Editorial
HR teams dedicate substantial time, money and resources to initiatives like intranets, training programs and onboarding strategies. But one common mistake they make is the assumption that just because a program or tool is built, employees will automatically engage with it.
The truth is, even the most robust HR programs can fall flat if they aren’t accompanied by the right internal communication strategies. A successful HR initiative requires more than the creation of resources — it demands effective communication to ensure those resources are seen, understood and acted upon.
Communication acts as the central nervous system to any HR or employee experience program in our fast-paced, information-heavy, distributed workplaces. However, simply sending a message doesn’t mean it will be received, read or fully digested by employees.
The five tips below will help you effectively use internal communications to improve your employee experience and the success of your HR programs.
1. Tailor Communication to Specific Employee Needs
One-size-fits-all messaging is no longer effective (if it ever was). Employees across departments, locations and roles often have unique needs and preferences when it comes to how they consume information. Whether they’re deskless workers, remote employees or in-office staff, they may not all have the same access to or use of communication channels — like Teams or email, for example.
To improve engagement, segment your internal communications based on these differences. You might send quick, easily digestible updates through mobile notifications for deskless employees, while providing more detailed information through email or your intranet for office-based staff. By tailoring messages to fit employees’ preferred communication channels, you can increase the likelihood that important information will actually reach them. Personalized communication doesn’t just grab attention — it helps employees feel more connected and valued, as the information they receive is relevant to their role and needs.
Related Article: Courage Coach: How to Deliver Communications That Stick
2. Align Internal Communication With Company Culture
One of the most important, but overlooked aspects of internal communication is aligning it with the organization’s tone, culture and values. If employees view the messages they receive as impersonal or disconnected from the company’s mission, they’re less likely to engage with HR programs.
For instance, if your company prioritizes transparency and open dialogue, your internal communications should embody that spirit. Rather than simply announcing a new training initiative, explain why the program is important, how it aligns with the company’s goals and how it will benefit employees. Also, consider an executive sponsor supporting the initiative and sharing the “why” through short, informative videos. This approach fosters trust and encourages more engagement. When internal communications feel authentic and aligned with company values, employees are more likely to view them as meaningful and worthwhile.
3. Make Information Accessible and Easy to Digest
In the age of information overload, clarity and simplicity are key. Just because a message is sent doesn’t mean it will be received or understood. Employees are inundated with emails, notifications and updates throughout the day, making it easy for important HR communications to get lost in the noise.
To cut through the clutter, make your communications clear, concise and easy to digest. Use bullet points, bold headers and visual aids to emphasize key points. Break down complex topics into smaller, more manageable and easy to absorb pieces of information. For example, if you’re rolling out a new benefits package, consider sending a series of brief, targeted messages highlighting one feature at a time, rather than overwhelming employees with a long, dense email covering everything at once.
Additionally, consider using multiple formats, such as video summaries or infographics, to ensure key messages are conveyed in a variety of engaging ways. The goal is to make it as easy as possible for employees to understand and take action on the information you’re sharing.
Related Article: Internal Comms Number One Channel? Email
4. Foster Two-Way Communication
Effective internal communication isn’t just about broadcasting messages — it’s about creating a dialogue. Encouraging two-way communication allows employees to voice their thoughts, ask questions and provide feedback, creating a more inclusive and engaged workforce. Employee input is crucial for HR initiatives, as it quickly reveals what’s working and what needs improvement.
If you’re launching a new onboarding program, ask recent hires for feedback on their experience. Did they find the training helpful? Was there anything they felt was missing? This type of input can help you refine the program over time, making it more effective and relevant to new employees.
Questions are the best way to lay the foundation for a workplace-wide two-way communication stream. Provide opportunities for employees to ask questions in real time, whether through live Q&A sessions, dedicated chat channels or anonymous feedback forms. By giving employees a voice, you’re not only improving the communication process, but also fostering a sense of ownership and engagement in the initiatives you’re rolling out.
5. Measure and Refine Communication Efforts
The final step in leveraging internal communication to improve your employee experience is measurement. Without tracking employee engagement around your messages, you won’t know what’s landing and what’s not. Use tools to collect data like email opens, intranet engagement and training session attendance. Analyzing these metrics can help you adjust your strategies to better meet your employees’ needs.
When rolling out a large initiative, consider testing the communication and training with an early adopters group, then gather their feedback through a survey. This allows you to quickly refine your efforts before going live. Once the initiative launches, a stabilization survey can be incredibly helpful in understanding immediate concerns and allows you to quickly make changes until the change is “stable.”
If you find that a significant portion of your workforce isn’t engaging with a particular HR initiative, it could be a sign that your messaging or delivery methods need to change. Perhaps employees prefer updates via mobile push notifications, or maybe they need more clarification on how a program will benefit them personally. By continuously refining your communication approach based on data and feedback, you can ensure that your HR programs have the best chance of success.
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Without effective internal communication, the programs that HR teams spend hours to implement for employee engagement may fall short. By taking a thoughtful approach to how you communicate with employees, you can greatly improve the outcome of any HR initiative. Communication isn’t just a support function; it’s the foundation of a successful employee experience strategy.
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