41 Smart Ideas to Boost Workplace Communication

Date: 25-Mar-2023

It is essential to be able to communicate effectively in any area of life, both work-related and personal, to be successful and content. Conversations are pivotal in order for relationships to grow, and this is also the case for firms of any size. The level of communication within a business can give away a lot about the organization as a whole. If communication is not regularly checked, there is a risk of missing vital knowledge, projects becoming derailed, and a decrease in commitment. Thankfully, utilizing intranet software can be a great way to improve communication in the workplace.

1. Routinely Check in With Your Employees.

Staying in contact with staff members is an effective tactic to guarantee that communication remains solid. Set up either in-person or virtual meetings every few weeks or months. Talk about assignments, comments regarding leadership, and ideas for the future. It is also possible to arrange to stay interviews or make employee surveys. Employees desire to express their ideas and viewpoints. By demonstrating respect and taking the time to listen to your personnel, you can enhance communication in the workplace.

2. Design an Onboarding Program for New Recruits.

It can be a challenge for new staff to accustom themselves to the environment in the workplace. An intranet is an ideal spot to create a standardized training program for each new person. It should be made available through documentation and instructional videos on your organization’s intranet. Also, make certain your staff directory is current and that Q&A discussion boards are full of data. This will make it easier for new employees to locate people and answers, as well as promote effective communication.

3. Make an Analysis of Internal Communication Plans.

Enhancing something is difficult if you don’t recognize what is preventing you from progressing. Different communication techniques, such as emails, phones, messaging, and in-person meetings are suited for various types of communication. For example, email is not the most effective approach to getting a response to a quick and urgent inquiry. Because of this, many organizations replace emails with collaboration tools and intranet software. Create a list of your current internal communication systems and recognize what is working and what is not. By doing this, you can identify where to make modifications to enhance communications.

4. Install Intranet Software.

Intranet software is a leading way to strengthen communication. It is equipped with features that simplify everyday operations and is also a dependable internal communications medium, with user-friendly collaboration abilities. It gives staff members the means to link up and exchange thoughts without any bias. Intranet software has been gaining popularity at a rapid speed and is becoming increasingly more intuitive to facilitate all aspects of the business.

5. Open Door Policy.

It can be awkward for personnel to talk frankly with their supervisors and CEOs. Many are anxious to express their views, so they may not express themselves clearly or fail to voice their opinion at all. Establishing an “open door” policy that encourages employees to bring any issue to the attention of management can be exceptionally helpful in boosting morale and improving communication. This can strengthen the bond between employees and management and foster meaningful conversations that can lead to positive changes in the workplace. If staff members don’t come to you, don’t forget our top suggestion: reach out to them regularly.

6. Provide Access to Internal Information and Files.

Communication isn’t just about speaking or exchanging information between people. It’s also about sharing information and being able to find it when you need it. No matter what job you have, being able to access documents and files, and having a central place to store knowledge is vital to being able to do your job well. That’s why it’s important to have a company knowledge base that everyone can access. When you improve workplace communication, you’re really just making it easier for employees to do their jobs by giving them the resources they need to be successful.

7. Make Use of Social Media.

Social media is an extremely powerful tool that businesses can use to communicate with customers and prospects, as well as boost internal collaboration. By encouraging employees to “like”, comment, and share interesting posts about your organization, you can spark conversations, educate employees about something they didn’t know about, and boost morale. You can also embed your social media channels into your intranet, so employees always know what your company is sharing with the public. Allowing employees to share their interests with each other can create meaningful, work-related conversations.

8. Your Departments Should be Organized.

If you find it difficult to locate department information, you’re not likely to have effective communication in the workplace. Your intranet should segment teams into digital workspaces so people and information in those departments are more easily found. This makes life easier for people looking for department-specific information and also for managers, who can instantly communicate with members by sharing documents and sending updates through a notification system. Having a system that is direct will make communication between directors and team members much easier.

9. Establish an Internal Workplace Language

A fun way to improve workplace communication is to come up with your own language that only those in the company will understand. This could include acronyms or nicknames to describe different aspects of your company culture or values. Not only will this make talking about work more fun, but it also promotes more communication among employees. Having your own language also adds a bit of quirkiness and helps to keep things interesting during the work week.

10. Find Out Common Goals

There is a common goal shared by all organizations that drive employees to come to work each day and perform their duties. Your workforce will be more productive since it will serve as a constant reminder of why they chose to work for your company in the first place. This objective should be identified, made clear, and reinforced. Motivate and inspire your team while maintaining focus. Since everyone needs to be on the exact same page, there is nothing more crucial for a team.

11. Reward & Achievements.

When expectations are set, people usually deliver. If you want to get the most out of your employees, it’s important to recognize their efforts when they go above and beyond in a task or excel in a project. There are two main benefits to this type of behavior recognition. First, it acknowledges and rewards good behavior. Humans usually like to receive recognition, especially when they work hard towards a goal. Secondly, it sets an example for other employees. In other words, it communicates expectations through action. There are a couple of ways you can do this—if your intranet has gamification tools, for example: When someone completes a task, you may give them points, and when they take responsibility for a project, you can send them “badges.” Of course, there is also the traditional “Good job.”

12. Publish an Internal Newsletter on the Intranet Platform

Keeping your employees in the loop is essential for the success of any organization – big or small. An internal newsletter is a perfect way to share company news and updates, whether they be big or small. Many companies find that weekly newsletters are the most effective, but you can always experiment with different frequency rates to see what works best for you. The important thing is to avoid bombarding inboxes with too many emails by posting the newsletter on your intranet instead.

One of our Creative Social intranet customers was able to improve communication significantly by making use of their intranet in conjunction with an internal newsletter.

13. Organize Your Workspace.

If you’re working in a physical office, one of the best ways to improve communication in the workplace is by designing employee engagement into the floor plan. You’ll want to avoid the typical cubicle or partition setup, which can isolate employees and put a damper on effective communication. Rearranging and opening up your workspace will encourage discussions and collaboration, not to mention make the office more enjoyable to work in.

In today’s workplace, it’s more important than ever to encourage communication and collaboration. If you’re stuck in a typical cubicle or partition setup, it can be hard to feel connected to your co-workers. But by rearranging your workspace and opening it up, you can create an environment that is more conducive to conversation and collaboration. Not to mention, it’ll make coming to work each day more enjoyable!

14. Completing Employee Profiles.

Ever find yourself in a conversation with a colleague and wonder how you might know them better? Maybe you’ve seen their face around the office but can’t remember their name, or vice versa. Well, staff intranet profiles are here to help! By adding photos, personal interests, and teams they’re a part of, employees can get to know each other on a more personal level and build relationships that encourage effective communication in the workplace. Whether your business is large or small, near or far, thoughtfully completed profiles will guide meaningful conversations and connections.

15. Prioritize the Workplace Culture.

Communication should be central to your company culture in order to encourage employees to connect with each other and align with your organization’s goals. You can promote communication by implementing employee engagement ideas into the workplace and representing your company’s core values in places such as your intranet, office decor, business documentation, and other places.

16. Spend Some Time Outside the Workplace.

Spending hours and weeks on end in the office can take a toll on our mental health—especially during cold months. Sometimes all it takes is a change of scenery to perk people up and rejuvenate their energy. Leaving the office doesn’t mean wasting valuable work time. Suggesting a local coffee shop where your team can work or introducing periodic work-from-home Fridays are both viable options to explore. When you have the right tools, you can bring the workplace anywhere.

17. Plan A Team Retreat.

There are times when it’s okay to take a break from work and have some fun with your teams. Work retreats, such as picnics, hiking trips, or mini golf, are excellent options for alleviating stress and improving communication. Keep it casual and let your staff build closer bonds with each other.

18. Give Your Employees A Chance To Rest and Refresh.

Working long hours can be tough, both physically and mentally. We all experience it at some point… and when we’re feeling burnt out, it’s difficult to communicate effectively with others. Give your employees the opportunity to take breaks. A managed work-life balance helps people be happier and healthier. Whether this means longer lunches or occasional personal days, you’ll get the best versions of your people when you loosen a stagnant environment and let them reboot.

19. Boost Communication Between Employees and Management.

Employees frequently have limited interactions with their superiors in workplaces where employees and management do not communicate frequently. Adjust this. Encourage managers and staff to work together more effectively. By establishing stronger working relationships, you’ll close communication barriers.

20. Build Trust in the HR Department

Some businesses struggle to make HR accessible for employees. Ironically, the HR department exists to support the people who work for you. If everyone trusts your department that manages internal concerns and policies, workplace communication will significantly improve. Make sure Hr teams are accessible and friendly. (Your company’s intranet is the ideal location to integrate HR.)

21. Avoid Criticizing Employee Collaboration

Although some managers and CEOs may view breaks and socializing as a waste of time, they couldn’t be more wrong. Breaks are crucial for employees to feel relaxed and refreshed so they can return to their work with a clear mind. In fact, studies have shown that happy employees lead to companies with lower staff turnover rates and are more productive. If your employees feel the need to take a mental break, let them! Off-topic conversations can actually be beneficial to productivity and morale.

22. Encourage Two-Way Communication.

The traditional top-down approach to communication in the workplace has been the go-to model for businesses for many years now, but it’s time to start rethinking this age-old method. One-way communication may allow you to control the message being sent, but it does very little to promote exchange or true dialogue between employees. Instead, try getting your employees to speak their minds—you’ll see a number of benefits by taking this approach. Ask for suggestions and feedback in meetings, and take the time to listen to what your employees have to say. Remember, effective communication is a two-way street.

23. Share Relevant News with Everyone.

If you want strong communication, you need to be able to communicate effectively during times of organizational change. Whether the news is good or bad, it’s important that you deliver the information honestly and as soon as possible. Sometimes the best person to deliver this message is the CEO, but other times it might be another member of leadership. It’s important to make these decisions ahead of time. Always have a plan and be ready to listen to your staff’s reactions. Transparency is key to improving communication.

24. Create Consistent Material As A Top Priority.

By creating blogs and wikis, you’re opening the door for internal and external groups to easily share knowledge within your organization. Quality content is key – by encouraging your employees to publish quality content, you’re giving them the opportunity to share their own knowledge and expertise. With this, they also get a chance to have a voice in the company – which is a step toward improving workplace communication. Additionally, employees can like and comment on their coworker’s posts – furthering productive discussion and adding to the already effective set of knowledge management tools.

25. Show Intranet Content on Displays.

Utilize monitors in your office building to share information from your company’s intranet with employees. This is an easy way to engage employees with news and immerse them in your company culture. You can broadcast upcoming events, employees of the month, or announcements. Sometimes displaying information in a different place or format gets more traction. You’ll have more unique ways to reach your employees—so consider adding this to your communication strategy.

26. Use Mobile Technology.

People are using tablets and mobile devices for all purposes more than before. You must be able to communicate and connect with your employees outside the workplace because many workers frequently find themselves away from the office. Your problems will all be resolved using a mobile intranet app. Documents, people, and information fit in employees’ pockets no matter where they are.

27. Team up to attend conferences.

Conventions and conferences are held annually across the majority of sectors. Embrace your group. A great method to improve communication and understand how your company may advance in your sector is to go to conferences together. Then, return to your place of employment with these experiences. Conferences are excellent for team building and can be financially sensible if they are organized in advance, just like any other kind of retreat.

28. Invest in a CRM platform.

In order for your company to provide the best possible customer service, it’s important to ensure that your employees have access to the most effective business communication tools. A CRM platform is a great way to keep track of customer tickets and inquiries, which will help to speed up the turnaround time for customer support. Without strong tools in place, there is the potential for duplicated effort, ignored customer inquiries, and a decrease in customer retention.

29. Track Tasks

Having a clear record of tasks, due dates, and priorities is essential for any manager in order to ensure that everyone is on the same page and knows what they need to be doing. This is especially helpful when managing a large team of employees, as it improves communication and eliminates confusion regarding who should be working on what. Use your project management tools to assign and record projects, and always live by the philosophy that if it’s not written down, it doesn’t exist.

30. Set up Status Meetings.

Having regular status meetings with your team is an important way to not only stay updated on their current projects but also to build morale and improve communication. Status meetings don’t have to be long – aim for 10 minutes or less. If everyone is in the same time zone, try to schedule a meeting for the same time every day or week. Doing this will help to remove pettiness and create a more positive work environment.

31. Perform Interviews During Your Stay.

A stay interview is basically a one-on-one meeting between a manager and an employee to chat about their job and what’s working or not working for them. The goal is to prevent turnover, improve communication, and figure out what needs to be fixed. Sometimes a stay interview can be the solution to problems you didn’t even know existed!

32. Recognize Shy Individuals and Approach Them.

There’s no denying that some people tend to be more introverted than others and that’s okay! Being introverted does not make someone any less valuable as an employee. In fact, many successful and well-known people are introverts! If you want to improve communication within your workplace, start by reaching out to introverted employees and having conversations with them in a way that makes them feel comfortable sharing their ideas. Remember – this process might take some time since shyness doesn’t usually go away overnight. But it’ll be worth it in the long run to have more open communication in your workplace!

33. Motivate Remote Workers to Participate in Video Conferences.

When you’re managing remote employees, building authentic relationships can be tricky. Luckily, video conferencing exists as a solution to this common issue – it’s the next best thing to being in-person when the workplace is remote. Schedule weekly video meetings to discuss work or to hang out. (Instant messenger, employee profiles, and activity streams are also some intranet tools that shorten the distance.) This is a great way to get to know the freelancers you work with and strengthen communication, especially if you plan on enlisting their services long-term.

34. Utilise Suggestion Forums that are Private.

Although they may seem dated, suggestion boxes are another technique to enhance workplace communication. Consider going the virtual approach and promoting discussion rooms on your intranet where staff members may air grievances, whether they are little or significant. Consider providing an anonymous alternative because people aren’t always comfortable speaking their minds, especially on a public forum.

35. Appreciate Teamwork

Promote collaboration among employees by implementing tools that will aid in productivity. The workplace should already be a place where employees feel comfortable communicating with one another – after all, it’s a team effort! – but if not, then asking them to take more team-based approaches to problem-solving may initially cause some discomfort. However, more often than not, two (or more) minds are better than one – so it’s worth it in the end!

36. Evaluate Your Own Communication Abilities.

Every CEO wants their employees to communicate effectively, but what about their own skills? A leader should never have an ego, as there’s always room for improvement. In leadership roles, you especially need to balance opinions and take criticism so you can inspire your staff to take pride in their work. The best way to serve as a model leader and improve communication is by constantly taking self-inventory and reassessing your own internal communication strategy.

37. Be Personable.

Nobody benefits from circumstances that are rigid. Of course, you want a successful, goal-oriented business. But in order to actually communicate effectively, one must be approachable and human. Although open-door policies, stay interviews, and corporate outings are excellent ways to enhance communication, these strategies could not be successful if you lack enthusiasm. Make an effort to smile sometimes, tell a few jokes, and ensure that talks are two-way. Unhealthy workplaces where people hate going to work are the last thing you want.

38. Celebrate Birthdays and Anniversaries.

We’ve talked about how relaxed settings enhance communication. Treating employees with respect is essential. A little act that fosters a community focused on individuals and gives employees a sense of value and appreciation is announcing birthdays or work anniversaries. Make a brief announcement on the home page of your intranet or organize a business lunch. People tend to open up when you show interest in their lives.

39. Send Survey Forms

Effective communication is key to the success of any organization, big or small. So, if you’re looking to improve communication within your company, a great place to start is by asking your employees how they prefer to receive internal information. This way, you can cater your communication plan to fit the needs of everyone on your team – which is bound to be appreciated by your staff and improve employee morale. You can survey your employees anonymously to get honest feedback on things like whether they prefer receiving information via the company intranet, email, or in-person meetings. An added bonus of surveying your team is that it shows you care about their individual needs and takes the guesswork out of trying to implement an effective communication strategy.

40. Q & A

Creative Social Intranet has a saying: “If you have a question, ask. If you think it’s silly, ask. If you think you know the answer, ask.” Questions are one of the most important parts of communication at work. You should be asking questions, and your employees should too. Make sure your employees feel comfortable asking questions to you, their managers, or each other. This will help create a more effective workplace.

41. Honor Your Accomplishments!

Your entire company benefits from improved employee communications. At work, take time to rejoice. Gather information on your improved performance and productivity to present to the firm. Recognize your accomplishments and establish new objectives for the future. You succeeded!


Improving communication in the workplace is a two-way street that requires both employees and employers to be patient and take the time to listen to each other. By working on communication skills within your team, you will notice a positive difference in employee productivity as well as engagement. Growing and developing a work community that is based on communication will lead to success for everyone involved. Use the tips provided above to get started on making communication a priority in your workplace!


So what’s the one way that can boost your employee engagement?

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