Challenges Businesses May Face with Internal Communications

What are some challenges businesses may face with internal communication?

Internal communications functions as a tool to ensure your teams are aligned, and by extension, your business. It's up and down the chain, and across silos. But when communication flow is interrupted, employees can miss important updates, leaving them feeling isolated and disengaged. 

Knowing that a disengaged employee usually isn’t a productive employee, internal communication is integral to any company’s success. Before we dive into solutions, let's first explore the most common internal communications challenges that businesses can face.

8 common internal communication challenges

1. No internal communications strategy

An internal communication strategy is key for ensuring effective internal communication. Without internal communications processes in place, communication within the organisation may be inconsistent and disorganised–leading to confusion and misunderstandings among employees. 

Having a clear and comprehensive internal communications strategy in place helps businesses avoid these negative consequences by providing a framework for consistent, effective communication. It also helps with aligning all employees towards the same direction and goals, leading to better productivity, engagement and overall business success.

2. Ensuring that all employees have access to the information they need to do their jobs effectively

This challenge includes making sure that employees are aware of company policies, procedures and goals, as well as any changes or updates to them. It also involves providing employees with the resources and training they need to perform their duties.

3. Maintaining clear and consistent communication across the business 

It can be challenging to maintain clear and consistent communication across the business due to different priorities and goals, as well as varying communication styles and preferences among employees. However it’s vital this happens to ensure everyone is working towards the same objectives, and that information is shared effectively.

4. Managing and coordinating communication during times of change

Change can be disruptive to a business, but effective communication helps ease the transition. Clear and timely communication helps employees understand the reasons behind a sudden or gradual change and what it means for them. By providing employees with the support they need to adapt to the new situation, you can appease unrest and uncertainty. 

5. Addressing and resolving communication breakdowns or misunderstandings

Miscommunications can happen in any business, and it is important to address them quickly and effectively to prevent them from escalating. Identifying the root cause of the breakdown and taking steps to prevent it from happening again is one way to avoid haphazard miscommunication.

6. Encouraging open and honest communication to foster a positive work environment

Employees who feel comfortable sharing their thoughts and ideas are more likely to be engaged and motivated at work. A positive working environment also promotes a culture of trust and respect, which improves communication and collaboration.

7. Managing remote work and ensuring effective communication between remote and on-site staff

With more and more companies embracing remote work, it's important to ensure that communication between remote and on-site staff is seamless. This can involve using communication tools that facilitate real-time communication, such as video conferencing and instant messaging.

8. Managing communication across different languages and cultural backgrounds

When working with a diverse workforce, it's important to take into account different languages and cultural backgrounds to ensure that everyone understands and feels included in the communication process and there are no language barriers preventing employees from being included.

What happens if internal communication challenges aren't addressed?

However large or small a business is, internal communication is essential for it to function effectively. If left unaddressed, it can lead to a range of negative consequences, including:

Lower employee engagement rates and motivation

Poor communication leads to employees feeling disconnected and disengaged from their work, which can lead to lower productivity, lower satisfaction and higher turnover.

Decreased efficiency and productivity

When employees don't have access to the information they need, they can't perform their jobs effectively. Miscommunication also leads to wasted time and resources as employees focus on resolving misunderstandings rather than their tasks.

Conflict and resentment among employees

Poor communication can lead to conflicts between employees and managers, which can foster resentment and create a bad work environment.

Loss of customers and revenue

When communication breakdowns occur between employees and customers, it can bleed into external-facing areas of the business, causing poor customer service, low customer satisfaction and even the loss of customers.

Poor decision-making

When managers and employees are not on the same page, it can cause poor decision-making, as important information is not properly shared or understood.

Lack of trust and credibility

When employees don't trust the information they are receiving, they will be less likely to trust their leaders, leading to a lack of credibility.

Difficulty in managing remote work

When internal communication is ineffective, it can hinder remote workers’ performance and motivation, leading to decreased productivity.

Difficulty in managing a diverse workforce

When internal communication is ineffective, it makes it more difficult for employees with different languages and cultural backgrounds to understand and feel included in the communication process.

How to improve your internal communications

1. Create a communication plan and policy

Having a clear internal communication plan and policy in place ensures consistency and effectiveness of communication. This plan should include goals, objectives, processes and strategies for different types of communication, and should be reviewed and updated regularly.

2. Implement a centralised communication platform

Centralised communication platforms, like Planday, provide a centralised engagement hub where employees can access important information and communicate with one another, regardless of their location. This ensures employees have access to the information they need to do their jobs effectively, when they need it.

The homescreen on Planday features news and events widgets like those found on social networks, making the platform easy to navigate, allowing employees to stay up to date with everything going on in the business, all from their smartphone.

3. Give employees the resources and training they need to perform their duties

This includes providing employees with access to company policies, procedures and goals, as well as any changes or updates that affect them. 

4. Encourage open and honest communication through employee surveys and feedback mechanisms

Try conducting regular employee surveys to gather feedback on communication within your business. Doing this helps identify areas where communication can be improved and provides employees with a voice in the process.

5. Hold regular meetings and team-building activities 

Regular meetings provide a dedicated forum for employees to share information and collaborate on projects. Team-building activities help foster cohesion and encourage employees to work together more effectively.

6. Use clear, plain language in all communications

Keeping communications simple and to the point ensures that all employees understand the information being shared and reduces the risk of misunderstandings.

7. Provide translation services and be aware of cultural differences in communication styles

When working with a diverse workforce, it's important to take into account different languages and cultural backgrounds to ensure that everyone understands and feels included in the communication process. Solutions can involve providing translation services, intercultural training and being aware of cultural differences in communication styles and preferences.

8. Using technology to facilitate real-time communication, especially when working across multiple locations

It's important to ensure that communication between remote and on-location staff is seamless. Try using communication tools that enable real-time communication, such as video conferencing and instant messaging.

The above are just a few examples of solutions and strategies for improving internal communications in your company. The best approach will depend on your specific needs and goals.. 

By implementing these strategies, your business will take steps to improve communication and create a positive work environment that promotes employee productivity and engagement and business success.

How using a communications tool like Planday improves your internal communications

Employee scheduling and communications platform Planday helps businesses uncomplicate their workforce management processes, including scheduling, time tracking, and internal communication. More specifically, it empowers small and medium-sized businesses to simplify their:

Real-time communication

Planday allows employees to communicate with one another in real-time using the built-in messaging feature. This feature facilitates improved communication and collaboration among employees, regardless of location. Additionally, it can resolve communication breakdowns and misunderstandings quickly and effectively.

Schedule coordination

Planday's shift scheduling feature allows managers to create schedules for employees and share them in real-time, improving communication and coordination between different departments and levels of the business.

Time tracking

Planday allows employees to track their time worked, so managers can be assured that employees are working the hours they are scheduled to work. This can improve communication between managers and employees, ensuring everyone is aware of the work schedule.

Reporting and analytics

Planday provides managers with detailed reports and analytics on employee attendance, scheduling and communication. Managers can then identify patterns and trends in communication, and make data-driven decisions to improve it.

Mobile app

Planday’s mobile app allows employees to access their schedules, communicate with coworkers, and clock in and out from their mobile helping employees stay up-to-date with everything happening in your business, all via a swipe across their smartphone.

To find out more about how Planday can solve your internal communication challenges, get in touch with our team today, or book a demo and try it for yourself.