Module 1: Communication Skills

Internal communications

Internal communication is the process of sharing information and ideas within an organization. It can be formal or informal, and it can take place through a variety of channels, such as email, intranets, newsletters, meetings, and one-on-one conversations.

Effective internal communication is essential for any organization that wants to be successful. It can help to:

• Improve employee morale and engagement.

• Increase productivity and efficiency.

• Reduce costs.

• Improve decision-making.

• Build a strong corporate culture.

There are several things that employees can do to improve their internal communication. These include:

• Be open to communication. Employees should be open to receiving information from their managers and colleagues. They should be willing to listen to what others have to say, even if they disagree.

• Be proactive. Employees should not wait for information to come to them. They should be proactive in seeking out information that they need to do their job.

• Be clear and concise. When communicating with others, employees should be clear and concise. They should avoid using jargon or technical terms that others may not understand.

• Be timely. Employees should communicate in a timely manner. They should not wait until the last minute to share information.

• Be respectful. Employees should be respectful of others when communicating. They should avoid being condescending or rude.

• Be open and honest. Managers need to be able to trust that the information they are receiving is accurate and truthful. Be open and honest with your managers, even when the news is not good.

• Be a good listener. When someone is talking to you, give them your full attention and make eye contact. Don't interrupt or check your phone.

• Ask questions. If you don't understand something, ask for clarification. This shows that you're interested in what the other person is saying and that you want to make sure you're on the same page.

• Be positive and supportive. When you're communicating with others, try to be positive and supportive. This will help create a more positive and productive work environment.

• Be open to feedback. Employees should be open to feedback from their managers and colleagues. They should be willing to listen to what others have to say and make changes to their communication style if necessary.

Not all communication is created equal. Some things are better suited for email, while others are better suited for chat or video conferencing. When you're choosing a communication tool, think about the purpose of your communication and the audience you're trying to reach.

Email is a good choice for:

• Longer messages: Email is a good choice for messages that are more than a few sentences long.

• Asynchronous communication: Email is a good choice for messages that don't need to be answered immediately.

• Document sharing: Email is a good choice for sharing documents with others.

• Archiving: Email is a good choice for messages that need to be archived for future reference.

Chat is a good choice for:

• Quick messages: Chat is a good choice for messages that are short and need to be answered quickly.

• Real-time communication: Chat is a good choice for conversations that need to happen in real time.

• Collaboration: Chat is a good choice for collaborating on documents or projects with others.

• Informal communication: Chat is a good choice for informal conversations with friends or colleagues.

Don’t forget that there is also the option of having calls or videoconferences with your team and coworkers. Calls and videochats are better than email or chat when:

• Speed is important. If you need to get a message across quickly, a call or videochat is the best way to do it. Email and chat can be slow, especially if there are multiple people involved in the conversation.

• Context is important. If you need to discuss something that is complex or requires a lot of context, a call or videochat is the best way to do it. Email and chat can be difficult to use for complex conversations because they lack the ability to convey tone and body language.