Communication has always played a critical role in a company’s success, regardless of sector or size. In the context of modern technology and socioeconomic circumstances, however, it has become more complex than ever.

The rise of remote work has necessitated better, more reliable telecommunication tools and practices. Events such as the COVID-19 pandemic, meanwhile, have reminded us all that change is inevitable, and adaptability is crucial to maintaining stability during challenging times.

As such, an internal communication strategy is a vital tool for growth as well as perseverance. Let’s examine what this type of strategy looks like, why you need one, and how you can create one that will help your brand grow and thrive.

What is an internal communication strategy?

An internal communication strategy is a plan that lays out best practices for how internal communication will take place at your company. It outlines your organization’s goals for improving internal communication and codifies the steps necessary to reach those goals.

A good strategy will take into account all of the various elements that affect, or are affected by, the quality of your internal communication. These include the following:

• Brand identity, personality, and voice
• Mission statement and values
• Types of internal communication and channels used
• Company, team, and individual roles, responsibilities, and goals
• Employee experience and overall company culture

Above all, an internal communication strategy focuses on opportunities: for employees to share insights into the current state of internal communications, for leaders to take those insights and turn them into actionable goals, and for companies to change for the better.

Why you need an internal communication strategy

All businesses can benefit from developing and implementing an internal communication strategy, regardless of the quality of their current communication practices. Why? Having a solid plan in place offers all of the following benefits:

• Ensures employees are aligned on communication methods, overall company goals, and mission
• Improves employee engagement, which positively impacts morale and productivity
• Enhances the employee experience, which reduces absenteeism and turnover
• Reduces time spent searching for information or trying to get in touch with colleagues or managers
• Improves organizational transparency, which encourages a culture of trust and honesty
• Facilitates greater levels of collaboration and innovation

The sooner you can create and implement your own strategy, the sooner your business will begin to reap the rewards.

How to create your internal communication strategy

So how do you go about creating an internal communication strategy? The key is to tailor your strategy to your business, taking into account both where you’re at currently and where you want to go. While it will take some time and deliberation to create a new strategy (especially if your business has never implemented one before), the good news is that it only takes four steps:

1 Assess the status of current communications

2 Review communication types and channels

3 Identify what’s working and what’s not

4 Create and share written documentation of your strategy

Let’s take a closer look at what each of these steps entails.

1 Assess the status of current communications

Begin by analyzing how internal communication is currently taking place. Ask questions:

• What channels are being used?
• What groups in the company are using them?
• How well is the current system working?

Surveys and focus groups provide excellent opportunities to get answers to some of these questions directly from your employees. Feedback from employee assistance programs is another good place to look.

2 Review communication types and channels

Organize the types of internal communication your company uses into categories. Determine:

• How frequently each type of communication is used
• What communication channel is used for each type
• What your goals are for each type

Goals can include things like improving communication quality on specific channels, increasing consistency across channels, clarifying and enforcing guidelines around which channels to use when, or even implementing new channels or phasing out old ones that no longer serve your company well.

3 Identify what’s working and what’s not

Decide what aspects of your current internal communication process should be kept as-is and what needs to change. This might mean altering existing processes or implementing new ones. For example:

• Changing workflow patterns
• Increasing the frequency of all-hands meetings
• Offering training sessions related to internal communication practices
• Sharing more of certain types of company information to increase transparency
• Offering more opportunities for employees to provide constructive feedback
• Upgrading available telecommunication technologies

Prioritizing is key to success at this stage. Use the information you have gathered thus far as a guide to determine which areas of improvement need the most urgent attention or require the most effort or resources to improve.

4 Create and share written documentation of your strategy

Write up your strategy as a formal document and distribute it to all employees. Be sure to include the following:

• Company mission statement, vision, and values
• What channels will be used going forward for what types of communications, by whom (segment employees), and how often
• Best practices for internal communication by each employee team or department
• Templates for different types of internal communication that make it easy for employees and managers to follow best practices
• How success will be measured

It is important to set a good example with this document as well as in your own everyday interactions with fellow staff members; 85% of businesses report that executive-level leaders are by far the most significant influencers in the company when it comes to change.

A virtual writing assistant like Grammarly can help ensure clarity, professionalism, and efficacy in every written communication—including your internal communication strategy. Grammarly Business features such as brand style guides, a tone detector, and snippets promote clarity and consistency while minimizing the potential for misunderstandings.

Grammarly Business style guide, tone detector, and snippet features support clarity and a consistent brand voice and reduce misunderstandings in internal communications.

If you’d like to learn more about how Grammarly can help you craft an effective internal communication strategy—or if you’re ready to get Grammarly Business for yourself and your teams—reach out to us today.