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HR & Internal Communication Optimization

marketing communication concept

It’s no secret that communication is key to the success of any organisation – poor communication can lead to decreased productivity, misaligned goals and a general feeling of unease amongst employees.

In order for businesses to function effectively, it’s essential that there is good communication between all departments, but especially between Human Resources (HR) and the rest of the organisation. Below are 10 tips on how to optimise HR and internal communication.

Choose the right communication channels

Not all communication channels are created equal. When you’re choosing a channel for communicating with your employees, you need to think about what will work best for your specific message and audience. You also need to consider which medium of communication makes sense for the data repository you’re relying on.

Email is great for conveying factual information, but it’s not so good for more emotive messages. If you’re trying to communicate something that could be seen as negative, such as changes to company policy, you might want to consider using a different channel, such as an intranet or face-to-face communication.

On the other hand, if you’re communicating something that’s positive, such as a new employee benefit, you might want to use email, as well as an intranet or internal social media platform. This way, you can reach a wider audience and ensure that your message is seen by as many people as possible.

Consider using an SMS API service as an effective way of getting your messages across to employees immediately.  95% of SMS messages sent are read within 5 minutes, so there’s no faster way of communicating.

Be clear about your objectives when communicating with employees

When you’re communicating with your employees, it’s important to be clear about what your objectives are. What do you want to achieve with your communication? Do you want to inform them about something, or get their feedback on something? Once you know what your objectives are, you can tailor your communication accordingly.

Consider the fact that your employees are busy, and that they may not have time to read or listen to long-winded messages. Be clear and to the point, and try to avoid using jargon. What’s more, avoid unnecessary communication – only send messages when you really need to.

Timing is everything

When you’re sending out a communication, timing is everything. If you send it out at the wrong time, it might get lost in the shuffle and never be seen by your employees.

Think about when you’re sending out your communication. Is it something that needs to be seen right away, or can it wait until later? If it’s time-sensitive, send it out as soon as possible. If it’s not, you might want to wait until after work hours or on a weekend, when employees are more likely to have time to read it.

Additionally, think about the time of year when you’re sending out your communication. Are there any holidays coming up that could interfere with employees being able to read or respond to your message? If so, you might want to send it out beforehand.

Keep your audience in mind

When you’re creating communication for large groups of people, it’s important to keep your audience in mind. What do they need to know? What would be the most helpful for them?

Tailor your communication to your specific audience. If you’re communicating with employees in different departments, you might need to create different versions of your message. And, if you’re communicating with employees at different levels within the company, make sure that your language is appropriate – avoid using jargon that lower-level employees might not understand.

Use language that everyone can understand

When you’re communicating with your employees, it’s important to use language that everyone can understand. Avoid using jargon, acronyms, or abbreviations. Keep your language simple and straightforward.

Additionally, think about how you’re wording your message. Are you using positive or negative language? If you’re communicating something that could be seen as negative, such as changes to policy, you might want to rephrase it in a positive way. For example, instead of saying “The company is instituting a new attendance policy,” you could say “The company is committed to ensuring that employees are able to take the time they need for their personal lives.”

Use visuals

Humans are visual creatures, and we’re more likely to remember something if it’s accompanied by a visual. When you’re communicating with your employees, try to use visuals whenever possible.

This could mean using charts or graphs to illustrate your point, or including images along with your text. You could even create a video to go along with your message. Whatever you do, make sure that your visuals are clear and easy to understand.

Get employees involved

If you want your employees to really pay attention to your communication, try to get them involved. Instead of just sending out a mass email or posting something on the intranet, see if you can get employees to participate in creating the communication.

For example, you could hold a contest to see who can come up with the best tagline for your company’s new attendance policy. Or, you could ask employees to submit questions that they’d like answered about the changes. By getting employees involved, you’ll not only get them more engaged with your message, but you might also get some great ideas that you wouldn’t have thought of on your own.

Encourage feedback

After you’ve sent out your communication, encourage employees to give you feedback. What did they think of it? Was it clear? helpful? If not, what could you do to improve it?

You can collect feedback through surveys, polls, or even just by asking employees for their thoughts in person. Encouraging feedback will help you to create better communication in the future and ensure that your employees are always kept in the loop.

Follow up

After you’ve sent out a communication, don’t just forget about it. Follow up with your employees to make sure that they received it and that they understand it. You can do this through surveys, polls, or even just by asking employees for their thoughts in person.

Additionally, if you’re making changes based on feedback that you received, be sure to let your employees know. This will show them that you’re listening to their concerns and that you’re committed to making improvements.

Keep it up-to-date

Communication is an ongoing process, so it’s important to keep your communication up-to-date. As new information arises, be sure to share it with your employees. And, if you make changes to your communication strategy, let your employees know.

By keeping your communication up-to-date, you’ll ensure that your employees are always well-informed and that they understand your company’s direction. Additionally, regular communication will help to build trust between you and your employees.


Effective communication is essential for any business, but it’s especially important in HR. By following these tips, you can ensure that your communication is clear, concise, and helpful. Additionally, you can encourage feedback and keep your employees up-to-date on the latest news and changes. By doing so, you’ll build a better relationship with your employees and create a more positive work environment.

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