Are Your Employees Reading Your Internal Messages?
Here are a few ways to know:
You send out all-staff messages and find that the open rate is abysmal
Your internal survey response rate is really low
Your newsletter sits in inboxes unopened for weeks … until it's deleted
Your CEO updates sit in inboxes, only to be opened if another email is sent as a reminder
Your interdepartmental notices go unread, so many employees miss important information
Your all-staff events have low attendance
Your nonprofit employees are missing out on important internal messages and updates, but it’s not all their fault; it’s likely due to a lack of internal communication planning. This isn’t entirely difficult to believe when 52% of companies reported that they did not have a long-term internal communications strategy (2023 Global State of Internal Communications). A lack of strategy could explain why many employees can’t seem to keep up with the internal emails, surveys, and prompts. Gone are the days of sending out all-staff emails and other messages without considering an employee’s ability to receive and digest the message. In today’s work world of overflowing email inboxes, too many meetings, and unclear job tasks – all contributing to employee burnout – blindly messaging employees and expecting (or demanding) an immediate response is no longer an acceptable practice.
There are many ways to communicate with employees in the workplace, and the effectiveness of each method depends on where an employee works, and how the information is delivered. For example, an employee working remotely won’t see digital signage that runs all day in the office, even though on-site employees will. An employee who works in the field directly interfacing with clients likely won’t have the time to read company newsletters or emails during the workday, as it’s directly competing with precious time they need for engagement. More intentionality needs to be given to when and how internal messages are delivered to employees.
Of all the reasons I’ve listed above, I want to explore this one — you send out all-staff messages and find that the open rate is abysmal — because I may have a solution for you.
During the workday, many employees are extremely busy and overwhelmed; they are struggling to find balance. The 2023 Nonprofit Workforce Survey cited that 50.2 percent of leaders identified that stress and burnout were barriers to recruiting and retaining employees. Juggling work responsibilities, meetings, deadlines, family responsibilities, mental health, and physical health can feel difficult. Left unbalanced, these factors will affect employees on a personal level and will eventually impact the company culture. In today’s culture of over-communicating, and information overload, employees must budget their capacity for reading emails and direct messages. With the help of leaders, this can lead to better outcomes. Also, keep in mind that 60% of employees said that more digital chatting and messaging makes them feel more tired and stressed (Tech Report).
I mentioned that I may have a solution for you. It’s one word: strategy.
With 52% of employees preferring to stay remote since the implementation of the stay-at-home orders in 2020, and 35% saying that they would accept a pay cut if it meant working from home (SHRM), many employers who value internal communication and positive company culture will need to commit to embracing alternative methods of sharing information, gathering feedback, and interacting with employees. The starting point though is a strategy, for both the creation and delivery of internal communication messages.
What's the best way to start the strategic planning process? Creating a monthly internal communication calendar with important company events or holidays can be a great framework to begin. From there, gather your team and hold weekly strategy sessions, or if you can’t schedule a separate meeting specifically for internal communications, dedicate time at some point during the meeting to discuss internal message planning. By making time during existing meetings, or by setting up a separate meeting to go over the internal communications strategy, you show your team that internal communication is important to your organization and that it’s part of your organizational strategy for success. Below I’m sharing six very important points to consider during the planning meeting, or as you start thinking about implementing a strategy for internal communications:
Include the Right People: Invite a representative from each department that typically shares information company-wide
Check the Calendar: Make sure to check potential email distribution dates with the organizational calendar each month to avoid any overlap
Define Your Process: Set clear deadlines for when content will be drafted, reviewed, and sent; also be sure to include any stakeholders involved in the approval process
Employee Location Matters: Consider how your employees work. Are they onsite, in the field, or 100 percent remote? You’ll need to communicate in ways that will accommodate all employees. One or two methods may not be enough.
Method is Everything: Evaluate the methods your organization uses to communicate with employees. Are you only relying on email and chat messages? Do you have an intranet or an app that all employees can download on their smartphones?
Dedicate a Time and Day: Decide on the best days and times for each type of message you’ll send out (excluding urgent, and often unpredictable communications). Committing to only sending messages on certain days can help employees know what to expect and can help the sender prioritize their weekly responsibilities. If you’re not sure and want a research-backed approach, ask your employees to take a survey or you can evaluate open rates from a recent set of messages.
Are your employees reading the internal messages you send? If not, it’s time to rethink (or create!) your nonprofit organization’s internal communication strategy. If you need support, Schedule your 1-hour Company Culture Exploration Call.
At Work Place Renaissance™, we’re passionate about helping nonprofit organizations create positive, thriving workplace cultures where employees feel valued, connected, and engaged. Whether it’s through enhancing internal communication, boosting employee wellness, or driving meaningful engagement, we’re here to support your mission from the inside out. Let’s work together to transform your workplace culture and empower your team to thrive. Schedule your 1-hour Company Culture Exploration Call today and discover how Work Place Renaissance can help your nonprofit build a company culture worth working for!