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August 17, 2023
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xx min read

How to Perfect Your Internal Communications Strategy

Are you tired of feeling like you’re playing a game of telephone, where important messages get lost in translation and productivity suffers as a result? You’ve landed in the right place!

Mastering the art of internal communication is essential for any successful organization. It fosters a culture of transparency, boosts employee engagement, and aligns all members toward common goals.

In this blog post, we're exploring the ins and outs of an effective internal communications strategy. We'll break down its key components, share some best practices, and even dive into how technology, like a Component Content Management System, can take your internal communications to the next level.

Quick Takeaways

  • An effective internal communications strategy will boost productivity, encourage collaboration, inform decision-making, and more
  • Internal communications allow internal teams to locate accurate information quickly, instead of relying on the company help desk
  • Tailoring communications to fit different individual needs can enhance the relevance and impact of the messages, leading to better engagement and understanding
  • A CCMS can revolutionize internal communications by streamlining content creation and management, enhancing collaboration, and personalizing communications

Discover the components of an effective internal communications strategy, learn best practices, and explore how a CCMS can revolutionize your internal communications.

Understanding Internal Communications Strategy

An internal communications strategy isn't just a fancy term people throw around in meetings.

Effective internal communications foster a culture of openness and transparency, making employees feel more engaged and connected to the organization.

It also allows internal teams to locate accurate information quickly, instead of relying on the company help desk, and nip any potential issues in the bud by providing a platform for feedback and dialogue. As a result, an internal communications strategy:

  • Boosts productivity
  • Encourages collaboration
  • Increases trust
  • Informs decision making
  • Promotes consistency

For example, Allstate agents used to call their own help desk to find the most up-to-date copy of their company policy. Now they use Heretto to find the most accurate company information instead. As a result, Allstate reduced help desk calls by 40%.

graphic shows quote from Allstate content manager saying that Heretto helped his company improve their internal communications strategy

Establishing internal communications helps organizations ensure efficient communication. It also creates a positive work environment where everyone feels informed, educated, and part of a larger purpose.

5 Key Components of Internal Communications Strategy

In any internal communications strategy, there are 5 key components:

1. Purpose and Goals

The first step in any journey is knowing where you're headed. What do you hope to achieve with your internal communications?

Maybe you want to boost employee engagement, or perhaps you're looking to improve transparency within the organization. Whatever your goals, they should be clear, measurable, and aligned with your overall business objectives.

2. Audience

icon represents understanding your audience to perfect internal communications

In this case, your audience is your users. But remember, not all users are the same. They have different:

  • Roles
  • Responsibilities
  • Information needs

Understanding these differences will help you tailor your communications effectively.

3. Channels

How will you deliver your message? Emails, intranet posts, team meetings, or maybe a combination of these? The channels you choose will depend on your audience and the type of message you're sending.

4. Content

What are you going to communicate? This could be anything from company news and policy updates to recognition of employee achievements. The key is to ensure the content is relevant and valuable to your employees.

5. Feedback Mechanisms

Communication is a two-way street. Providing avenues for feedback ensures that your employees feel heard and valued. It also gives you valuable insights into what's working and what's not.

3 Best Practices for your Internal Communications Strategy

Now that we've covered the basics and benefits of internal communications, let's dive into some best practices. These are tried and true strategies that can help you make the most of your internal communications.

1. Encourage Two-Way Communication

It’s important to encourage users to share their thoughts, ideas, and feedback.

Remember, users have the ability to provide valuable insights that can help you improve. Plus, when users feel heard, they're more likely to feel valued and engaged.

2. Regular Updates

Nobody likes to be kept in the dark, especially when it comes to their workplace. Regular updates about company changes and decisions can help employees feel informed and involved.

But it's not just about the frequency of updates; it's also about relevance and accuracy. By making sure company content is updated regularly, you show your dedication to giving employees the resources they need to succeed. This creates an atmosphere where they can trust that management is all about keeping them in the loop with accurate and meaningful updates.

3. Personalize Communications

We all know that one size doesn't fit all. The same goes for communications. Try to personalize your communications as much as possible. This could mean segmenting your employees by department, role, or location and tailoring your messages accordingly.

infographic explains four types of personalization

Or it could mean using a more conversational tone in your communications. The goal is to make your messages resonate with your employees, and personalization can go a long way in achieving that.

Leveraging a CCMS for Internal Communications

As we navigate the digital age, technology continues to revolutionize how we communicate within organizations. One such game-changer is the Component Content Management System (CCMS). But what exactly is a CCMS, and how can it enhance your internal communications?

A CCMS is a type of content management system that manages content at a granular level, also known as a component level. Unlike traditional content management systems that handle documents as whole entities, a CCMS breaks down content into smaller, reusable pieces.

This functionality can be a game-changer for your internal communications. Here's how:

Streamlined Content Creation and Management

With a CCMS, you can create, edit, and manage content components in one central location.

This means you can easily update a piece of information in one place, and the changes will automatically apply wherever that component is used. This feature is incredibly useful for maintaining consistency and accuracy in your internal communications.

Enhanced Collaboration

A CCMS allows multiple users to work on different components of a document simultaneously. This feature can significantly improve collaboration among teams, making the content creation process more efficient and cohesive.

Personalized Communications

Remember when we talked about personalizing communications? A CCMS can make this easier than ever.

You can mix and match content components to create personalized messages for different:

  • Departments
  • Roles
  • Individuals

This can help make your communications more relevant and engaging for your employees.

Multichannel Publishing

A CCMS can publish content to multiple channels, ensuring your message reaches everyone, no matter their preferred communication method. Whether it's via email, intranet, or a mobile app, a CCMS ensures your message is consistent across all platforms.

graphic shows that Heretto’s CCMS can publish on multiple channels

Improved Content Analysis

Many CCMS platforms come with analytics tools that allow you to track how your content is performing. You can see which messages are resonating with your employees and which ones might need tweaking. This can help you continuously improve your internal communications strategy.

Perfect Your Internal Communications Strategy Today!

Remember, effective internal communication is more than just sending emails or organizing meetings. It's about creating a positive work environment where everyone feels informed, valued, and part of a larger purpose. By leveraging technology like a CCMS, you can take your internal communications from good to great.

Are you ready to perfect your internal communications strategy? Heretto Deploy API can make your organization’s communication efficient and effective. Get started today by booking a demo, or learn more about Heretto Deploy Portal!

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