Promoting Internal Communication

1. Promoting Internal Communication

2. What is internal communication? Both "official" communication - memos, guidelines, policies and procedures, etc. - and the unofficial communication that goes on among and between the staff members of all organizations.

3. Why should you promote internal communication? • It improves the effectiveness of the organization. • It keeps everyone informed of what's going on in the organization. • It allows the organization to respond quickly and efficiently to change, emergencies, etc. • It makes problem-solving easier. • Makes the organization a pleasant place to work.

4. Why should you promote internal communication? (cont.) • It gives people more of a sense of ownership of the organization. • It promotes fairness and equity. • It shows respect for everyone in the organization. • It gets problems and potential problems out in the open. • It forestalls the spread of rumors. • It improves the work of the organization.

5. How do you promote internal communication? • Organizational climate and culture. • Clear definitions of what needs to be communicated, and by whom. • Systems.

6. Organizational climate and culture • Practice what you preach. • Treat everyone similarly. • Be sensitive to your - and others' - style of communication. • Be culturally sensitive. • Make sure information flows in all directions.

7. Clear definitions of what needs to be communicated and by whom • Receptionists need to know schedules. • Anything affecting someone's work should immediately be communicated to him/her. • Problems between staff members should be addressed immediately. • Information important to the working of the organization should be communicated to everyone by the director • Positive information should be communicated by directors or supervisors

8. Systems • Hiring • Staff Training • Supervision • Regular Meetings • Procedures and clear lines of communication for dealing with out-of-the-ordinary situations • Accessibility of everyone in the organization • Occasional or institutionalized opportunities to socialize, either at work or elsewhere

9. How do you monitor and improve internal communication? • Check staff satisfaction of the communication they receive. • Ask for feedback at staff meetings. • Make internal communication a topic at organization meetings. • Test information flow. • Make an internal problems evaluation compared to the previous period.