How to choose the right solution for internal communication

Did you know that poor internal communication is considered to be one of the main causes of stress at a workplace? Small wonder that the need for effective communication is greater than ever and that the speed of the information flow has increased exponentially. The conditions for communication have been changed radically and there are higher expectations of rapid responses. Despite this, many people still use email as the main method of communication for internal communication in a company.

One first step to improve internal communication, and at the same time keep up with digitalisation, is to transfer conversations from email to a platform dedicated for the purpose. The right solution will enable employees to avoid unnecessary stress and be better able to access and study relevant information, enhance the sense of control over their duties and ultimately create a better work environment.

Why should you invest in a platform for your internal communication?

It has been shown that effective communication results in fewer misunderstandings and a greater sense of efficiency and community. This might sound like stating the obvious for many, but the truth is that many workplaces have still not understood the benefit to the company of investing in internal communication, which is why they have not taken that step either.

In an article from Benify you can read about a survey of internal communication, in which 95% of CEOs from various companies stated that internal communication is crucial for their company’s chances of success. You can also read about how companies that focus on internal communication and processes of change, in contrast to those that do not take internal communication seriously, are also 3.5 times more likely to be successful than their competitors.

What to bear in mind when choosing an internal communication solution

One rule when choosing the right platform for good internal communication is to let employees communicate in the ways they usually use when communicating in private. Nowadays chats are the most popular method of communication, whether in the form of a text message or a chat on social media. Video meetings are another way of communicating that has grown strongly in the wake of the pandemic, and this has become a must for all good platforms. Information flows with the facility to comment, share and like messages are also in line with the way we communicate away from work and are a smart way of creating engagement.

A collaborative platform, Intranet or both?

Collaborative platform

There are different kinds of solutions for internal communication, and the most popular one at the moment (especially with the strong increase in remote working) is to work in collaborative platforms. Collaborative platforms bring together a number of different productivity tools with the opportunity to work in them with each other at the same time. And by combining work processes with tools for communication and networking, collaborative platforms can help employees obtain the necessary information, become more efficient and at the same time more innovative. Common collaborative platforms include Microsoft Teams, Slack, Cisco Webex and Google Hangouts.

Intranet

While a collaborative platform is useful for day-to-day work, an intranet is a good forum where important company information and templates can be brought together in one single place. Omnia has produced a good summary describing why an intranet cannot be replaced by a collaborative platform and why it is a good idea to use both solutions. They point out, among other things, that the information structure in collaborative platforms is not suitable for the purpose and function of the intranet, that the company’s brand and identity are not seen and that there is no natural place for company-wide information. Intranet solutions can be customised to suit your particular business, and can be provided, for example, by Microsoft SharePoint.

The best solution is a combination of the two

We would maintain that a collaborative platform is necessary to streamline everyday work and to improve your internal communication and collaboration. An intranet is a good complement to this for collecting important company information and news in one place, ideally through a chronological flow with the option of commenting on and liking items. The best option of all is to customise the solution so that the collaborative platform and the intranet interact to meet your business needs. For example, a news item on the intranet can be sent automatically as a message with a comment on the collaborative platform.

Three things to consider when choosing a platform:

1. Choose a platform that supports methods of communication that your employees are used to and also use in private. This will make the platform a natural choice for internal communication.
2. Choose a platform that is compatible with other interfaces and applications that you use. This will improve collaboration and team spirit.
3. A separate intranet is a good idea for highlighting company-wide information and is a good collection point for important company information and templates.

Do you need help in choosing a platform for your internal communication? 

We’d be happy to guide you in your choice of platform for your internal communication. We understand that different kinds of companies have different needs and requirements, and take this into account in what we recommend to you.