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Improving internal communication is a key lever for boosting efficiency, employee motivation and corporate culture. When information flows clearly, quickly and across channels, the entire company benefits. Conversely, a lack of communication or unclear communication is one of the most common causes of misunderstandings, inefficient processes and frustration among employees. Especially in times of hybrid working models, cross-location teams and a growing flood of information, it is becoming increasingly important for internal communication processes to be clearly structured and technology-supported.
In this article, you will learn why internal communication should no longer be neglected as a strategic field of action. You will gain an overview of the most common weaknesses in companies, learn about proven strategies and tools, and receive a concrete action plan. The aim is to offer you, as an HR manager, team leader or member of senior management, practical approaches to improve internal communication in your company in the long term and thus create a solid basis for successful collaboration.
Why is internal communication so important?
Effective internal communication forms the backbone of every company. Not only does it enable a smooth flow of information, it also has a direct impact on the emotional and cultural aspects of an organisation. Clear and consistent communication creates transparency – a crucial factor in building trust and promoting employee identification with the company’s goals.
Transparent communication helps employees feel that they are taken seriously and kept informed. This not only increases motivation, but also willingness to cooperate and take personal responsibility. At the same time, a well-structured flow of communication prevents operational misunderstandings, unnecessary duplication of work and delayed decisions – factors that have a direct impact on productivity and efficiency.
Effective internal communication also forms the basis for agile working methods. Only when information flows quickly and purposefully can teams respond flexibly and successfully design iterative processes. This is particularly important in dynamic markets where adaptability is a competitive advantage.
Last but not least, well-thought-out internal communication also supports the change process within the company. Changes – whether due to digitalisation, restructuring or growth – can only be successfully implemented if they are accompanied by clear, open and credible communication. It reduces resistance, provides guidance and facilitates acceptance of new conditions.
Companies that strategically align and continuously optimise their internal communications not only create more efficient processes, but also foster a corporate culture characterised by openness, trust and commitment.
If you would like to delve deeper into the fundamentals, objectives and methods of internal communication, you will find further information in the following technical article. It provides a concise overview of the most important terms, tools and practical examples – ideal as a starting point for this article.
Internal communication: definition, goals, instruments & practical examples
Internal communication explained clearly. With goals, suitable channels and tools. Practical with KPIs, checklist and customer example.
Common challenges in internal communication
In many companies, internal communication is hampered by numerous obstacles. One of the most common is email overload. When important information gets lost among irrelevant messages, the flow of information suffers. Added to this are organisational silos and the geographical distribution of teams, which make communication difficult. There is often a lack of uniform communication tools, which leads to the uncoordinated use of different platforms. Furthermore, many organisations do not have a culture of feedback, which means that feedback is not provided and conflicts remain unresolved.
Strategies for improving internal communication
Conduct a communications audit
Before changes are introduced, a thorough analysis of the current situation should be carried out. The aim is to find out which communication channels are used within the company and where friction losses occur. Employee surveys, for example in the form of online surveys or moderated workshops, are an effective means of doing this. Pulse checks help to capture the mood in real time.
Establish communication guidelines
Clear rules for internal communication provide guidance and reduce misunderstandings. For example, it can be specified that formal topics are to be communicated exclusively by email, while brief consultations take place via chat tools. Fixed times for central updates – such as in daily stand-up meetings – also help to keep all employees up to date.
Utilise multimedia channels
Modern internal communication thrives on the diversity of its formats. In addition to the classic intranet, collaboration tools can be used that combine text, images and video. Visual content in particular, such as dashboards or short video updates, helps to convey information in a clear and appealing way.
Establish feedback loops
An open communication culture requires feedback. Regular surveys or retrospectives after project phases give employees the opportunity to contribute their perspectives. Anonymous channels such as digital suggestion boxes also encourage honest feedback without inhibitions.
Managers as role models
Managers play a key role in internal communication. They should not only provide factual information, but also explain the context – in other words, communicate not only the ‘what’ but also the ‘why’. Their active participation in meetings and digital exchange formats has a motivating effect and builds trust.
For a holistic perspective, it is worth taking a look at the four pillars of internal communication. They offer a structured model for strategically aligning communication measures and implementing them in a practical manner – from top-down and bottom-up to peer-to-peer and side-to-side communication.
The 4 pillars of internal communication: 10 steps to successful implementation
Learn about the four pillars of internal communication—and how to successfully implement them in ten concrete steps.
Use cases and support tools
Depending on the application, different tools are suitable for improving internal communication. Collaboration tools such as Slack or Microsoft Teams help to centralise information for project coordination. For cross-location communication, intranet platforms combined with video messages are ideal for reaching employees worldwide. When it comes to establishing a feedback culture, digital survey tools or special retrospective platforms provide valuable services.
For cross-location communication, an internal communication app is particularly recommended, as it reaches employees on the move, is tailored to specific target groups and complies with data protection regulations. For larger structures, an employee app can also be used to bridge the gap between digital platforms and mobile-optimised content.
Employee App
Increase the communication in your company with the help of an employee app and reach everybody directly & independent of their location.
Internal communication app for companies
With an internal communication app, you can reach all employees – across all locations, mobile & GDPR-compliant. Find out more now!
Success factors for sustainable communication
Introducing new communication structures alone is not enough. It is crucial that these are actively used by all employees and supported by management. Training and onboarding content on tools and processes ensure acceptance. It is equally important to conduct regular evaluations – for example, through feedback rounds, KPIs and learning loops. Successful communication is not only reflected in technical solutions, but also in an open corporate culture that promotes exchange and values appreciation.
The following article shows how an employee app can specifically support this change – from introduction and use to long-term integration into everyday working life – with practical tips and experience-based insights:
How your employee app is used – not just installed
Use the employee app instead of just introducing it: How to integrate it into everyday life and create real added value for your employees.
The use of an employee app at Magdeburger Verkehrsbetriebe (Magdeburg Transport Services) provides a particularly impressive practical example. Internal communication was specifically digitised there – with a noticeable effect on efficiency, reach and employee retention:
MVB Employee App
At Magdeburger Verkehrsbetriebe, Polario connects employees in real time, increases efficiency and saves time – digitally and sustainably!
An interview with project managers at MVB provides further insights, highlighting specific lessons learned, success factors and challenges encountered during the introduction of an employee app:
Interview: Effective internal communication through the MVB employee app
With the Polario employee app, MVB improves internal communication, reduces information loss and increases operational efficiency.
Concrete action plan
A structured plan helps to improve internal communication step by step. In addition, the following checklist offers practical guidance for implementation – from defining objectives to monitoring success:
Step 1:
A communication audit should be carried out in the first week. This will assess the current state of internal communication and identify the biggest challenges.
Step 2:
In the second week, communication guidelines will be formulated and the existing tools evaluated.
Step 3:
The third week is devoted to selecting suitable tools and training employees.
Step 4:
From the second month onwards, regular feedback sessions should be established and relevant KPIs such as tool acceptance, response times or survey results should be measured.
Downloadable PDF checklist
Turn theory into practice: our checklist for better internal communication clearly summarises all the important steps from this guide, with clear to-dos that you can realise immediately.
🖇 Get your free PDF now and start optimising right away!
Conclusion
Improving internal communication is not a one-off project, but an ongoing process. With clear goals, the right tools, an open feedback culture and committed managers, communication within the company can be made sustainable and efficient.
Frequently asked questions (FAQ)
What is internal communication?
Internal communication encompasses all information flows within a company – i.e. the exchange between managers, teams and employees. It includes both formal channels such as meetings and emails, as well as informal communication in everyday working life.
Why is good internal communication so important for companies?
Because it forms the foundation for smooth processes, trusting cooperation and a strong corporate culture. Good communication increases motivation, reduces misunderstandings and supports strategic goals – for example in change management or onboarding.
Which formats are particularly well suited for internal communication?
Digital channels such as employee apps, intranet, video messages or structured newsletters enable target group-specific communication. It is crucial to tailor the formats to the needs and working methods of the teams.
How do I measure the success of my internal communication strategy?
Success can be measured using various KPIs, such as satisfaction ratings from employee surveys, average response times in tools, or the usage rate of internal platforms.
How can I prevent myself from becoming overwhelmed by too many tools?
Opt for a streamlined tool landscape with clearly defined areas of application. Uniform communication standards and practical training courses help to increase acceptance.
What to do when managers block change?
Demonstrate the positive effects of improved communication – for example, higher employee motivation or reduced staff turnover. Pilot projects with visible successes can help convince sceptics.
How can I create a sustainable communication culture?
A sustainable culture is created through role modelling, repetition and feedback. Communication guidelines, regular reflection (e.g. retrospectives) and the consistent involvement of all hierarchical levels are key building blocks. Appreciating contributions and a positive error culture also promote a long-term open communication structure.
What role does visual communication play internally?
Visual content such as infographics, dashboards, videos or animated updates make complex topics easier to understand, increase attention and have a motivating effect. They are particularly suitable for change processes, project communication or internal knowledge transfer.
