Our Top 7 Tips and Tactics for a Successful Internal Communication Strategy

Helen Marukh

 on 

in Internal Communications

A winning internal communication plan needs to be supported by proven strategies. Discover our top internal comms strategies for keeping your team in the loop and driving innovation. 

Effective internal communication is crucial for any organization aiming to keep its employees informed, engaged, and aligned with company goals. This is why it’s important to undertake new internal communication initiatives with thoughtfulness and specific goals in mind. 

In this post, we’ll share our top 7 tips and tactics for strategic internal communication. Whether you’re looking to improve team dynamics, streamline information flow, or simply create a more positive work environment, we’ll help you develop internal communication strategies that meet your organization’s unique needs.

7 steps to a clear internal communications plan

Launch your first strategy or perfect your current one.

What Is an Internal Communication Strategy? 

“Internal communication strategy” and “internal communication plan” are sometimes used interchangeably. However, we use an internal communication strategy to refer to specific comms initiatives that comprise an overarching internal communication plan. 

In other words, the plan outlines your high-level approach and objectives, while the strategies are the action items that support your overall plan.

What Are the Key Elements of an Effective Internal Communication Strategy? 

Before creating a winning employee communication strategy, we recommend doing a full audit of your current internal communications to identify your strengths and weaknesses. 

Once you hone in on a specific area of improvement, come up with a targeted approach to execute your internal comms strategy. A detailed corporate comms strategy will lay out all of the following elements:

  • A Defined Problem and Success Conditions
    • Make sure that you understand the scope of the issue your internal communication strategy will address and what success would look like. Clearly defining the problem and desired outcomes will guide your strategy and keep your efforts focused.
  • A Clear Target Audience
    • Identify which employees you’re targeting with your new strategic internal communication. Remember that different departments, teams, and individuals may have varying communication needs and preferences.
  • The Intended Channels and Tools
    • The medium is the message. The type of communication you’re sending will determine the appropriate channels and tools, so choose platforms that align with your goals and ensure efficient message delivery.
  • An Appropriate Sending Cadence
    • Determine how often you will need to communicate with your audience to have the desired effect. 
  • Realistic Timelines, Benchmarks, and KPIs
    • Establish clear timelines for your initiatives, and set measurable benchmarks and key performance indicators (KPIs) to track progress and success.
  • A Plan to Track and Collect Data
    • After implementing a new corporate comms strategy, don’t just assume it’s working as intended. Measure the results and be ready to make adjustments based on feedback and tracking data.

7 Effective Internal Comms Strategies For Keeping Employees Informed and Engaged

Your internal communication plan consists of a series of strategies or initiatives that work together to create a cohesive and effective communication environment. Here are seven strategies you should consider adopting in your internal comms:

1. Bring in dedicated internal comms tools

Look for tools specifically designed for internal corporate communication. Internal communication tools are designed to address business communication needs in a way external tools simply don’t.

Consider, for example, an internal employee newsletter. While you could use Mailchimp for your internal newsletter, it has major drawbacks for corporate communications:

  • Newsletters are stored on and sent through less secure external servers.
  • External marketing tools are legally required to include an unsubscribe button on emails, meaning employees can opt out of receiving your internal newsletter or other communications.

When you use an internal comms tool like ContactMonkey, emails don’t have an unsubscribe button and are sent through your internal servers for increased internal communications security.

And because it’s an internal comms-focused tool, ContactMonkey even integrates with your Azure Active Directory or Human Resources Information System (HRIS) to make sending more manageable with dynamic, synced distribution lists.

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2. Get employees to do some of the work for you

Employees sharing their successes and experiences with their team members is always more fun and exciting than top-down communications from leadership, so encourage employee-generated content! 

Getting employees to share their own content creates a richer, more interconnected culture within your organization and gives employees a sense of ownership and pride in the company’s narrative. And as a bonus, you get to share the workload of coming up with interesting, engaging content! 

There are many different of employee content you can request. Consider: 

  • Ask employees to share photos and anecdotes from company events, volunteer activities, or team-building exercises
  • If employees are traveling for a conference or other work experience, ask them to write or record a travelogue that you can share. 
  • Feature employee profiles or “day in the life” articles to give employees a deeper understanding of different roles within the company.

Whatever you do, try to incorporate this content into your regular communication cadence. Also, don’t forget to encourage departments to take turns contributing content to ensure you represent a diverse range of voices and experiences.

3. Send employee newsletters to keep employees informed

Employee newsletters are an excellent way to provide transparent updates and maintain a consistent flow of communication within your org. 

As you craft a newsletter, include a variety of content to appeal to different interests and communication styles. You might:

  • Highlight company achievements and employee successes with a photo collage
  • Include a calendar of upcoming events and key initiatives
  • Embed a video from the CEO providing updates on ongoing projects

To keep employees interested, use engaging visuals and take advantage of different media in your newsletters. Incorporate images, infographics, and videos to make the content appealing and easier to digest. Consider including employee spotlights, team features, or fun facts to add a personal touch to the newsletter.

By sending regular newsletters, you keep employees informed and create a sense of community and shared purpose. It’s a simple yet effective way to strengthen internal communication and ensure that everyone is on the same page.

4. Take a multichannel, multimedia approach

To ensure effective communication, adopt a multifaceted internal comms approach that considers employees’ diverse learning styles and communication preferences. This means not only using multiple communication channels but also incorporating various types of media to engage employees in ways that resonate with them.

A multichannel approach increases the likelihood that employees will see and engage with your communications. While some messages are suitable for a single channel, others are more effective when shared across multiple channels. 

To make multichannel communication more streamlined, we recommend finding internal communication tools that can integrate multiple channels.

For example, while ContactMonkey is primarily an email platform, it also allows you to push the employee newsletters you create directly to Microsoft Teams. You can also take advantage of ContactMonkey’s employee SMS for communications that are more time-sensitive or that are being sent to deskless employees.  
As for the multimedia elements, ContactMonkey’s drag-and-drop email builder lets you create responsive HTML emails that can include images, GIFs, videos, and more, enhancing the overall effectiveness of your internal communications strategy.

Reach everyone, anywhere

5. Ask for feedback (and actually listen)

Collecting feedback from employees teaches you what’s working and what’s not and demonstrates to your team that you value their opinions. That’s why a regular cadence of employee surveys is an internal communication tactic that we recommend to every organization. 

For a comprehensive view of your organization’s employee experience, try conducting long-form surveys once or twice a year. The rest of the time, regularly conducted pulse surveys offer quick insights into employee sentiment and any immediate concerns that you need to address.

What does this cycle look like? It might go a little like this:

  • You embed an employee engagement pulse survey in your monthly newsletter asking, “On a scale of 1 to 10, how satisfied are you with the current internal communication within the company?”
  • The average score comes back a 5, indicating dissatisfaction, and you notice employees mentioning feeling out of the loop.
  • You analyze the feedback more closely to pinpoint specific issues, such as disorganized emails or a difficult-to-navigate intranet. 
  • To address these issues, you design a more visually appealing newsletter and revamp your intranet. 
  • Once these changes are made, communicate them clearly to employees, including scheduled training to walk them through the new intranet. 
  • You then follow up with another survey after a month or two to assess the impact of these changes.

This approach not only addresses the specific issue but also demonstrates that leaders value employee feedback, fostering a more engaged and satisfied workforce!

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6. Hold trainings, lead by example, and don’t forget your onboarding

Instituting new internal communication best practices, processes, or tools in your organization is easy in theory. But we all know that the adoption of a new tool or process is usually pretty uneven. Yet, for a new process to succeed, everyone needs to get on board. 

When introducing a new tool or process: 

  • Give your employees plenty of warning and remind them before, during, and after the changeover.
  • Hold training sessions and record them for employees to refer to. These sessions can be hands-on, using real-world examples to show how new methods will make their work easier and more efficient.
  • Don’t overlook onboarding. Have a comprehensive employee onboarding program that includes training on your company’s platforms and an overview of your communication culture as a whole.
  • Lead by example. Have leaders and managers set the standard to get people used to interacting under the new guidelines, be consistent, and don’t switch between new and old tools. 

By rolling out changes gradually, incorporating them into onboarding, and having leaders set the example, you create an environment where new communication processes can flourish. This approach ensures that everyone is on board and committed to effective internal communication.

7. Promote your brand internally

Employees become advocates when they’re invested in your company brand. However, turning your employees into brand ambassadors requires thoughtful internal promotion. 

Every employee in your organization, from entry-level to executive, should understand your organization’s core mission, vision, and values. Therefore, weave these foundational elements into onboarding programs, regular training sessions, and company-wide communications. 

You can use engaging formats like videos and interactive workshops to give your employees a personal connection to the brand. Encourage employees to share positive stories and experiences related to the brand through internal social media platforms, newsletters, or the intranet. Highlight these stories in team meetings and corporate communications to reinforce brand values.

You can also distribute branded merchandise, such as apparel and accessories, to create a sense of belonging, as well as incorporate the brand into the physical workspace with branded signage and design elements. 

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Jumpstart Your Comms With These Internal Communication Tactics

A successful internal communication strategy requires thoughtful planning, clear goals, and ongoing adjustments based on feedback and data.

By implementing some or all of these internal communication tactics, you can ensure that your workforce is more informed, more engaged, and works as a cohesive unit. Remember, effective internal communication is not a one-time effort but an ongoing process that evolves with your organization’s needs. 

Keep refining your approach, and you’ll see the positive impact on your company culture and performance.

Curious how ContactMonkey can fit into your communications plan? Book a free demo to see how our comms platform can help transform how you speak with employees.

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