Every one functions in a different way; some communicate with colleagues by email or telephone, others by fax, email or even in person. There is also the use of memos or letters posted regularly to set standards and guidelines for what should be expected.
The level of communication in an organisation varies greatly depending on how important the particular job is. Therefore, how to improve internal communication in an organisation depends on whether the individual is carrying out a job or not.
There are several techniques that can be used to improve internal communication in an organisation. One of the simplest is to assign someone to be responsible for maintaining the procedures of internal correspondence.
In addition, whether it is a manager or a member of staff, if they have instructions to give regarding how to improve internal communication in an organisation, it would be better if they could be reminded by someone in the organisation, rather than having the whole organisation read out every single document. In that case, there is a lot of wasted time!
If the person who will be in charge of handling these memos does not know how to do so, then how to improve internal communication in an organisation can also be done by asking for assistance.
This person can be another member of staff, a consultant or an outside firm. In fact, sometimes one of the individual making the memos will be tasked with looking into some of the issues surrounding how to improve internal communication in an organisation.
By doing this, they will understand exactly how the memo is to be written and also how the organisation as a whole works.
The next thing that should be done when working on how to improve internal communication in an organisation, is for the memos to be well-written, clear, concise, and truthful.
In addition to this, there should be minimal spelling mistakes. Any errors in grammar and spelling should be highlighted and corrected immediately.
There is no point in having a memo that is full of spelling and grammatical mistakes if nobody will be able to understand it or if it will cause any further problems.
When handling how to improve internal communication in an organisation, it is important to remember that the boss plays a key role.
The boss is supposed to create a good environment for the employees to work in and thrive. If this atmosphere in the workplace is not maintained, then it is unlikely that the employees will show up for work.
If the boss is not helpful enough, the employees will start to take this as a reflection on them rather than the boss. At this point, the boss can also direct them towards the proper channels for communicating with their departments or with the clients.
If the boss is abusive, the employees are likely to feel that they have nowhere else to turn and they may start to look for alternatives at other companies.
Another way how to improve internal communication in an organisation is to create an environment where people know who is in charge.
The employees should know their roles and how they are performing their job in the scheme of things. This means making sure that the roles and responsibilities are clearly defined. If there is confusion about who is boss or what the correct procedure is for something, then there will be a lot of trouble.
The employees will be able to feel comfortable with whom they are working for and will be more willing to do their job. They will not feel uncertain or afraid of anything.
Another important area on how to improve internal communication in an organisation is to create an atmosphere where decisions are not made in a hurry.
People are not always willing to wait very long to make a decision about something. It can take weeks before they can decide whether they should go for a particular course of action or not.
If this is the case in an organisation, people will tend to question the procedures, the processes and the validity of the decision.
If an official announcement has to be made quickly, it may not be accepted very well by people and they may begin to look for other alternatives.
To understand how to improve internal communication in an organisation, it is also important to understand how to manage time well in such an organisation. People need to understand when they are working efficiently.
For instance, an important project might have to be finished in six months time. It is better to have a clear timeline and to stick to it.
This can help people know when they are being productive and when they should slow down in order to meet the targets set forth.