What are the biggest hurdles in improving internal communications?

A company's reputation might be seriously tarnished if its employees aren't communicating effectively within it. However, in the thick of the week's ups and downs, it might be difficult to discern the effects.

Problems with internal communications don't harm your business all at once. Because of this, the implications are difficult to notice. However, it can assist in the early detection of problems and the prevention of catastrophic failures.

Here, we'll look at some of the most prevalent issues in internal communications and how to fix them. 

As an internal communications professional, the role plays a vital role in keeping teams informed and up-to-date. But even with the best planning, there will be times when challenges arise. When that happens, being prepared and strategic about your solutions will help resolve the problem quickly. Here are some tips to keep in mind:

First, take a step back and assess the situation. What is the nature of the problem? Is it a one-time event or an ongoing issue? Who is affected by it? Once you have a clear understanding of the problem, you can develop a plan to address it.

Next, think about your audience. Who do you need to communicate with, and what information do they need? Be sure to tailor your message accordingly.

Also consider your channels. What communication channels will reach your audience most effectively? Keep in mind that different channels may be more appropriate for different types of messages.

Problem #1: No action on feedbacks

Discourse will quickly lose its effectiveness if communication is restricted to a single direction. There are a variety of reasons why receiving feedback is critical. Even if your employees don't meet their goals, it indicates how well they cooperate with their teams, coworkers and bosses.

Additionally, employee feedback reveals how well they deal with pressure and hardship. Demotivation and sluggish work attitudes might be caused by a lack of feedback. The opposite is also true: when people receive favorable feedback, it can increase their enjoyment of their work, which in turn motivates them to improve. Regardless of whether the feedback is positive or negative, it is essential.

Possible solution

Managers must not only receive feedback, but also take action on it. If the results of surveys are ignored, they are of little use. The ultimate goal of gathering customer feedback is to put it to good use.

Problem #2: No transparency ​ 

Problems within a company quickly occur when management withholds critical information regarding their decisions. A lack of emphasis on effective leadership communication is typically the source of waning employee trust and confidence in management.

They also lose their confidence in asking inquiries, which hinders cross-company collaboration.

Possible solution

The solution is to create a culture of openness in the workplace. Encourage your staff to ask questions and be detailed when explaining company decisions. Make use of solutions like social intranet that actively promote openness in internal conversations.

Problem #3: Overloaded email ​ 

An average person can receive up to 120 emails every day in addition to phone conversations, text messages, group chats, social networks, and internal meetings.

As a result, essential data is frequently lost or destroyed or ignored. Overwhelmed inboxes are a common source of annoyance for workers. It shouldn't be like climbing Mount Everest in December to go through emails on a Monday morning.

Possible solution

Streamlining your work is as simple as combining all of your communication channels into one. AgilityPortal, a social intranet, provides a solution to minimize the need to send mass emails.

In the event that you do send emails, make sure they are free of jargon and don't include too many people. One simple rule to follow: After that, we'll have a conversation.

Problem #4: Ambiguous communications

Problems within a corporation aren't always caused by a lack of communication within the organization itself. As a matter of fact, it is the method of communication that is the problem. There's always a problem with information distribution if employees are unsure about deadlines or where to register for activities.  

Possible solution

Make ensuring your communications are coordinated across numerous platforms as an option for resolving the problem. For example, your slack messages and mailing content should be in sync.

Keep internal emails to a minimum of 200 words to avoid any misunderstandings. If you need to add additional resources, you can do so by embedding them as links that your staff can always access. 

Problem #5: No communication at all

  Internal communication issues are among the most common causes of employee dissatisfaction. Lack of information from managers; frequent changes that aren't well communicated to staff; or persons in different roles who are completely focused on their own ambitions, ignoring overall priorities.

Possible solution

An ideal approach would be to establish a direct line of communication where employees can voice their concerns, offer solutions, and simply talk about their days. First and foremost, the goals and priorities of the project should be clearly stated to all stakeholders in the organization. The formation of communication silos can be prevented and feelings of teamwork and common goals can be supported by these.

When it comes to your staff, think of them like you would a sports team. In order to advance the ball, or even score a touchdown, the players must know what play is being called.

Problem #6: Onboarding process

The process of onboarding new staff is usually exciting, but it may be time-consuming. It's not uncommon for employers to overlook the need of training new employees on effective methods of communication.

Even remote onboarding has become the new standard following the global pandemic of 2020. Fortunately, an employee app may help with onboarding in a variety of ways, regardless of how your company executes the process.

Possible solution

If you're looking for a solution, you may want to design onboarding rules that are both easy to follow and familiarize your new staff with the communication techniques you use. Your new hires will quickly feel like a member of the group if you do this, and their onboarding procedures will be integrated into the flow of communication.

Problem #7: Not recognizing employees for their achievements ​ 

When it comes to motivating and energizing your workforce, nothing beats public acknowledgment. Recognition of hard work shows your staff that they're on the right path and that their efforts matter to you. If employees aren't given credit for their work, their drive will wane, and their output will suffer.

Possible solution

Using your communication channels, you may provide meaningful and consistent employee recognition. Thank your employees in a digital way with AgilityPortal by using its gamification features.  

Conclusion

If you're struggling with inter-departmental communication, you're not alone. 

In fact, 41% of internal communicators find this to be their biggest challenge. After all, if employees don't communicate with each other, the company can't make sure they're working on the same agendas. 

There will always be issues with internal communication. However, they do not always have to become a problem for the entire firm.

You can reduce the impact of communication challenges on your business and get it back up and running efficiently by having a strong internal communications plan, a modern intranet, and by adopting best practices in internal communications.