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

8. Clear definitions of what needs to be communicated and by whom (cont.) 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

9. 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

10. 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