What are the best ways to maintain your internal communication network?

1 Choose the right tools

The first step to maintaining your internal communication network is to select the appropriate tools and platforms for your needs. You should consider factors such as the size, location, and culture of your organization, as well as the types of messages, feedback, and interactions you want to facilitate. For example, you may use email for formal and official announcements, instant messaging for quick and informal chats, video conferencing for meetings and presentations, and intranet or social media for knowledge sharing and engagement.

2 Establish clear guidelines

The second step to maintaining your internal communication network is to set clear and consistent guidelines for your communication practices. You should define the purpose, frequency, and tone of each communication channel, as well as the roles and responsibilities of the communicators and the recipients. You should also establish the expectations and norms for responding, acknowledging, and following up on messages. By doing so, you can avoid confusion, duplication, and overload of information, and ensure that everyone is on the same page.

3 Measure and improve

The third step to maintaining your internal communication network is to measure and improve its effectiveness and impact. You should regularly collect and analyze data and feedback from your internal communication activities, such as open rates, click-through rates, views, comments, likes, surveys, polls, and interviews. You should also monitor the outcomes and behaviors that your internal communication aims to influence, such as employee engagement, satisfaction, productivity, retention, and performance. Based on the results, you should identify the strengths and weaknesses of your internal communication network, and make adjustments and improvements accordingly.

4 Encourage participation

The fourth step to maintaining your internal communication network is to encourage participation and involvement from your employees. You should create opportunities and incentives for your employees to share their opinions, ideas, questions, and concerns, as well as to listen and learn from others. You should also recognize and reward the contributions and achievements of your employees, and celebrate the milestones and successes of your organization. By doing so, you can foster a sense of belonging, ownership, and recognition among your employees, and enhance their engagement and loyalty.

5 Adapt to changes

The fifth step to maintaining your internal communication network is to adapt to changes and challenges that may arise in your organization or environment. You should be flexible and responsive to the needs, preferences, and feedback of your employees, as well as to the trends, opportunities, and threats in your industry or market. You should also communicate proactively and transparently with your employees about any changes or issues that may affect them, and provide them with the support and resources they need to cope and thrive. By doing so, you can build trust and resilience among your employees, and maintain their alignment and commitment.

6 Learn from others

The sixth and final step to maintaining your internal communication network is to learn from others who have successfully implemented and managed internal communication in their organizations. You should seek and exchange best practices, tips, and insights with other internal communication professionals, either within your network or through external sources, such as blogs, podcasts, webinars, books, or courses. You should also benchmark your internal communication performance and practices against industry standards or competitors, and identify the gaps and opportunities for improvement. By doing so, you can gain new perspectives and ideas, and stay updated and relevant in your field.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?