How to Enhance Internal Communication with Digital Tools
Digital tools enhance collaboration and streamline internal communication.
Learn how digital tools enhance collaboration
See how digital tools are changing the way teams communicate, work together, and stay engaged, helping businesses adapt to today’s workplace needs.
Due to the fact that communication plays a critical role in the success of organizations in the current world, improving the communication within the organization has become important. The process of internal communication refers to the systematic sharing of information, ideas, and values within an organization; this not only enhances the flow of information within the organization but also strengthens the internal and external channels of communication thus creating a good working environment.
“Effective internal communication fosters a more connected workforce and streamlines the flow of information across all levels of an organization.”
It should be noted that internal communication is a crucial factor as it influences the level of employees’ engagement, productivity of the organization, and its profitability. With the changes in organizations, there is the need for effective internal communication strategic plans that are backed up by better internal communication technologies that can support the diverse work force and the large organizations.
Improving internal communication means knowing the development process of the communication tools, emphasizing the characteristics of the new digital tools that has changed how information is being shared within organizations. These tools in their implementation through internal communication plans help in the sharing of information and cooperation.
Effective use of business communication tools in internal communication is also important and has to be followed in order to achieve the best results. This way, through the improvement of internal communication, it is possible to enhance the employees’ knowledge, engagement, and unity through the use of digital platforms.
At Ampliro, we help businesses strengthen internal communication by implementing effective strategies using digital tools. Our tailored solutions ensure your team stays connected, engaged, and productive. Keep reading to learn how we can support communication improvements in your organization.
A Brief History of Internal Communication
From traditional to digital communication, employee engagement transforms.
Internal communication has changed dramatically over the years from the conventional means of communication to the current advanced technological tools that can be used to address the various organizational communication needs.
From Traditional Methods to Digital Solutions
In the past, internal communication was mostly done through face-to-face meetings, paper-based documents as well as direct mail. The first examples of employee publications can be seen in 1840 with such initiatives as The Lowell Offering at the New England Lowell Cotton Mills (Sparrow Connected, 2024). The progress went on in the twentieth century with the fax machine being invented in the 1980s which was a new way of communication (Sparrow Connected, 2024). But, the digital age has brought new forms of communication tools.
The integration of technology in the business world has therefore made it easy to communicate through instant messaging, video conferencing as well as online collaboration tools (Joomag, 2024). These tools increase the effectiveness of internal communication and expand the delivery of information to employees, thus improving the overall connectedness and knowledge of the employees (Joomag, 2024).
Factors that are Influencing the Use of Digital Tools
The following is a list of factors that explain why digital tools are now being used in internal communication. Firstly, the shift to remote and the new hybrid work models has made it imperative to engage digital platforms that enable collaboration in different locations (GoSearch, 2024). Applications such as Microsoft Teams and Slack have become essential in organizations’ communication, which is in line with the mobile-first approach and the application of artificial intelligence to design targeted communication (GoSearch, 2024).
“The move to hybrid work models has accelerated the adoption of digital tools like Microsoft Teams and Slack, reshaping internal communication.”
In addition, the use of video content has also been on the rise and this has been attributed to such platforms such as TikTok, which has made communication to be more engaging and more visually appealing (GoSearch, 2024). These trends not only help in improving the communication but also improve the employee engagement and productivity as they are in line with the expectation of the employees (GoSearch, 2024).
Acquiring more insight into this evolution and present developments helps organizations understand the communication needs of today’s employees and effectively use digital technologies to practice effective and active communication.
Essential Features of Digital Communication Tools
Real-time messaging ensures quick team communication and collaboration.
Real-time Messaging
Real time messaging is a crucial feature that is essential for the modern communication applications as it enables the users to send and receive messages in real time thus making the conversation Slack and Microsoft Teams, for instance, enable real-time communication and hence improve the cohesion of virtual teams and the overall productivity (Airmeet, 2024). Such platforms include instant messaging, video conferencing, and file sharing, which are coupled with project management tools in order to enhance the workflow and decision making process (Moldstud, 2024).
Project Management and Collaboration
Digital tools also provide a strong project management and collaboration functionality. Tools such as Asana and Monday are examples of such tools. Some of the tools that are available at Planable include; task management, team calendars and Gantt charts which assist in tracking of project progress and efficient use of resources (Planable, 2024).
“Project management tools like Asana streamline workflows and ensure teams stay aligned, improving overall efficiency.”
These tools are compatible with more than 2000 other apps including Google Drive and Salesforce which makes it easy to switch between the platforms and increase the efficiency of the team (Planable, 2024). Also, application such as Filestage and ClickUp allow the team to work on files and designs in real time and get the documents approved in a timely manner and with everyone on the same page (Filestage, 2024; ClickUp, 2024).
File Sharing and Integration
There are also other essential features that the effective digital communication tools must also incorporate to include effective file sharing and integration. SharePoint and Workplace by Facebook can be cited as examples of the platform that focuses on content management and storage, thus making it easier for teams to access the necessary files and documents (LineZero, 2024).
Such platforms are also capable of integrating with other productivity tools in order to enable employees to work with documents and share them without the need to switch between different applications (LineZero, 2024). Furthermore, the use of AI and machine learning in these tools has made it easier to automate certain tasks and also improve on communication within organizations, thus increasing the organization’s efficiency (ClickUp, 2024).
Best Practices for Using Digital Tools
Digital tools are vital for engagement and collaboration in hybrid workplaces.
Encouraging Team Adoption
To foster effective adoption of new digital tools, it is crucial for leaders to demonstrate commitment and provide comprehensive training. Clear communication about the importance, expectations, and benefits of these tools encourages team members to integrate them into their daily routines (LeaderNavigation, 2024; LinkedIn, 2024). Leaders’ frequent use sets a standard and appointing change agents can help spread the use across all the teams (LinkedIn, 2024). Also, making it convenient for the team members to access training materials and support can go a long way in building the confidence of the team members in handling new technologies (LinkedIn, 2024).
Maintaining Engagement in a Hybrid Work Environment
To ensure that remote and hybrid employees are well-communicated with, there is a need to have a good culture and sense of belonging in the organization. The use of other digital tools like video conferencing and real time chats can assist in the communication of the team members although they are not physically in the same place (LeaderNavigation, 2024; Paylocity, 2024). Thus, the daily virtual meetings and check-ins can help employees to feel more integrated and offer chances to give Furthermore, casual virtual meetings, such as weekly ‘coffee breaks’ can help improve the morale of the team and thus create a more integrated work culture (LinkedIn, 2024).
Conclusion
The evolution of internal communication highlights the transformative impact of digital tools. . Not only have these tools helped in the efficient sharing of information, but they have also greatly improved the level of interaction and productivity of the remote and hybrid teams. The use of applications such as Slack, Microsoft Teams, and Asana for instance supports messaging and collaboration that is crucial in the current fast-paced organizations. The use of communication tools cannot be an option but a must in order to build a strong, effective and agile workforce.
“Digital communication tools have reshaped how organizations connect and collaborate, offering flexibility and increasing overall productivity.”
It is important to strategically use the available digital communication tools in enhancing the internal communication strategies. This approach caters for the operational flexibility of organizations and is in line with the changing requirements of today’s employee. It is clear that digital platforms play an important part in the improvement of organizational communications. With this in mind, companies are urged to periodically review and adjust their internal communication means and approaches and leverage the available opportunities for improvements that would lead to increased organizational performance and employee satisfaction.
At Ampliro, we specialize in helping businesses enhance their internal communication strategies through the use of digital tools. Our team can assist you in selecting and implementing the best communication platforms to foster a connected and engaged workforce. Additionally, Ampliro offers customized "Insights" reports tailored to your specific needs, providing in-depth analysis and strategic recommendations to optimize your internal communications.
Ensure your business excels in delivering effective internal communication. Contact Ampliro today to learn how we can support your communication strategy.
About the Author
Andreas Olsson, CEO of Ampliro, focuses on improving internal communication and collaboration in businesses through practical digital solutions, helping teams stay connected and engaged.
References
Sparrow Connected (2024). The History of Internal Communications. Available at: https://www.sparrowconnected.com/blog/the-history-of-internal-communications
Joomag (2024). The Digital Transformation of Internal Communications. Available at: https://blog.joomag.com/the-digital-transformation-of-internal-communications
GoSearch (2024). Latest Trends in Internal Communications Tools. Available at: https://www.gosearch.ai/blog/latest-trends-in-internal-communications-tools/
Gupta, A. (2024). Top 10 Features to Look for in a Real-Time Communication SDK. LinkedIn. Available at: https://www.linkedin.com/pulse/top-10-features-look-real-time-communication-sdk-aarti-gupta-0bklc
Airmeet (2024). Digital Tools That Are Used for Communicating Virtually. Available at: https://www.airmeet.com/hub/blog/digital-tools-that-are-used-for-communicating-virtually/
Moldstud (2024). Enhancing Internal Communication with Collaboration Tools. Available at: https://moldstud.com/articles/p-enhancing-internal-communication-with-collaboration-tools
Planable (2024). Project Management Collaboration Tools. Available at: https://planable.io/blog/project-management-collaboration-tools/
Filestage (2024). Project Collaboration Tools. Available at: https://filestage.io/blog/project-collaboration-tools/
ClickUp (2024). Project Management Collaboration Tools. Available at: https://clickup.com/blog/project-management-collaboration-tools/
LineZero (2024). File Sharing and Document Sharing. Available at: https://www.linezero.com/blog/file-sharing-document-sharing
LeaderNavigation (2024). Digital Communication Strategies. Available at: https://www.leadernavigation.com/digital-communication-strategies/
LinkedIn (2024). Here's How You Can Boost Your Team Communication Using GSFHC. Available at: https://www.linkedin.com/advice/1/heres-how-you-can-boost-your-team-communication-using-gsfhc
Paylocity (2024). Employee Engagement for Remote and Hybrid Workers. Available at: https://www.paylocity.com/resources/resource-library/blog-post/employee-engagement-remote-hybrid-workers/
