6 tools to digitize and streamline internal communication in companies

For a company, effective internal communication must be an indispensable part of the routine. And, thanks to technological advances, it is possible to use tools that favor the communication flow. Don’t forget that effective communication is essential to transmit the values of the company, as well as to increase the feeling of belonging to it. Join us in this article where we will tell you how to optimize internal communications in the company through its digitization!

What is internal communication in the company?

The objective of internal communications is to ensure that communications between departments and their members are effective. It is not a one-way communication where managers barely send a couple of messages to their collaborators, no, it goes beyond that. 

These aim to establish dialogues between the different layers of the company, regardless of whether they are interdepartmental or hierarchical, to encourage participation in the company’s development and to feel that one is an important part of the process.

This type of communication is very varied, as it covers many stages of a company’s routine, from the announcement of new policies, updating tools, working with projects, audits, etc.

In any case, internal communications in the company is a means by which trusting relationships can be fostered and help to strengthen the commitment of employees and integrate them into the company. It would also help to share the culture and values of the organization to align them with those of the work team.

Why are internal communications important in your company?

Effective and efficient internal communication can only be responsible for good interaction and engagement among employees, since it allows them to be aware of the company’s situation in the first place. This makes it easier for them to learn the necessary business changes and to align themselves with the company’s new objectives and situations at any given time.

In addition, good communication between departments within a company allows employees to feel part of the business. When executives and management take care to communicate with their employees, as well as foster a positive culture, employees automatically feel an important part of the business.

Good communication can even be related to the good perception of the company. When this is carried out correctly, the motivation, commitment and productivity of workers increases and, in the end, this is seen in the loyalty of customers to the organization.

 

You may also be interested in: Digital culture in companies

 

3 tips to optimize internal communication in companies

As we told you earlier, effective internal communication not only makes your team members more engaged, but also more productive. However, how do you get a good connection between the professionals you hire and your organization? 

Well, you don’t have to go too far, speak their same codes and do it through channels that can easily become part of their daily life. That is the meaning of making your internal communication more digital.

From the Gestion Direct team, we want to share with you 4 tips that will help you make your company’s internal communication more digital:

  1. Explore new formats

No matter what message you want to convey, include the resources you think are necessary: photos, clips, emoticons. Also, if you need to communicate something urgent, don’t forget to add a call to action that invites your recipients to interact.

Learn what catches their attention, what motivates their responses, how they communicate and work it into team communication.

  1. More than a team, it creates a community

Encourage the creation of an environment where there are always conversations and collaboration between teams, so feedback will always be easy and there will always be opportunities for your team to grow and become stronger and stronger.

  1. Be more agile

Employees often have little time to read lengthy communications, so be sure to keep your messages short and to the point, and choose the right time for everyone to pay attention. 

Think about it, it is not the same to communicate something on a Monday early in the morning as it is to do it on a Thursday mid-morning. Therefore, it is important that you rely on the leaders you have designated to each department or team and use the experience they share with you to improve your communications and measure their impact.

6 tools to digitize internal communications in your company

All companies, regardless of their size, must take care of the proper functioning of their internal communications to create a brand that remains active, adds value, has a lower turnover rate and improves competitiveness.

In short, good internal communication in the company contributes to the positive experience that employees have within the company, making the work environment much better.

Having said that, we will now share with you 7 tools that can help you in this task:

internal communication in companies

  1. For team meetings

Organizing meetings with a team that is both remote and face-to-face is key to keeping all members of the participating departments informed. Before doing so, you need to have a clear protocol: the objectives you are going to talk about and the people you do need to be present.

That said, the tools we recommend for this type of task are Google Meet, Zoom, Slack, etc. Honestly, there are many that we can mention, but it is a matter of you and your team trying which one you and your team like the most among all the existing variety.

  1. Project or task managers

This type of tool favors communication to the extent that everyone can be aware of what each member is doing, even if they belong to different departments.

This type of tool is usually simple and practical to use, offering complete information about the equipment, giving alerts, sending notifications, creating entire conversations with just a few clicks.

Of this type of tool we can mention Asana, Trello, Monday, ClickUp, Jira, among many others. However, it is a matter of your team finding the option that best suits the needs of the company.

  1.  Company email

Although they are now a bit obsolete, it never hurts to have an internal email in the company to send notifications, news and other general communications, especially when they are for a specific area. 

  1. Employee handbook

To prepare an employee handbook, fully detailed to facilitate the arrival and adaptation of new employees, you will be able to provide as much basic information about the company on the first day of work and, if possible, about the specific department to which the employee will belong.

Ideally, it should contain company policies, a welcome to new employees and a short guide to the image, values and mission of the business.

  1. Instant messaging chat

Any means of instant messaging will be very useful to share important information with the different teams in the company and maintain fluid conversations in real time without anyone missing out on anything.

In this case, we can recommend apps such as Slack, Teams, Google chat, among others.

  1. Suggestion box

Gathering ideas and opinions from your employees regarding the experience in the office or work in general is important to know their reality and implement initiatives that help create an optimal environment.

Therefore, setting up a virtual space such as a suggestion box or organizing one-to-one meetings with your employees can be of great help to improve.

 

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Benefits of optimizing internal communications 

Optimizing your company’s internal communications can bring you multiple advantages, such as those mentioned below:

Flexibility

For years, the word “work” was associated with the concept of rigidity, with no possibility of anything else or anything different. But, with the advent of the digitalization of companies, things changed significantly.

Now, the flexibility to communicate fluently and carry out tasks is much greater. It is even possible to work from anywhere as long as you have an Internet connection to perform daily tasks and have the necessary tools online.

It is important to mention that flexibility fosters a greater capacity to adapt to changes, greater satisfaction and a considerable increase in productivity.

Task optimization

Finally, no more manual, unproductive and exhausting work. Thanks to technological advances, it is possible to optimize repetitive tasks and even automate them.

This not only saves time that can be spent on other valuable tasks, but also saves costs.

Labor optimization

With fluid internal communication, the company can aspire to better results by optimizing the work of its employees. The streamlining of this process facilitates many others, such as hiring, induction, training, talent retention and more.

Improve strategic focus

Thanks to digitalization, many of the repetitive and especially bureaucratic tasks can be handed over to technology. With this, your employees will gain a better quality of life, a sense of purpose useful to the company, which will greatly benefit you and the positive results you can achieve.

Cost reduction

With digitization, companies become more agile, capable and competent, which will lead to a considerable reduction in costs and increased focus on the goals to be achieved.

 

You may also be interested in: How to manage remote teams effectively 

 

Did you like our recommendations? At Gestion Direct we are always at your disposal when it comes to keeping you informed about business trends. If you want to continue learning about internal communication in the company, the digitization of processes and more news, subscribe to our blog.

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