled
means of sending information out can help
streamline the process and avoid the risk of over- or
undercommunicating. Sending information in writing
is acceptable; however, bad news or sensitive information
should always be communicated in person to reduce
the risk of misinterpretation and to give the listener
a chance to ask questions. Regularly scheduled
communications also reduce the pressure of determining
when and how information should be sent out.
2. Keep it Simple.
Providing information in simple
terms and in a concise manner has the best chance of
being heard fully and without confusion. Long-winded
explanations and stories risk losing their effectiveness
and your listener’s attention.
3. Be Prepared.
Practice in front of a trusted audience
first before going live. Make sure your spoken
word matches your body language so that you don’t inadvertently
communicate the wrong message.
4. Be Transparent.
Provide information as fully and
accurately as possible. If some information cannot be
disclosed, give the reason why. Answer as many questions
as possible up front so that your organization has
confidence that you are doing your best to keep them
informed. Limited information can be harmful, making
employees speculate on the missing details and potentially
losing their trust. Gen Xers and Millennials are
especially demanding of their employers and a misstep
in communications can result in long-term damage
with them. On the other hand, transparent
communication can lead to
employees feeling happier and
more satisfied.
5. Use Multiple Channels.
Depending
on the size and geographic
setup of a company, news may need
to be communicated in person and
through company systems to make
sure no one is left out. Video recordings
of live events ensure that every
employee hears the message
from the source and in the same
manner. Live or video presentations
should always be followed up in writing
to make sure everyone has the facts to review later.
6. Get Ahead of the News Cycle.
Bad news travels
fast, so let your employees hear it from you first. Then
provide them the tools and details they need to deliver
the message so that they become your best evangelists,
helping stop rumors and misinformation. Although the
tendency may be to talk less about negative company
news, internal communication can be an effective tool
in controlling a crisis.
7. Celebrate Successes.
Bring teams together by
announcing significant wins, awards, and positive customer
reviews.
8. There’s an App for That.
Tools are available for
every size of enterprise. Some popular ones are these:
• Chat Software: Slack, Yammer, or HipChat.
• Digital Monitors: display rotating company news,
new product announcements or customers, etc.
• Intranets: employees can ask questions or post
comments in a public forum.
Industry experts believe that good internal communications should be given the same level of importance as external messaging. Talking to employees should be viewed as a key business function that is essential for any organization to succeed and will hopefully result in increased productivity and job satisfaction.
Business Insights is hosted by the Law Firm of KPPB LAW (www.kppblaw.com).
Sonjui L. Kumar is a founding partner of KPPB LAW, practicing in the area of corporate law and governance.
Disclaimer: This article is for general information purposes only, and does not constitute legal, tax, or other professional advice.
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