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tanvir sir's assignment.docx

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rab4736
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An academic report on “Internal Communication: The

Secret to Boosting Employee Engagement and


Productivity”

Submitted to:
Dr. Tanvir Mohammad Hayder Arif
Professor & Proctor,
University of Chittagong

1
Submitted by: Communication Squad
Members Name ID
Ahmed Muzammel Maharab 24303011
Md Sheikh Shabaly Eram 24303024
Md Jaber Hossan 24303030
Tofayel Ahammed 24303031
Md Sohrab Hossain Rezve 24303051
Shad Mohammed Bin Ahmed 24303098
H M Tanvin Rahman 24303113
Table of Contents:

Abstract Summary.........................................................................................................3
Introduction...................................................................................................................4
Main Body.....................................................................................................................5
Part 1: Internal Communication as the Key to Engagement and Productivity.......5
1) Successful Link Between IC and EE....................................................5
2) The Role of Internal Communication in Enhancing Productivity........7
3) Challenges in Internal Communication................................................8
Part 2: Unlocking the Potential of Internal Communication..................................9
1) Strategies to Improve Internal Communication....................................9
2) Benefits of Enhanced Internal Communication..................................10
3) The Future of Internal Communication..............................................11
Conclusion...................................................................................................................13
Reference.....................................................................................................................14

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Abstract Summary

3
Introduction

How can industries improve employee engagement and productivity? Nowadays, industries face
many challenges due to a lack of employee engagement and productivity. In order to overcome
these problems, effective internal communication is required. Internal communication is a process
of exchanging information among employees to clarify things for each other. It is the backbone of
an organization. An organization's success strongly depends on effective internal communication. In
addition, internal communication channels play a vital role in achieving organizational goals as they
enhance employee engagement.

Employees are referred to as the lifeblood of a company. Employee engagement drives employee
commitment to their work and the organization, making it one of the most crucial needs of an
organization. Internal communication hopes to build engagement by helping connect employees to
their peers, leaders, and the organizational mission. As effective internal communication boosts
employee engagement, the progress and growth of the organization are certain. However, it will not
be possible if there is no employee engagement.

Productivity is a measure of performance that shows how efficiently employees work. Internal
communication helps to increase employee performance by enhancing employee engagement,
efficiency, collaboration, etc. Furthermore, the skills of employees and their innovative ideas
contribute positively, playing an effective role in increasing productivity. Effective internal
communication allows employees to share ideas. Apart from all this, if workers are well-taught,
engaged, and finish their work efficiently, production will increase. On the other hand, productivity
will decrease if internal communication is weak and imperfect.

This report describes how internal communication can boost employee engagement and
productivity, showing strategies to improve and enhance internal communication. It also discusses
the challenges of internal communication and suggests solutions to overcome them. By doing so,
this report aims to build an environment for an organization where employees are well-informed
and valued. Ultimately, internal communication is the foundation for an organization that helps to
attain organizational goals.

4
Main Body

Part 1: Internal Communication as the Key to Engagement and


Productivity

1) Successful Link Between IC and EE

Successful internal communication increases engagement in the organization as staff feel informed
and a part of the company. They feel connected to their colleagues and have a voice within the
organization. According to Bambacas & Patrickson (2008), “internal communication and
employee engagement are closely linked. Good communication leads to greater engagement, while
bad communication leads to fragile engagement”. Overall, there are a number of ways internal
communication can positively influence employee engagement, such as:

 Transparency on Company Goals: Engaged employees are more focused on the


organization's goals and values. According to Bambacas & Patrickson (2008), transparency
in communication plays a vital role in helping the employees understand the goals and vision
more clearly. It also helps the managerial body to engage closely with the employees, ensuring
that missions, goals, and vision are achieved.

 Two-Way Communication and Voice of the Employees: Internal communication should be


two-way communication, causing more interactions with higher management and employees
via polls or surveys. The organization must understand the “Voice of the Employee” to make
employees feel heard. This builds an open culture and trust, driving engagement and
motivation.

 Recognition of Employee Success and Rewards: The company should recognize the success
of employees through reward schemes, newsletters, and intranets. According to Bambacas &
Patrickson (2008), this recognition creates role models for other employees to learn from.
Winners feel valued, motivating others to excel and increase productivity, helping achieve
objectives. Reward programs should be based on meritocracy to ensure everyone plays a role in
success, increasing belonging and engagement.

 Encouraging Conversations Among Employees: In addition to interactions between


managers and staff, conversations among employees are crucial. According to Bambacas &
Patrickson (2008), horizontal dialogues between colleagues encourage information sharing
and break down barriers across departments, fostering engagement across the organization.

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Face-to-face events further strengthen bonds and build engagement among all employees.

 Empowering Employees with Increased Control: There is a clear link between feeling in
control at work and job satisfaction. Employees who feel that they are being kept in the dark or
don't really have the right support, tools, or training quickly become disengaged. On the
contrary, when the employees are empowered with the right information, particularly during
management change or crisis times, they perform strongly and smartly and are more engaged
with their company.

 Foster a Sense of Community: Companies want their employees to be motivated and to feel
that they are part of the organization. Such employees can be brand ambassadors for their
organization, recommending it to their friends and families and defending it against
unwarranted criticism. Internal communication should be used to create a sense of belonging by
building communities and connecting people. This attitude will foster self-effort and a positive
attitude when employees are dealing with their customers and partners.

 Develop an Open Culture: The modern business world relies on flexible, creative, and agile
organizations. It requires the creation of an open and meritocratic culture that will attract and
develop talented people with the right skills. Internal communication is a major contributor to
building such a culture through coordinated programs that aim to change behaviors through
newsletters, emails, posters, meetings, and other channels that boost engagement.

 Enhance Staff Communication Channels: Today’s organizations are managing a multi-


generational workforce. Different groups have different expectations about how they want to be
communicated with. Internal communication programs must work closely to identify the needs
of particular groups and individuals. It will provide the best personalized experience through
channels of their choice. This can be done digitally, face-to-face, or on paper. If employees feel
that they are being treated as individuals, the connectivity and engagement level will rise.

 Continuously Measure and Improve: Just like any other program, it is really vital to set clear
objectives that link internal communication activities. This creates a much easier organizational
environment to translate them to relevant employees. Therefore, they can work with more focus
towards the goal.

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2) The Role of Internal Communication in Enhancing Productivity

Clampitt (2016) states that “To reach the goal of an organization, effective communication seemed
like a milestone.” Everyone’s desire is fulfilled in the same way, boosting productivity. Here is how
internal communication is increasing productivity.

 Associated with organizational goals: It is often seen that prevailing international


communication brings out success associating with the strategic direction of the company along
with the effort of employees. It enhances the process of decision-making in continuing
operations, minimizing errors, strengthening and understanding the goals of the organization,
and allowing the employees to play a role in acquiring goals.
 Enhanced employee engagement: A sense of belonging is created by internal communication.
Employee involvement is also created by it. By internal communication, employees are
involved in productivity. They like to be inspired when they see that they are valued and
acknowledged for information relating to organizations. A RingCentral survey revealed that
71% of employees felt that more connectivity also resulted in more productivity.
 Enhancement of collaboration: Strategic communication tools create more collaboration
among members. Internal communication promotes a sense of unity, ensuring everyone
functions effectively.
 Crisis management: Any crisis can be resolved by effective internal communication. It
increases the morale and confidence of the employees. Thus, it ascertains employees’ roles
during a challenging time.
 Productivity and idea sharing: Through effective communication, employees can share their
innovative activities among themselves. Thus, they can be ready for feedback, and it
emphasizes productivity. By it, employees understand that they are being evaluated. So, they
feel engaged in enhancing productivity.
 Reducing workplace conflict: Internal communication removes misunderstandings that may
create conflicts among employees. They are duly informed through effective communication
regarding the internal affairs of the organization. Thus, the organization can reduce conflicts
among the employees.
 Enhancing efficiency: Effective communication means clear direction and strategies, which
help improve productivity. Employees learn about global initiatives through effective
communication. So, they can make aligned efforts to boost productivity.

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3) Challenges in Internal Communication

Effective internal communication is essential for achieving any organizational objective or goal.
However, several challenges may hinder effective internal communication. Such as:

 Lack of Clarity: If the communication is poorly structured and hard to understand, it can lead
to confusion among employees. For example, in a marketing team, if managers fail to convey
the message clearly about campaign goals, it can lead to wasted resources without fulfilling
their objective. Therefore, managers should always convey messages that are clear and easy to
understand.

 Conflicting Messages: When different teams or managers deliver contradictory messages


about the same topic, it will create confusion among employees. For instance, if one
department introduces a new policy that contradicts the policy of another department, the
employees will be left unsure of what to do. This kind of misalignment will be very harmful to
employee engagement and overall productivity.

 Cultural and Language Barriers: In a team that consists of people from different cultural and
linguistic backgrounds, it becomes challenging to communicate properly in that team. So,
diverse cultural backgrounds are also a challenge in internal communication. Making the
messages audience-centered is a potential solution for this challenge.

 Poor Listening Skills: Internal communication is not all about delivering messages
effectively; it is also very important to listen. If leaders, workers, and everyone in an
organization just try to speak and fail to listen actively, key details and important pieces of
information can be overlooked, leading to misunderstandings. Also, this lack of interest in
understanding others’ perspectives can hinder team collaboration.

 Lack of Feedback Mechanism: When employees don’t have a way to communicate with
their higher-ups, it becomes a one-way communication system, which isn’t ideal for employee
engagement. Because, in this way, they will feel unheard and undervalued. Many organizations
lack a suitable feedback mechanism; this is also a challenge in internal communication, which
hampers employee engagement and overall productivity. That may become a very challenging
factor for an organization in the long term.

8
Part 2: Unlocking the Potential of Internal Communication

1) Strategies to Improve Internal Communication

Internal communication is the backbone of any organization that facilitates sharing ideas, solving
problems, and relating different teams to one another.

 Clear communication channels: Establishing structured communication channels ensures


smooth information flow in the organization. Without clear communication channels, messages
might get lost, misunderstood, or delayed. Using Email, Google Meet, Zoom, etc., can enhance
communication between employers and employees. It minimizes miscommunication and builds
trust, responsibility, and efficiency.

 Open dialogue culture: When employees are able to express themselves freely, they are more
likely to engage with their work. It can also reduce disagreements.

 Regular team meetings: Regular team meetings enable camaraderie among team members in
sessions of communication. They ensure the progress goes in one direction and iron out the
problems. It would bring transparency into the work of the team. Further, collaboration and
decision-making improved.

 Personalized communication: Everyone communicates and processes information in different


ways. Tailoring communication style is important for effectiveness. Providing detailed written
instructions, verbal explanations, or visual presentations like charts will ensure clarity, reduce
misinterpretations, and foster better engagement within the team.

 Encouraging collaboration: To improve teamwork, collaboration is needed. It creates


opportunities for employees from different departments to work together. Scheduling regular
sessions with members of every team and letting them share their ideas would involve them in
decision-making.

 Leverage feedback: By using employees’ feedback effectively, communication gaps can be


reduced to a minimum within the organization. Anonymous surveys, polls, or questionnaires
can help gather honest opinions.

 Celebrating achievements: Celebrating accomplishments might boost employee morale, but it


depends on how recognition is delivered. Recognizing someone for exceeding expectations will
help to improve internal communication.

9
2) Benefits of Enhanced Internal Communication

Effective internal communication is a critical component of any organization's success as it fosters


collaboration, alignment, and efficiency. Here's how it helps:

 Open Communication: When understood and communicated with the workforce, open
communication encourages them to stay in their jobs, reducing turnover. When the
communication channel is open, employees feel free to ask for any information, feedback, and
help regarding any issues.

 Communication strategies: By applying the proper communication devices and strategies,


any organization can gain these benefits and generate a more connected, involved, and effective
workforce. Various internal communication tools such as newsletters, technology, face-to-face
communication, and so on. It improves employee engagement, enhances performance and
productivity, reduces turnover, and creates a healthier workplace culture.

 Building strong relationships: Internal communication is not only just passing messages but
also building a strong relationship among employees. When employees feel that they are
connected to the company as a whole, they are likely to be more dedicated to their workplace,
which ultimately leads to better performance and overall business outcomes.

 Enhanced collaboration: Internal communication enhanced collaboration among team


members and teamwork. Regular updates on projects, idea sharing, brainstorming, and
receiving feedback ensure that everyone is on the same track and can align their efforts toward
acquiring the organization's goal. It also helps to resolve conflict among group members. It
assures the employees that they are being heard.

 Strong Organizational Culture: Effective internal communication is comprised of a strong


organizational culture. As the communication is open and transparent, employees feel
empowered and engaged, which helps to build a healthier workplace environment. Also,
communication helps to notify the employees about the company's values and goals, the
appropriate set of employee behavior, etc.

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3) The Future of Internal Communication

Effective internal communication brings a bright future for an organization. The benefits an
organization will have in the future are

 Innovations in Technology:

 AI and Automation: Because of embedded artificial intelligence, internal


communication gets directly translated into automated scheduling updates, analysis of
employee feedback, and tailoring content to the role and preference of each employee.

 Advanced Collaboration Tools: Real-time collaboration platforms such as Microsoft


Teams, Slack, and others will be further advanced to impart smooth communications
over remote and hybrid teams.

 Mobile-First Approach: Since many companies have already embarked on shifting to


the work-from-home concept, mobile-friendly internal communication tools would be
in the lead.

 Personalization and employee-oriented communication:

 Appropriate messaging technique: It's going to be more about building internal


messages for a diverse amount of employees based on their age, location, and
particular roles within an organization.

 Well-being: The internal communication strategies will deal with subjects that
concern employee well-being, mental health support, how to put up with work-life
balance, and dealing with stress.

 Immediate interaction and response:

 Bidirectional Communication: The use of an organization in the facilitation of


instant feedback and outreach via live Q&A sessions, real-time polling, and the like.

 Transparency in Communication: Transparency in internal communication will help


to win employee trust by making them feel valued and updated about organizational
goals and decisions.

11
 Data-Based Communication:

 Analytics for Decision Making: Data analytics would, in respect of that, be much
about how internal communication strategies are working and thus inform
improvements continuously.

 Predictive Insights: Predictive analytics can help organizations predict employee


needs and concerns to communicate proactively.

 Inclusion and Diversity:

 Culturally Sensitive Communication: Language and content shall appeal to


diversified culture and value systems of the audiences through internal
communications.

 Principle of Equitable Access to Information: It follows then that organizations


should ensure equal access to channels of communication and means and connectivity
for all employees, including those working in isolated or less-resourced locations.

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Conclusion

Effective internal communication can act as a great bedrock upon which company success is
founded, where staff are motivated, cooperative, and productive. It instills a sense of
belonging, strengthens relationships, and fosters a positive corporate culture. In return, it
reduces turnover and inefficiency. To this effect, organizations can only guarantee a
platform where employees feel valued and can contribute once potential issues relating to
ambiguous messaging, mechanisms for eliciting feedback, and potential cultural barriers are
handled. Undoubtedly, the future is going to be AI, personalization strategies, and a hike
toward inclusivity that is going to further revolutionize internal communications. This
means that for organizations that move forward to create such an environment, increased
transparency and improvement in the well-being of employees are guaranteed, as is better
alignment of the teams in pursuit of strategic objectives and new paths toward
growth and success.

13
Reference

Bambacas, M., &


Patrickson,
M. (2008).
Interpersonal
communicati
on skills that
enhance
organization
al
commitment.
Journal of
Communicat
ion

14

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