Communication is defined as the transmittance of information. Good communication involves a two way process either by a formal or informal means. It can be written, spoken or virtual or it can occur with people in groups or individually. Internal communication between employees is an essential foundation for the benefit of any organisation. As the workforce diversifies, it has become one of the most important forms of communication to the organisation.
The purposes of internal communications are to manage the receipt and dispatch of information to the users, build stronger internal associations and act as a means of process support for the organization. In the organisation, internal communications are used to manage the receipt and dispatch of information to the users. Usually, information from top management has to pass through various channels and levels of hierarchy to get to the lower level personnel, but with internal communication, providing information can go directly to the relevant persons.
Senior level management can provide information to staff after meetings or conferences by way of emails or the intranet, that way everyone receives the information at the same time. Managers can also used this medium to provide feedback that is clear and concise, informative and independent and without ambiguity. Moreover, internal communications can be used to build stronger internal associations, forging alliances between management and work teams. Internal communications helps employees to understand the organisation’s vision, values and culture.
By the use of orientations, meetings and leadership teams, internal communication within the organisation will be strengthen. These are just some of the ways that communications help to improve the quality of feedback in the organisation. Orientation sessions to introduce new employees and provide them with an overview of the organisational structure and its policies can be set up through the office intranet and they are encouraged to meet the others in the organisation face to face.
New employees are provided with mentors who respond to queries and questions they may have; the internal online newsletter is also used to introduce the new employee to everyone with their picture provided and welcome notes attached. Meetings of common interests or for creating work teams to focus on job-related issues enables management to identify strengths and weaknesses, which help in the decision making process. Merely having lunch together to brainstorm ideas as a unit shows how important internal communications are as a team builder.
Additionally, it can act as a means of support to connect the internal and the external customers who access the organisation with the services provided. Organisation’s websites, whiteboards, special programmes, departmental brochures and regular newsletters provide a certain measure of support for the processes taking place within the organisation. Websites show current information on the services offered that the external customers could access at any time. Whiteboards and even Business Televisions can relay information to the internal and external customers about upcoming events within the organisation.
Specially designed online programmes or outreach programmes encourage staff to stay on a path of learning and continuous development. Departmental brochures and regular newsletters give updated reports on the organisation in a user-friendly format. Some of these forms of internal communication placed in central locations highlight special information regarding staff birthdays, sport days or any other internal fun times. In conclusion, one must note that internal communications are highly valuable to any organisation.
The role that internal communications play is a clearly defined and adaptable one becoming increasingly diverse to match the varying needs of the organisation’s stakeholders. The successes of the organisation stand on the strength of its internal communication. Although, maintaining internal communications has its challenges, as long as open lines of communication between management and its customers transcends throughout the organisation, a sense of community and stronger relationships can continue to be forged within the organisation.