What is internal communication? How to build a communication plan

Besides external communication, internal communication also plays an extremely important role in building corporate culture, engaging employees and promoting work efficiency. In the article below, 1C Vietnam will specifically introduce the concept and how to build an accurate plan for this media classification.

1. What is internal communication?

Internal communication is the process of exchanging information between members of an organization or business. This communication activity is an indispensable part of human resource management and human resource campaigns, carried out with the purpose of building, maintaining and strengthening relationships between members, creating understanding. know, agree, cooperate, thereby promoting the development of the organization.

2. The role of internal communication

Internal communication is the activity of sharing information, ideas and values among members of the organization, playing an important role in promoting business development in many aspects, including:

• Create a transparent and trustworthy working environment

Internal communication in businesses helps provide complete and accurate information about employees' work-related issues, including goals, plans, strategies, changes, achievements, etc. At the same time, create open communication channels and increase two-way interaction, giving employees the opportunity to share thoughts and ideas. This makes workers feel respected and heard, and helps businesses gather valuable feedback from employees.

• Reinforce vision, core values and corporate culture

Internal communications help companies convey vision, goals and strategies to employees. Through positive messages and relevant information, this communication activity helps employees better understand the company's direction and their own value in it. From there, employees are encouraged and inspired to perform their work in accordance with the core values of the business.

At the same time, internal communication in businesses also plays an important role in building company culture. By sharing information, news, stories and communicating the organization's values, perspectives, and goals, internal communication helps create a friendly working environment and positive interaction between employees. members in the unit.

• Communicate information clearly and transparently

Internal communication helps communicate important announcements, such as changes in the organization, new projects,... clearly and transparently to all employees. This is a favorable basis to create a common understanding within the organization, thereby helping to strengthen consensus and cooperation among members.

• Strengthen cohesion and consensus

Internal communication helps members of the organization share a common goal and direction. When management conveys information transparently and clearly, employees will feel respected and trusted, thereby strengthening their connection with the business. This activity also helps employees feel heard and understood, thereby creating a positive working environment.

• Attracting talent

Effective internal communication within a business can prevent negative rumors. When they feel proud and excited about their work, company employees will be willing to share positive things about the organization with others. This can cause talent to prioritize the opportunities they receive, even when there are other companies offering higher salaries.

• Risk reduction

Effective internal communications help ensure information is conveyed to members of the organization accurately and consistently. This helps businesses avoid misunderstandings from false information, thereby minimizing risks. In addition, internal communications also provide information about security regulations, policies, and practices, helping to raise awareness and the ability of organizational members to respond to information security threats. believe.

3. Current internal communication media

The means of transmission of corporate communication can be classified into two main groups: traditional media and modern media.

Traditional media are media that have been used for a long time, can reach many people but have low interactivity. Include:

• Internal publications: These are publications released periodically or non-periodically, to provide information, propaganda, education, etc. to employees in the enterprise. Internal publications can include internal newspapers, internal magazines, internal books,...
• Internal bulletin boards: These are boards placed in prominent locations in the business, to convey important and necessary information to employees.
• Internal correspondence: These are notices, emails,... sent to employees in the enterprise.
• Poster/Banner: These are beautifully designed publications to attract the attention of employees. Posters/Banners are often used to convey short, concise information, such as announcements, promotions,...
• Conferences and meetings: A form of direct communication between businesses and employees organized to announce important information, or to create a bond between the two parties.

Modern media are newly emerging media that are highly interactive, helping businesses convey information more effectively. Include:

• Intranet: A business's private network system, used to store and share internal information, helping employees access information quickly and conveniently, while also creating opportunities for them to interact. together.
• Internal social network: Is an online forum exclusively for employees, where individuals can share information, discuss and interact with each other. Internal social networks help strengthen bonds between employees and create a dynamic and creative working environment.
• Social networks: Businesses can use social media channels such as Facebook, LinkedIn,... to convey information to employees. Social networks have a wide reach and help businesses connect with employees anywhere in the world.
• Email: Is an effective means of communication that helps send information to employees quickly. Email is often used to announce events, news or new business policies.
• Video: Is a lively and attractive communication method that can help businesses convey information effectively. Video is often used to introduce products and services, train employees or convey business messages.
• Human resource management software: is a great solution to optimize a business's human resource management process. With human resource management software, businesses can transmit information related to contracts, personnel decisions, compensation policies, etc. to employees automatically and accurately.
• Operational management software: is software that helps businesses automate administration work, connect departments together, and unify data on the same platform.

4. Instructions on how to build a detailed internal communication plan

An internal communication strategy is a comprehensive plan aimed at conveying information, building corporate culture, engaging employees and promoting change. To build an effective strategy, follow these 6 steps:

Step 1: Assess the current situation

Assessing the current situation is the first and most important step in building an internal communication strategy. Businesses need to clearly identify the internal problems they are facing, as well as the opportunities that this communication activity can bring.

Step 2: Identify target audience

The target audience of internal communications can be all employees in the business, or a specific group of audiences, such as the leadership team, new employees, employees in different departments, etc. ..

Step 3: Determine goals and messages

What is the goal of internal communication in businesses? What message does the company want to convey to its target audience? These are the questions that need to be answered in this step. Note, goals and messages need to be specific, clear and measurable.

Step 4: Determine communication strategy and channels

A communication strategy is the method a business will use to achieve its goals. Communication channels are the means to convey messages. Strategy and communication channels need to be chosen in accordance with the company's audience, goals and message.

Step 5: Implement the action plan

Action plans are specific actions that the business unit will implement to implement the chosen strategy and communication channels. The plan needs to be detailed, have specific deadlines and clearly assign responsibilities.

Step 6: Measure effectiveness

Measuring effectiveness is the final and important step in building an internal communication strategy. Businesses need to evaluate whether the strategy has achieved its goals or not, and make adjustments if necessary.

5. How to improve internal communications

To improve internal communication activities, businesses can consider doing some of the following:

• Building smartphone-friendly communication channels: In the digital age, smartphones have become an essential tool in everyone's life, including employees in businesses. Therefore, the company's internal communication channels also need to be designed to be phone-friendly to ensure that information can reach employees anytime, anywhere.
• Using video: Video is an effective means of communication, helping businesses convey messages in a vivid and attractive way. Therefore, companies should use videos to introduce their business, products/services, internal activities,...
• Use online communication tools: When connecting with employees through video conferencing, email,... businesses can save time and costs. Therefore, companies should take advantage of these tools to organize meetings, training,...
• Use internal social networks: This effective communication channel can help employees interact with each other easily. Businesses should consider using internal social networks to create a more cohesive and open working environment.
• Organizing internal events: This is an effective way to engage employees and convey the business's message. Business units should organize internal events regularly, with diverse forms such as parties, travel, team building,...

6. Future trends in internal communication

Technology and digital transformation have had a profound impact on every aspect of corporate governance, including internal communications . This type of communication in the future will have new trends, different from previous traditional methods, including:

• Digital transformation: Technology will continue to play an indispensable role in internal communications. Businesses will use digital platforms and tools such as operations management software, human resource management software,... to transmit information and interact with employees effectively and quickly. faster and more convenient.
• Personalized experience: Businesses will pay more attention to personalizing the experience for each employee. This can be done through the use of data and analytics to understand employee needs and preferences, thereby creating more relevant content and communications.
• Interactivity: Businesses will encourage employees to participate and share their opinions through communication channels. This helps strengthen employee engagement with the business and create a more positive working environment.
• Focus on people: Internal communication will not simply convey information, but also be a tool to build relationships with employees, thereby creating a positive working environment. Businesses will use this communication activity to share values, goals and corporate culture, thereby helping employees become more attached and connected to the business.

Some specific trends of internal communication in the future:

• Use data and analytics to understand employees: Data and analytics will be used to understand employee needs and preferences, thereby creating more relevant content and communication activities.
• Increased use of artificial intelligence (AI): AI will be used to automate enterprise communications tasks, such as content creation, content distribution, and performance measurement.

Thus, internal communication is an important activity that helps businesses achieve strategic goals. To build an effective communication plan, business units need to clearly define appropriate goals, messages and implementation channels. 1C:Company Management software was born with the purpose of helping businesses optimize internal communication processes, promote personnel connection, and increase operational efficiency. In addition, to learn more useful information about corporate governance, don't forget to follow other articles on 1C Vietnam's website.