7 Tools for Better Internal Communication: Intranet Software Solutions - just the tip of the iceberg

Companies, organizations, school systems; no matter the size or purpose of the organization, it is more important now that ever in the global workforce to focus on proper internal communications. The most successful organizations are those with happy employees and employee satisfaction starts internally. Effective internal communication requires a well-thought out plan; one that encompasses the mission and values of the company or group. Many executives, business owners and supervisors make the mistake of thinking that people can read their minds or that the memo sent out last week was not filtered directly into the “Trash” folder of employee inboxes. Effective internal relations involve modern intranet software solutions, actual face-to-face time and a willingness to listen.

1. Intranet Software Solutions: Recognizing the effect that good internal communication has on the success of businesses, many software companies have come out with their versions of intranet software or document sharing software. Some software is even specifically designed for certain industries. Intranets are like internal bulletin boards that employees or members can use to access all of the current company information, news, events, celebrations, reports, etc. without paper copies and internal happenings away from the public eye. Intranet postings replace paper memos and company-wide emails. Instead of printing out copies of documents that get lost in the “In-Box”, unfinished documents and reports are shared via the intranet. As well, group discussions can happen in a fraction of the time it would take to have a lengthy phone conference. Employees can make more informed decisions and make more time-effective choices when checking an organization’s intranet.

2. Creating Company Policies: Many companies have very steadfast policies , visions and missions but due to lack of communication they fail to convey the importance of the rules, regulations, tone and culture of the office. If a company or organizational policy handbook or statement is made available to all employees, less time will be wasted by supervisors gently enforcing or explaining the employer’s vision and direction.

3. Detailed Job Descriptions: Accompanying every employee’s copy to the company Policy should be a detailed job description. If every employee has a complete description of their overall duties, there shouldn’t be much overlap in people’s tasks; this will make everyone’s job more time effective and efficient.

4. Performance Reviews: All personnel have one question: How am I doing? And even if they don’t want to know, it’s an employer’s responsibility to tell them on at least a yearly basis. Employees generally want feedback and can then know that they are on the right track and what area’s need improvement (if any.) If also gives people a chance to personally and privately communicate any ideas, or concerns. As an employer, having a a “Job Well Done” chat (whether formal or informal) is essential to employee well-being and confidence. It is also a great opportunity to review goals and job direction.

5. Have Regular Meetings: Scheduling weekly or monthly meetings with the whole department is crucial for effective internal communications. Employees need to feel as though they are being heard; conversely this is the perfect time for management to hear feedback and new ideas from ther employees or team of employees. If the department is too large for a sit-down meeting, consider other resources or communication tools like Skype.

6. Make Procedures a Priority: Every company should have a set of procedures for every situation. Also, desk references and templates are a must. Posting them on the company intranet will give all employees another way to be time efficient when creating reports, filing, contacting customers or sending proposals. This will reduce frustration over producing original documents, etc.

7. Celebrate Accomplishments: Whether people are retiring, starting a family or reaching their goals, they deserve a chance to be recognized for their hard work and team efforts. They also deserve a chance to see employers publicly recognize and congratulate them.

Internal communications can most definitely make or break an organization and should be a priority for all business owners, CEOs and management. Not only can they retain employees and reduce costs, they can also learn a thing or two along the way.