Internal Communications Guide 2025 | Strategies for Success | Happeo

Internal Communications Guide Strategies for Success

How effective Internal Communications will benefit your organization by keeping your team connected, engaged, and motivated.

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Introduction

Internal Communications is the business engine that drives productivity, collaboration, workforce engagement, and even employee advocacy - that is, if it’s done correctly. Conversely, a poor Internal Communications strategy (or not having one at all) can harm your business. Research shows that up to 60% of organizations don't have any long-term strategy for internal communication. Further, 91% of employees say that their leaders lack communication skills, and 72% of employees don't have a full understanding of the company's strategy. Continue reading and learn about the importance of Internal Communications and how to improve and measure it in your organization.

Unfortunately, for many companies, the chasm between Internal Communications best practices and reality can be extensive. However, we understand that making changes to your existing Internal Communications strategy, or creating an Internal Communications strategy from scratch can be a daunting prospect, especially so without guidance.

But our step-by-step guide is going to help you execute a successful Internal Communications strategy and action plan for your company. We’ll also be addressing internal barriers of communication and provide tips on overcoming them.

Below are the points we’ll be covering in this guide. To skip ahead to a section, simply click on the section heading most relevant to you.

Keep reading to find out:

What is Internal Communications?

Internal Communications (IC) within businesses refers to the way a company interacts with employees bringing clarity to an organization’s objectives with everyone working towards a common goal. It is also about building a company culture that fosters its external business values internally too. The overarching aim of IC is to leverage effective communication to all staff members.

But what exactly does this entail and what is an Internal Communications team responsible for?

Crafting a clear Internal Communications strategy with management
Creating and delivering company messages on behalf of management
Facilitating a company dialogue on new updates or developments, such as events or new policies
Plans and writes all content for Internal Communication purposes - including on the intranet, newsletter, and magazines
Fostering a company culture
Communicating with employees internally via social media
Responsible for handling central communication response to crisis situations
Creating and developing campaigns to get staff involved
Asking for company feedback from staff and implementing solutions
Implementing changes related to digital communications
Factoring in cultural differences in Internal Communications
Event management: bringing employees together to collaborate

In summary, the main responsibilities of an Internal Communications team can be seen to comprise of three areas:

Alignment: creates lines of communication between employees and management
Voice: gives employees a voice and listens to feedback
Involve: encourages employees active participation in events or trainings

The history of Internal Communications

The staff magazine is where the concept of Internal Communications truly begins. In fact, the UK’s Institute for Internal Communications was originally called the British Association of Industrial Editors, emphasizing the early importance of internal newsletters. There’s even evidence of internal newspapers developed and written by employees dating back to the 1840s.

Dr. Kevin Ruck writes of three broad phases in the evolution of internal communication:

Publication: dominated by industrial editors who published newspapers and magazines to tell management-led stories.
Process and Persuasion: as more channels become available in the 1980s and 1990s, there’s a focus on persuasion due to industrial unrest.
Participation and Professionalism: in the 21st century, the focus is on giving employees a voice, with the importance of Internal Communications strategies becoming paramount.

Why is Internal Communications important?

Strong Internal Communications is the foundation of any healthy business, which is why it’s so fundamentally important to incorporate into your overarching business strategy. Here's why Internal Communications is important:

Keeps employees up-to-date
Important for staff engagement
Builds company culture
Provides clarity
Enables feedback and discussion
Company remains competitive

Research from Papirfly shows some important findings about the importance of internal communication. Up to 60% of organizations don't have any long-term strategy for internal communication.

Internal Communications keeps employees up-to-date

Employees want to be kept up-to-date with the company’s latest news – a Bambu report shows an overwhelming majority (79.8% surveyed) said they wanted to be kept in the loop.

Internal Communications is important for staff engagement

70.1% of employees say they are not very engaged with their work, and a lack of engagement affects motivation and productivity levels.
44% of employees say poor internal communication led to delays or work project failures.

Internal Communications builds company culture

Implementing an excellent Internal Communications plan is a surefire way to kickstart a thriving company culture. A Gallup survey shows that engaged employees are 59% less likely to search for another job with a different company within a 12 month period.

Internal Communications provides clarity

A strong internal communication strategy provides clear expectations to staff about their tasks and provides ease of access to important company information.

Internal Communications enables feedback and discussion

If done effectively, Internal Communications can facilitate feedback and discussion, which helps the company improve.

Internal Communications helps companies remain competitive

Consistently modifying your Internal Communications is vital to retain the best talent.

Challenges in Internal Communications

Great internal communication can help create a more productive and motivated workforce, but it's not without its difficulties. Here are some of the main internal communications challenges companies are facing today:

Outdated strategy
Generational divide
Lack of information
Not tracking metrics
Failing to include remote workers
Budget limitations
One-way communication
No interdepartmental communication
Reputation of Internal Communications
Cultural barriers

How to improve Internal Communications?

We’ve discussed the importance of internal communication and potential barriers to it, but how can you overcome these challenges? Let’s take a look at some of the Internal Communications best practices for a productive, engaged workforce:

Update your communication methods
Feedback and regular evaluations are key
Engage with a multi-generational workforce
Build on company transparency
Focus on cross-cultural communications
Celebrate successes

7 steps for a successful Internal Communications strategy

If you're looking to revamp an existing Internal Communications strategy, here’s our 7-step strategy:

Reevaluate your existing strategy
Identify the most important metrics
Have a clear strategy for every objective
Set a realistic timeline
Research and segment your audience
Define the ‘Why’
Ensure alignment with company strategy

Using the right Internal Communications software

Whether it be intranet software, messaging platforms, video conferencing tools, or project management tools, using the right internal communication tools is essential. Consider evaluating:

Chat tools
Video conferencing tools
Team collaboration and management tools
Intranet software
Enterprise Social Networks (ESNs)

Internal Communications goals

Setting clearly defined, realistic goals is the cornerstone of any internal communication plan. Follow these 3 steps before defining your goals:

Plan with your Internal Communications team
Incorporate employee feedback
Include smart objectives

How to measure Internal Communications?

Measuring the success of your Internal Communications strategy is essential. Utilize metrics like employee engagement, opens and click-through rates, and responses and feedback to gauge effectiveness.

Conclusion

As we have explained in this guide, Internal Communications is linked to employee engagement, which directly impacts the bottom line. Measuring the impact of Internal Communications is key to acting strategically.