How to Strategically Invest in Internal Communications in 2025

Internal communications as a business function may not be something every business leader considers a priority. Compared with other business functions such as sales, marketing, and promotions, internal communications don’t generally receive the same amount of attention. This could be a mistake.

The role of internal communications is about more than merely circulating information within a business. Over time, organizational behavior has evolved to keep up with the realities of generational changes and their impact on work, particularly as Millennials take over the workplace.

Millennials are the largest group of workers in the economy today, and studies have shown that they value open communication as one of their most important values. One study published by the National Library of Medicine even reports that Millennials are not likely to accept an organizational policy where information is communicated on a “need-to-know basis.” 

Here are the steps to creating and implementing an internal communications strategy that meets the needs of the modern workplace:

1. Assessing Current Communication Gaps

As with most challenges, improving your internal communications culture should start with an honest, transparent evaluation of its current state. One way to do this would be by conducting an internal communications audit. 

As Albert Kim, VP of Talent at Checkr, explains, “Assessing communication gaps isn’t just about finding what’s broken; it’s about pinpointing the missing pieces that, if added, can drive real connection and trust within the company. Employee feedback is crucial for ensuring we’re building a system that truly supports everyone.”

In conducting an internal communications audit, here are some areas to pay attention to:

• Policy: Does your business have an internal communications policy? If no, creating one should be treated as a priority. If you do have one, however, the focus of your audit should be whether this policy is effective.
• Bottlenecks: If you conclude that your current internal communications policy is not effective, your next task will be identifying the reasons why. Some of the most likely culprits may include things like outdated technology and inefficient processes.
• Employee Feedback: Two-way communication is crucial for organizational growth, and gathering feedback from your employees will help in assessing your internal communications needs. In most cases, since information tends to flow from the top down, the impact of poor internal communication is felt most significantly at the lower levels of an organization. Getting honest feedback from staff at this level may help businesses spot problems quicker and assess them more clearly.

To get high-quality feedback efficiently, you can use tools like SurveyMonkey, Google Forms, or Microsoft Forms to create professionally structured surveys. Ideally, your surveys should contain both quantitative (scale-based) and qualitative (open-ended) questions to give room for deeper insights. 

You should also make it easy for employees to provide anonymous feedback. For example, software like Officevibe, TINYpulse, or Suggestion Box allow employees to provide anonymous feedback, which can encourage honest and transparent input.

2. Using Technology

With tons of modern real-time messaging systems around, organizations can have no excuse for relying on outdated tech. 

“When it comes to choosing communication tools, functionality and adaptability are key,” says Gary Hemming, Owner & Finance Director at ABC Finance. “By investing in AI-driven platforms and mobile-friendly solutions, businesses can make sure their communication infrastructure is as dynamic as their teams.”

Mobile phones and handheld smart devices, in particular, are the centerpiece of modern communication. To reach your employees conveniently and effectively, any tech tools you integrate into your business should be mobile-friendly. Many mobile-friendly messaging and productivity tools are designed to serve the needs of digital workplaces, so you’ll have no trouble implementing this.

If you already manage remote workers, you may already be familiar with popular apps like Slack, Microsoft Teams, Discord, etc. Offline teams, too, can improve their internal communications by incorporating tools like these into their operations.

One crucial step in building an effective internal communication strategy is to integrate tools that not only facilitate messaging but also optimize workflows. For instance, in industries like steel manufacturing, using ERP (Enterprise Resource Planning) software, can streamline operations by centralizing data and automating routine tasks, helping teams collaborate more effectively and share information seamlessly. This centralization not only boosts communication across departments but also provides employees with real-time access to the information they need, fostering a more connected and informed workforce.

3. Fostering a Transparent Communication Culture

Every aspect of your organization’s culture must be driven from the top down. This requires your leaders to not only create and enforce internal communications practices but also model these ideals consistently and transparently. 

Brooke Webber, Head of Marketing at Ninja Patches, shares, “Transparency in communication starts at the top. When leaders commit to clear and open messaging, it creates a ripple effect—building trust and fostering a culture where everyone feels they’re part of the larger vision.”

Open, transparent communication from leaders doesn’t only help to enforce internal communications policies, but it also makes it easier to create an environment that allows employees to provide transparent feedback and express concerns continuously.

One of the ways to implement this is through a feedback loop, a practice where all internal communications are designed to incorporate both top-bottom and bottom-top messaging. 

4. Personalizing Communication for Different Teams

Every organization should have a central set of policies guiding its internal communications. However, larger organizations may need to adopt some flexibility in allowing their teams to communicate effectively. 

Different business functions and units may have different communication needs, and it is essential to allow each one to choose and experiment with the tools that will work best for them.

Jonathan Feniak, General Counsel at LLC Attorney, remarks, “A tailored communication approach is essential, as each team has unique needs and challenges. Understanding these nuances allows us to convey information that resonates and supports each department effectively, from HR to IT.”

The best way to implement this would be to create room for cross-departmental collaboration involving departments such as HR and IT, which would allow for some flexibility within the company’s internal communications policy.

5. Measuring Communication Effectiveness

As with any strategy, you’ll need a way to be sure your internal communications are producing the right results. So, from the beginning, be sure to set some measurable objectives. 

For instance, a company with a remote working policy may measure the effectiveness of its internal communications by observing employee engagement rates and response times to messages.

You may also consider using analytics tools to obtain deeper insights, such as tracking how much time employees spend viewing messages. 

Prabhath Sirisena Co-founder & CPO of Hiveage, states, “Data-driven insights allow us to take the guesswork out of communication strategies. Setting measurable goals for internal communications is no longer optional—it’s essential for understanding what’s truly effective and making informed improvements.”

6. Investing in Employee Training and Communication Skills

Effective communication is a soft skill, and the success of your internal communications initiatives strongly depends on having people who excel at this. 

Most people aren’t necessarily naturally the most effective communicators, so consider investing in training to enhance qualities like empathy, active listening, and cultural sensitivity.

Matthew Channell, Owner of TSW Training, emphasizes, “Investing in employee training for communication skills isn’t just a benefit; it’s a necessity. When we empower employees to communicate clearly and confidently, we enhance collaboration and strengthen our entire company culture.”

7. Using Internal Communications for Change Management

Strong communication as an organizational practice has numerous impacts, including making operations more efficient and boosting employee morale. However, one of its most important applications is in change management.

Clear communication during periods of significant change, such as a restructuring or remuneration policy shift, may be the difference between success and failure.  

Sabas Lin, CTO at Knowee, explains, “Clear and consistent communication during times of change can be the difference between a successful transition and a challenging one.” 

Gavin Yi, Founder and CEO of Yijin Hardware, adds, “Internal communication is the backbone of effective change management. By investing in clear, structured messaging, we can guide employees through transitions and ensure that our team remains cohesive and aligned, even during periods of uncertainty.”

When managing change, good internal communications will help build awareness of the purpose and benefits of the proposed changes, serve as a conduit for feedback, contain negative rumors, and build consensus while making it clear what is expected of employees.

After any major internal changes, you should also conduct a post-event audit to analyze the impact of your communication efforts. One way to do this is to track and measure pre- and post-communication engagement levels.

Conclusion

Work culture is evolving along with technology and significant attitude shifts, and businesses of all sizes must adjust their approach to internal communications to keep employees motivated. Fortunately, you can take advantage of tech developments to implement your new internal communications policy. You’ll be off to a great start with the tips we’ve shared in this article!