Why a comms roundup is so important
In the context of internal communications, a comms roundup is a regular summary or compilation of important updates, announcements, and information relevant to employees within an organisation. You could think of it as your greatest hits for that period. Now that’s what I call a roundup.
A roundup may typically include key messages from leadership teams, updates on projects, policy changes, upcoming events, employee achievements, and any other significant news. The purpose of a comms roundup is to keep employees informed, aligned, and engaged with the organisation's activities and goals.
If you have been proactive with your comms for the period, it could be as simple as pulling together, and attractively presenting, links to those earlier articles. Then, a headline, maybe a line of descriptor text, and an engaging image is all that’s needed for each.
Implementing a regular comms roundup can offer several key benefits for an organisation, including:
Improved communication: A comms roundup ensures that all employees receive consistent and clear messages. This helps reduce misunderstandings and misinformation within the organisation.
Enhanced employee engagement: Regular updates keep employees informed and involved, fostering a sense of inclusion and belonging. Engaged employees are more likely to be productive and committed to the organisation.
Increased transparency: By regularly sharing updates and information, the organisation demonstrates transparency. This can build trust between employees and leadership, contributing to a positive organisational culture.
Alignment with organisational goals: Regular communication helps align employees with the company’s mission, vision, and strategic objectives. This ensures everyone is working towards the same goals and understands their role in achieving them.
Timely information dissemination: A comms roundup ensures that important information is disseminated promptly. Employees stay up-to-date with the latest developments, policies, and initiatives, enabling them to adapt quickly.
Recognition and morale boosting: Including employee achievements and milestones in the roundup acknowledges and celebrates individual and team successes. This recognition can boost morale and motivation across the organisation.
Better informed decisions: When employees have access to comprehensive and up-to-date information, they can make more informed decisions in their roles, contributing to better overall performance.
Consistency: Regular comms roundups provide a structured and predictable communication channel. Employees know when and where to expect updates, which can enhance their sense of stability and reliability within the organisation.
Reinforcement of company culture: Sharing stories, values, and achievements through the comms roundup reinforces the company culture. It helps to create a shared understanding of what the organisation stands for and how it operates.
Feedback and continuous improvement: A regular comms roundup can include opportunities for employee feedback, allowing the organisation to gauge the effectiveness of its communication strategies and make continuous improvements.
By regularly summarising and sharing key information, a comms roundup can significantly enhance internal communication, drive engagement, and support the overall effectiveness of an organisation.
If you can see the value of a roundup for your people, and are keen to set one up, there are a handful of characteristics to consider, including:
Frequency: It can be weekly, bi-weekly, monthly, or quarterly, depending on the organisation's needs and the volume of information to be shared. Obviously, you want the news you are (re-)sharing to be current and relevant, so the content for monthly or quarterly roundups will need careful consideration if it’s not to look like a redundant roundup of stale news.
Format: It may be delivered through various channels such as emails, newsletters, intranet posts, digital channels, or team meetings. The format can be a written document, a set of links to news articles, or even a video.
Content: The content should typically be concise and to the point, covering a range of topics such as:
Executive updates: Messages from senior leaders about the company's direction, performance, and priorities.
Project updates: Progress reports on major projects and initiatives.
Policy changes: Information on new or updated policies and procedures.
Event announcements: Details about upcoming company events, training sessions, or important dates.
Employee recognition: Acknowledgment of employee achievements, anniversaries, or other milestones.
Miscellaneous news and updates: Any other relevant information that employees need to know. This could include “housekeeping” updates about your site or building.
Tone: The tone can vary but should generally be professional but engaging, aiming to capture the attention of employees and encourage them to stay informed. (As usual, professional here should not mean overly corporate, unless the content of the roundup really calls for that.
Accessibility: The roundup should be easily accessible to all employees, ensuring that everyone receives the same information and can refer back to it as needed.
What are the best ways to create and share your comms roundup?
Creating and sharing a weekly comms roundup effectively involves several best practices to ensure it is engaging, informative, and accessible to all employees. Here are some of the best ways to create and share a weekly comms roundup.
Creation
1. Plan and organise content:
Editorial calendar - Maintain a calendar to plan out topics, deadlines, and responsibilities.
Content sources - Gather information from various departments, leadership, and ongoing projects to ensure comprehensive coverage.
2. Keep it concise and relevant:
Prioritise information - Highlight the most critical updates and news to avoid overwhelming employees.
Clear structure - Use headings, bullet points, and summaries to make the content easy to scan.
3. Engaging format:
Visuals - Incorporate images, infographics, and charts to make the roundup visually appealing.
Multimedia - Consider including videos from leaders or team members.
Consistent layout - Use a consistent format each week to create familiarity and ease of reading.
4. Interactive Elements:
Links and resources - Include hyperlinks to detailed documents, resources, or previous communications for those who want more information.
Calls to action - Encourage feedback, questions, or participation in upcoming events.
Sharing
1. Distribution channels:
Email: Send the roundup via a dedicated email newsletter to ensure it reaches all employees.
Intranet: Post the roundup on the company intranet where employees regularly access internal resources.
Collaboration tools: Share through platforms like Slack, Microsoft Teams, or other collaboration tools.
Physical copies: For employees without regular digital access, consider printed versions posted in common areas or break rooms.
2. Timing and frequency:
Consistent schedule: Send the roundup at the same time each week, fortnight or month to create a routine. Choose a day and time when employees are most likely to engage with the content. Whilst a Friday evening may initially make sense for a roundup of that week’s news and stories, will it get lost or ignored if your Monday-to-Friday workers are logging off for the weekend? Might a Friday lunchtime make more sense in that scenario?
3. Accessibility:
Mobile-friendly: Ensure the roundup is easily readable on all devices, including mobile ones.
Language and inclusivity: Use clear, jargon-free language and consider translations if you have a multilingual workforce.
4. Feedback mechanism:
Surveys and polls: Include short surveys or polls to gather employee feedback on the content and format.
Open channels: Provide a way for employees to submit news, achievements, or questions for future roundups.
5. Metrics and analysis:
Engagement metrics: Track open rates, click-through rates, and engagement levels to understand what content resonates most with employees.
Continuous improvement: Use the feedback and metrics to refine and improve the roundup over time.
So, we see that implementing a regular internal comms roundup can significantly enhance organisational communication, engagement, and alignment. By consistently sharing key updates, celebrating achievements, and fostering transparency, we can help to build a more informed and cohesive workforce. A well-executed comms roundup not only keeps employees connected to the company's goals and activities but also cultivates a positive corporate culture rooted in trust and mutual respect. As a result, businesses can expect improved morale, increased productivity, and a stronger sense of community among their employees.
Investing in a regular comms roundup is not just a communication strategy; it's a strategic move towards a more engaged and motivated workforce, ultimately driving the organisation towards greater success.
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