Unifying All Members of the Communications Team

Uniting All Members of the Comms TeamBridging the Gap: The Importance of Unified Internal Communication in Your Organization 

When organizations communicate effectively, they foster a spirit of collaboration, alignment, and a shared sense of purpose that can drastically improve engagement, productivity, and overall organizational success.

But how do organizations communicate better, unite their teams, and eliminate inefficiencies and missed opportunities?   

Not having a cohesive team can cost the organization loss of productivity through a high information burden. According to a recent report by Gartner®, “Twenty-three percent of employees — and more strikingly, nearly 32% of managers — report experiencing a high information burden. This excessive load has real consequences: Nearly one-half of heavily burdened employees report a low intent to stay with their organization.” (1)

Below we’ll tell you how to bridge the gap and create an effective communications system that addresses these challenges.  

Bringing the Pieces Together: The Imperative for Integrated Communication 

In most organizations, each department has its own language, priorities, and objectives. While they can operate efficiently on their own, these teams can only achieve their full potential if they are aligned.  

Here are two ways to create more alignment: 

→ Interdepartmental Meetings: Establish regular meetings where all teams can discuss their objectives and challenges. This encourages a shared understanding and mutual respect. As these meetings become a routine, teams will feel more connected and able to develop cohesive strategies together. 

→ Joint Projects: Get teams involved in projects that need a mix of skills. For example, HR can create policies, PR can communicate them, and IT can support the tech side. This helps them learn about each other’s work and creates a sense of team achievement. 

This level of collaboration doesn’t just enhance productivity, it also changes the way employees perceive themselves within the organization. No longer just members of individual teams, they become integral parts of a larger, unified narrative. This shift in perspective can boost morale, engagement and, ultimately, drive organizational success. 

1 Gartner, Information Overload Is a Strategic Risk — And You Can Reduce It, Communications Research Team, 2 February 2023.

Data: The X-Factor for Strategic Communication 

Creating unity among different departments is a great start, but how can you measure the impact of your communications? That’s where data comes in. 

Data-driven insights can dramatically improve your internal communications by shedding light on the current state of your communication efforts. It identifies gaps and provides insights that allow you to craft more effective strategies. 

In fact, McKinsey & Company reports that data-driven organizations are 23 times more likely to acquire customers, six times more likely to retain those customers, and 19 times as likely to be profitable. This clearly shows that data can significantly drive business success. 

There are several ways organizations can capture and use data to enhance communication: 

→ Surveys: Regularly conduct internal surveys to gauge the effectiveness of your communication strategies and understand employee sentiments. 

→ Feedback Forms: Create channels for employees to share their thoughts and suggestions. This provides qualitative data that can guide improvements. 

→ Performance Metrics: Track key performance indicators (KPIs) relevant to communication, like engagement rates, response times, etc. 

And, of course, there’s PoliteMail, an Outlook analytics tool designed to enhance internal email communications. PoliteMail measures key metrics like email click rates, readership, and overall engagement. Having this kind of data handy helps you make informed decisions, bringing your internal communication strategy from good to great. 

Build Bridges, Not Silos 

Did you know that according to Salesforce, 86% of executives attribute business failure to ineffective collaboration and communication? These communication gaps can create silos, which hinder collaboration, squash innovation, and block the road to success. 

In the age of remote work, having an open and effective communication line is crucial. But we don’t want a bunch of isolated departments, each in their own bubble. We want to build bridges between them, creating an environment where everyone can easily share insights and knowledge.  

So how do we achieve this? Here are a few steps: 

→ Encourage Interdepartmental Collaboration: It’s not enough for HR to just send out policies. They should be working hand-in-hand with PR to broadcast these policies both inside and outside the organization. Similarly, IT should be more than a fixer of tech issues. They can be the builders of a reliable, user-friendly platform that ensures communication flows smoothly. 

→ Align Goals Across Departments: In an ideal setup, everyone isn’t just working for their team—they’re working toward broader organizational goals. When everyone’s on the same page, it boosts productivity and creates a sense of unity and belonging. 

By breaking down these silos and encouraging open communication, we’re creating an ecosystem where every team member plays a crucial role. It’s all about fostering an atmosphere where everyone feels like they belong and are a part of something bigger.