A Few Gardening Tips to Cultivate Your Internal Communication

Just as a gardener adjusts their care according to the seasons and the plants, internal communication requires constant attention and adaptation to the evolving needs of an organisation. As the communications officer for a network of 40 institutional and individual members spread across Switzerland and around the world, I face daily challenges: how do I convey a clear message, maintain members' engagement and motivation, while juggling linguistic diversity and the constraints of distance. Internal communication is a vast and complex field, widely studied through numerous articles and different approaches. This brief blog does not aim to cover all the dimensions of an internal communication strategy but rather offers a few simple tips. Like the attentive actions of a gardener, these steps can help communication within your team to flourish.

First of all, what is internal communication ?

Internal communication refers to all the information exchanges and communication processes that take place within an organisation. It aims to convey messages clearly and effectively, while encouraging collaboration between teams and aligning everyone with shared objectives and values.

This communication can take on various forms, such as emails, meetings, collaborative platforms and internal newsletters. By establishing strong channels of communication, organisations can ensure transparency, reduce misunderstandings and create an environment conducive to productivity and team cohesion. Effective internal communication is essential for keeping teams engaged and motivated, strengthening the overall functioning of the organisation. (source)

Water Regularly: Maintain a Consistent and Clear Message

For effective communication, always adapt your message according to the channel and your audience. The way you communicate—whether in writing or orally—is crucial. Simplicity is key: use clear language, be concise, and illustrate your points with examples to ensure your message is understood as intended.

Tips:

• Maintain an Authentic Tone: Adopt a tone that reflects your personal style and that of your organisation. For example, if you usually communicate in a light and warm manner, continue in that vein to stay true to your image. A sudden change in tone, such as excessive formality, can be perceived as artificial and unsettling.

• Crack a Joke: Humor can make information more memorable and lighten the atmosphere. Did you know? Studies show that humor can improve memory retention, but it must be appropriate to the context and content to be effective (source). Which explains why a good joke sticks — but the quarterly report doesn’t.

• Repeat Without Overloading: In a world saturated with information and with limited memory capacity, repetition is crucial. Repeat your message in different forms and channels to enhance retention while avoiding overwhelming recipients. For example, when introducing a new policy, organisations can use newsletters for written reference, workshops for interactive discussions, and additional one-on-one meetings for personalised attention. This approach accommodates diverse learning styles and reinforces understanding without causing information overload.

• Break Down Complex Information: To avoid overwhelming your recipients, break complex information into digestible pieces. Ask yourself: What do they need to know? Why does it matter to them? Can I conclude with a call to action?

• Avoid Unrealistic Promises: Don’t make promises that you’re not sure you can keep. It’s better to be cautious about deadlines. Announce a realistic timeline and provide information as soon as possible, rather than promising a deadline you might not be able to meet. Did you know? “Overpromising concept” (source) refers to the act of making commitments that exceed actual capabilities, often seen in marketing when companies make inflated claims about their products or services. While it may attract customers initially, it can lead to disappointment and damage reputation when expectations aren't met.

Harvest and Learn: Cultivating a Feedback Culture 

To assess the effectiveness of your internal communication efforts, it is essential to combine formal and informal methods. Formal tools, such as surveys, quantitative assessments, and digital indicators, provide a structured view of the impact of messages. However, informal methods, like spontaneous conversations or small talk, reveal more subtle perceptions and allow for a better understanding of the mindset of people within the organisation.

• Listen First: Before using formal tools, the first step in evaluating communication is often a simple conversation. The most helpful feedback I’ve received came from informal discussions with colleagues during an event or over coffee, uncovering frustrations, misunderstandings, or suggestions that were not expressed in surveys or group meetings.Did you know? The nomikai is a Japanese tradition where colleagues and superiors gather after work to drink together in an informal setting. This practice helps bypass the strict hierarchy and professional reserve often found in Japan, allowing for more sincere and honest feedback.

• Monitor Communication Effectiveness: Once these informal exchanges are established, supplement them with formal evaluations. Analyse open rates, engagement levels, and recipients’ feedback to assess both the distribution and impact of messages. If your newsletter open rate is lower than your houseplant’s survival rate, it might be time to rethink your subject lines. If you use platforms for mass email sending, make sure to regularly track the data from their analytics and statistics systems.

• Encourage a Culture of Continuous Feedback: Create an environment where constructive feedback is valued. A culture of active listening contributes to building relevant and effective communication measures over time. To encourage feedback, you can leave space for comments in surveys, as well as repeating that suggestions and criticisms are welcome during meetings and events.

• Avoid Overloading: Finally, do not overwhelm your team with constant assessments; keep in mind that they have other priorities. Also, accept that it is not possible or necessary to have all the data. 

Respect Natural Cycles: Cultivate Digital Mindfulness

We can no longer escape the digital world; our teams collaborate on various digital tools that improve productivity but can become problematic as we remain connected and reachable even after work hours. The constant engagement required by digital platforms can lead to stress and anxiety, just as an excess of fertiliser can harm a garden.

Just as a gardener respects natural cycles and avoids harmful chemicals, we must respect the natural rhythms of our teams in our digital work environment. In a constantly connected world, digital awareness is essential for maintaining mental health. By cultivating digital mindfulness, we create a healthier and more productive work environment, the way a gardener creates a balanced ecosystem in their garden. 

Value each person's time and mental well-being. This commitment not only helps reduce stress and burnout but also enhances collaboration and creativity, leading to a more engaged and productive team. Just as you would let a plot of land rest, know when to disconnect:

• Establish clear rules, such as not sending work-related information or contacting employees outside working hours.

• Encourage regular breaks away from screens.

• Organise direct and informal meetings and discussions. 

  
  

Did you know? It has been proven that remote workers perform better after meeting in person (source). If you have a remote team, organise face-to-face meetings, at least once a year. Informal moments of connection are often the most important. 

Like any garden, internal communication takes time to grow and develop. Be patient and persevere in your efforts to cultivate a healthy and thriving communication environment within the organisation. Remember that employees are your organisation’s strongest advocates who can significantly enhance its profile. When team members feel heard and are given clear information at the right time, they are more likely to become passionate ambassadors for your organisation.