Learn how to balance content, coordinate HQ and local messaging, and avoid communication overload, while keeping your team informed, connected, and motivated.
1. Define Key Moments in the Year
Start by identifying key moments that will guide the flow of your internal comms throughout the year. These are moments when communication will be especially important, and it’s helpful to plan content around these periods to make sure your messaging is relevant and timely.
Key Moments to Consider:
Quarterly Business Reviews (QBRs) or Annual Strategy Updates
Focus on delivering strategic updates, business performance, and company goals for the next quarter/year.Product Launches/Service Announcements
Plan around significant product releases or new service offerings to ensure employees are aligned and informed.Employee Engagement or Recognition Weeks
Plan special content around employee appreciation or recognition events like "Employee of the Month".Compliance or Safety Campaigns
Periodic reminders or training around workplace safety or legal compliance updates (important in sectors like manufacturing, construction, or healthcare).Internal Surveys
Regular surveys will help gauge employee satisfaction, gather feedback, and track the effectiveness of your communication.Holiday or Company Events
Holiday parties, end-of-year celebrations, or company-wide offsite events require thoughtful communication and coordination across locations.Internal Change (New Leadership, Mergers, Structural Changes)
Major shifts in leadership or organizational structure require transparent and clear communication.
2. Balance Content Load Across Days
A key to successful internal comms is to avoid overloading employees with too much content on a single day while also avoiding long gaps of silence. A balanced calendar will keep employees engaged without feeling overwhelmed.
Guidelines for Balancing Content:
Limit Major Announcements to One or Two Days Per Week:
Try not to over-communicate with big updates or announcements. Spread out important communications to prevent “fatigue.”For example, if you have a major announcement, avoid layering other content like videos, newsletters, and polls on the same day.
Content Batching:
Group similar content types on specific days of the week. For example:Mondays: Strategic updates or business performance (quarterly goals, upcoming initiatives).
Wednesdays: Employee recognition, team shout-outs, or personal stories.
Fridays: Casual, informal content like social posts or wellness updates (team achievements, fun polls, etc.).
Avoid Overloading With Too Many Videos or Large Files:
Employees can become disengaged if they have to process multiple lengthy video updates in a short time. For example, avoid planning five videos in one week. Instead, consider mixing video with text, infographics, or quick updates to keep things dynamic.
3. Diversify Content Types
Don’t stick to one form of communication. Diversifying content will help keep employees engaged and ensure the messaging reaches everyone effectively.
Content Types to Mix:
Text-Based Content:
Newsletters: Weekly or monthly updates on business performance, employee achievements, and upcoming events.
Reports: More formal documents, especially for leadership updates or detailed data sharing.
Video Content:
Short Updates from Leadership: A quick, authentic message from the CEO or managers helps maintain a personal connection with the team.
How-To Videos: Training or instructional content, such as safety training, new software tools, or onboarding processes.
Employee Spotlights: Humanize your organization by celebrating employee achievements and milestones.
Interactive Content:
Surveys & Polls: Gather feedback and understand employee sentiment. Consider monthly or quarterly pulse surveys.
4. Plan HQ and Local Content in Tandem
Your internal comms strategy should strike a balance between HQ-driven content (corporate-wide updates) and local content (department, regional, or team-specific news).
Integrating HQ and Local Content:
HQ Content:
These are corporate-wide communications meant for the entire organization. Examples include company-wide announcements, leadership messages, or global initiatives.Local Content:
Tailor content to different teams, regions, or departments. Local leaders can provide updates on projects, team achievements, or challenges faced by specific locations or departments.
Example Content Flow:
HQ Content (e.g., leadership messages, business updates, new policies) can be shared at the start of the week to align everyone.
Local Content (e.g., team recognition, department news, regional success stories) can follow mid-week to reinforce the broader HQ messages while catering to the specific needs of each location or team.
Tip: Ensure there’s alignment between the two. Local content should reinforce HQ messaging and support the overall company strategy.
5. Keep Communication Strategic and Purposeful
It’s essential that each piece of content serves a specific purpose and contributes to your overall communication goals.
Questions to Ask When Planning Content:
What’s the goal of this communication?
Does the message align with current company priorities? (e.g., safety, growth, team collaboration)
Who is the audience? (e.g., frontline employees, leadership team, remote workers)
How does this content contribute to long-term engagement and company culture?
6. Example Monthly Content Calendar
Here’s an example of a diverse, balanced content calendar for one month. Adjust it based on your organization’s specific needs:
Week | Monday | Tuesday | Wednesday | Thursday | Friday |
Week 1 | Quarterly Business Update | Local Department News | Employee Recognition (Video or Post) | Safety Tip/Reminder | Fun Poll or Quiz |
Week 2 | Leadership Message (Video) | Training Resource | Team Shout-Out (Photo) | Company Performance Stats | Sustainability Initiatives |
Week 3 | Department Achievements | Survey Launch (Poll or Survey) | Safety Update (Video or Text) | Event Reminder | Social Responsibility & Volunteer Opportunities |
Week 4 | Company Values | Local Event Highlights | Success Stories | Policy Reminder | Industry Trends and Insights |
7. Avoid Over-Communicating
While consistency is key, it’s important to not overwhelm employees. Content overload can cause disengagement and decrease the effectiveness of your messages.
Best Practices:
No more than 2-3 major comms per day: Spread out announcements to avoid information overload.
Don’t plan multiple videos on the same day: Videos are engaging, but they require focus. Limit them to a couple per week.
Keep content digestible: Offer bite-sized content like bullet points, infographics, or quick polls to make it easy for employees to process information.