8 Company SNS Strategies for Internal Communication
Introduction
Nowadays, effective internal communication is the cornerstone of a thriving organization. Harnessing the power of Social Networking Sites (SNS) within the confines of your company can be a game-changer. The benefits of using inner company SNS are vast but it is not easy to manage it. In this article, we’ll explore eight essential strategies that will not only streamline your internal communication but also contribute to a more connected and productive work environment.
1. Be Sure that Internal SNS is Only Used for Internal Communication
Internal communications should always use internal SNS once you decide. Try to unify the use of e-mail for external communication and internal communication through the company’s internal SNS. This will reduce confusion and increase the frequency of internal communications.
When introducing a new internal SNS system, using one of the existing tools for communication is normal. If you do not set up rules for using e-mail, internal SNS, etc., you will not know what tools to use, and this will cause further issues.
As a result, employees will use the tools they are accustomed to using more and more, and there is a risk that the internal SNS system that has been introduced will not be used. Therefore, it is safer to establish rules for the use of internal SNS in advance.
2. Don’t Use Canned Messages
The second is to decide not to use canned messages which are normally used in e-mail and other communications. Even though you know each other’s faces, it is inefficient to send canned messages to each other.
For example, “Thank you for your business. This is XXX from XXX Department.” This is the kind of canned text you probably would use in an e-mail message. However, these canned sentences can make work less efficient. For employees to exchange messages quickly and efficiently, it is advisable to establish a rule to abolish canned messages.
In addition, there are cases where greetings are necessary, such as in cross-departmental communication. Let them know that you expect them to respond flexibly depending on the situation.
3. Decide The Time of Use
The third is to decide the time when can employees use the company’s internal SNS. Try to set a rule such as using internal SNS only during company working hours. If employees have to check the company’s internal communication system outside of working hours, they will become tired and will not be able to look at the system anymore.
If you set additional rules, such as no replies outside of working hours, you can establish a system where employees can concentrate on their work during working hours. As a result, a more balanced work environment can be created, and productivity can be expected to increase.
4. Make a Reaction
The next one is to add reactions to posts and other messages. If you have information to share, you can decide on a reaction to the message to confirm that you are seeing it. If the person posting the message does not react, he or she may feel uneasy about whether or not the necessary information has been conveyed. This will also help prevent problems such as “I didn’t get it”.
Reaction will also create an environment in which it is easy for people to speak up. In particular, new and young employees are often concerned that their posts may interrupt conversations or be ignored. Managers and supervisors should be encouraged to react proactively.
5. Private Use Prohibited
Also, the company should prohibit the use of internal SNS in private. Since individual communication between employees cannot be confirmed, strict control may be difficult, but some employees may mix their private and public life.
It is necessary to restrict communication between employees to some extent, for example, by limiting it to work-related matters only. In some cases, it may be necessary to prohibit direct DM or establish a system to have employees report any personal communication.
6. Clarify the Purpose
When the company wants to use a new system like the internal SNS, it is necessary to share information, such as what issues were resolved by the introduction of internal SNSs, with the employees. This will help employees understand the intention and encourage active use of the service.
For example, if you tell employees that you introduced it to improve the speed of information transmission, you may be able to improve the speed of replies from employees who are slow to reply.
7. Linkage with Task Tools
As mentioned earlier, if tasks flow, it may interfere with communication with customers and deadlines. It is useful to link with task tools or introduce task tools when using internal SNS so that progress can be managed simultaneously.
8. Set Authorization
Last but not least, set access and talk room permissions. To prevent leaks regarding company files, it is necessary to consider in advance what to do about permissions.
Take measures such as limiting access to internal email addresses and talk room privileges to administrators and above.
3 Tips for Further Internal SNS Usage
Enhanced Personal Profile
Remember to enhance your personal profile. When using internal SNSs, make sure to set up a personal photo. Any photo of the individual is acceptable. However, a specific photo, such as a photo of the individual in a suit, may make a difference in communication.
Use photos for corporate communication tools, or allow private photos to be used for more active communication among employees. Private photos can be a source of conversation or lead to talk about hobbies and interests, which may lead to more active communication.
It is also a good idea to make it a rule to include the department to which the employee belongs. Especially in the case of large companies, if you work in different offices or on different floors, you may not see each other much outside of chat rooms. It is important to make it easy to see at a glance who posted the content, such as information sharing.
Use It In A Positive Way
Another tip is to use the internal SNS as a positive thing. For example, if you use internal SNS only to share information in a top-down manner, you may not see an increase in the number of comments from younger employees.
For example, by creating an environment in which supervisors proactively speak up about successful sales cases, subordinates, and even younger employees can easily recognize it as a tool for proactive communication with their supervisors.
If there is a thread for sharing information when something new is learned, it will be easier to react to even minor events as long as they are positive. The key is for managers to consciously increase the number of posts.
By involving employees who are good at posting on the company’s internal social network or by involving employees who are good at posting, you can gradually create an environment in which even new and young employees can easily speak up.
Naturally, no one feels good about negative posts. Be careful not to complain about the company or speak ill of other employees. Managers should set specific rules to prevent employees from leaving the company’s social networking site.
Use for New Employees’ Post-training Follow-up
Using internal SNS for post-training follow-up with younger employees and new hires can also be effective. Internal SNS can not only be used in a top-down manner to share information but also improve operations from the bottom up.
For example, young employees can share the knowledge they have learned in training sessions with their departments. Existing employees may discover new insights, and some of these shared ideas may lead to more efficient operations.
In addition, communication with younger employees in the department can create a sense of teamwork.
Summary
We have introduced the strategies for using internal SNS in detail. If the company uses it effectively, internal company SNS is a useful tool that can revitalize communication within the company and enable quick information sharing.
Consider what rules are necessary for the use of internal company SNS, and create operation rules that make it easy for everyone in the company to use. Let’s use internal company SNS to activate communication and create a comfortable working environment.
About Us💡
In addition, we, WESEEK, offer the internal Wiki service called “GROWI.cloud” that supports Markdown and provides powerful functions. GROWI.cloud is a service for efficient information storage, retrieval, and sharing, and can improve the quality of information management within an organization.
Besides organizational use, GROWI.cloud is also available for individual use and you can always start with a free trial here. After the one-month free trial, you can change your plan into either the individual, duo, or trio plan, OR continue to use the personal plan for FREE with a maximum of 25 users! Go to price & features to learn about the details.
GROWI.cloud origins in Japan and now also offered in the Philippine and other countries which allows customers to use the service in English.
Go to GROWI.cloud to know more about us. You can also follow our Facebook to see updates about our service.
