5 Steps for Creating a Successful Internal Communication Strategy

Most companies think they have an internal communication strategy. But if your frontline teams still rely on email chains, notice boards, or Slack channels they rarely check, you've got a problem. 

Many US workers say they miss out on vital company updates. And emails aren't going to help close that gap. 

You need a brand new, clear, well-defined strategy to fix the communication gaps within your teams. It helps you avoid costly mistakes, reduce no-shows, and build a workforce that feels informed and valued. 

In this blog, you'll learn how to build a communication plan for modern, deskless, multilingual teams in 5 steps. 

Let's get you there.  

Why You Need a Well-Defined Internal Communication Strategy

A strong internal communication strategy isn't a nice-to-have; it's a business necessity. Clear and timely communication keeps your operations running smoothly, whether your teams work behind desks or on job sites. In industries with high turnover and mobile employees, poor communication causes more than missed messages. It leads to costly mistakes, safety risks, and frustrated staff. Let's understand why your business can't afford to overlook this. 

1. Miscommunication is Expensive

When internal messages get lost or misunderstood, the price adds up fast. Studies show that poor communication costs businesses an estimated thousands of dollars per employee per year in productivity losses. The consequences in industries like construction, healthcare, and manufacturing go beyond lost time. 

A missed safety update can result in injury. A delayed staffing notice might leave critical shifts uncovered. Compliance violations could trigger expensive penalties. An internal communication strategy helps you avoid these pitfalls by ensuring vital information reaches the right people when it matters most.  

2. Deskless Doesn't Mean Disconnected 

The majority of the global workforce doesn't sit at a desk, yet most communication systems are built around office-based employees. Without a plan tailored for your frontline and mobile teams, those workers feel overlooked and out of the loop. 

Disengagement follows quickly. Morale drops, mistakes increase, and turnover rises. In high-pressure industries where staff rely on fast, reliable updates, leaving them disconnected puts your operation at risk. An internal communication strategy ensures every worker stays informed on the factory floor or in the field. 

3. Stronger Communication = Higher Engagement 

Employees perform better when they know what's happening. Research says that well-informed staff are 4.6 times more likely to deliver their best work. 

A clear, consistent internal communication strategy builds trust and alignment across your company. It keeps people connected to business goals, priorities, and policies, especially during high-stress periods like rapid growth or unexpected disruptions. When workers trust that information is accurate and timely, engagement naturally improves. 

4. It's About Consistency, Not Volume 

Too many businesses confuse frequent messaging with effective communication. Without a strategy, internal messages turn reactive and scattered. One day it's an email, the next a printed memo, then a casual word-of-mouth update. 

This inconsistency breeds confusion and misinformation. What your team needs is clarity. Using the right channel, a smart internal communication strategy ensures the right message gets to the right person at the right time. It's not about sending more, it's about sending what matters, in a way people will see and act on it. 

Next, we'll walk through five clear, practical steps to build an internal communication strategy that works for every employee, everywhere. 

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5 Steps for Creating a Successful Internal Communication Strategy  

Creating an internal communication strategy takes more than sending updates and hoping they stick. You need a consistent plan built around your people and business priorities. Whether your workforce is desk-based, mobile, or a mix of both, the right strategy ensures everyone stays informed, engaged, and connected. Here's a five-step process to help you build a communication plan that works in fast-moving, frontline-heavy industries. 

Step 1: Know Your Workforce And Meet Them Where They Are 

A successful internal communication strategy starts with understanding your people. You can't communicate effectively if you don't know who you're talking to or how they work. Every business has a unique mix of employees, and their communication needs differ. Let's break that down. 

Understand Modern Workforce Profiles 

Today's workforce isn't one-size-fits-all. You likely have a mix of: 

• Desk vs. Non-Desk Employees 

Office staff rely on email and intranet tools. Non-desk workers, like field technicians or hospital staff, rarely have time to check their inboxes. 

• Digital-Native vs. Low-Tech Teams

Some employees expect instant, mobile-first updates. Others prefer simple, direct messages without extra apps or logins. 

• Field vs. Facility Staff 

Field workers move between job sites. Facility-based staff stay in one location. Both need real-time, relevant updates, but their access points differ. 

An internal communication strategy that ignores these differences leaves people disconnected and uninformed. 

Common Challenges Without a Clear Strategy

When communication lacks structure, it causes avoidable problems. Emails go unread. Essential details get buried in message threads. Updates get passed informally and inconsistently. These gaps affect productivity, safety, and morale. 

For example, a shift supervisor might miss an urgent staffing alert because it landed in a crowded inbox. Or a technician on the road may never hear about a new safety protocol emailed to the team. These missed connections have real business costs. 

Why You Need Inclusive Communication Strategies

An inclusive internal communication strategy keeps everyone connected, regardless of role or location. It ensures your messages reach the right people in ways they can access and act on immediately. 

The goal isn't to overwhelm staff with messages. It's to make vital updates simple, clear, and accessible. This matters even more in industries with high turnover or 24/7 schedules. 

Start With an Internal Audit or Comms Survey 

Before you build or adjust your internal communication strategy, get a clear picture of what's working. Survey your employees or run a quick communication audit.  

Ask questions like: 

• Which channels do you use? 
• What messages matter most to your role? 
• Where are you missing information?  

This feedback helps you spot gaps and prioritize solutions that meet people where they are. 

Once you understand your workforce profile, you need a tool built for everyone. Udext’s mobile-first SMS alerts ensure all employees get urgent updates instantly, without requiring an app or internet.  

Whether your people are behind desks, in the field, or a factory, Udext's unified communication platform keeps them informed and connected through a channel they'll check. Book a demo → 

Step 2: Set Clear, Business-Aligned Communication Goals

Once you know your workforce, it's time to decide what you want your communication to achieve. An internal communication strategy should not only send updates but also drive tangible, measurable outcomes for your business. 

Tie Communication to Operational Goals 

Your internal communication strategy should directly support your operational priorities. Think beyond routine announcements. Focus on the actions and outcomes you need from your teams. 

For example: 

• Boost safety compliance by ensuring every employee receives and confirms critical safety updates. 
• Improve employee retention by keeping staff engaged and informed about benefits, policies, and recognition programs. 
• Increase training participation by making sign-ups and reminders quick, straightforward, and easy to access.  
• When communication connects to business goals, it becomes a valuable operational tool, not just a formality. 

Use SMART Goals for Better Results 

A good goal is specific, measurable, achievable, relevant, and time-bound. That's where the SMART framework comes in. It gives your internal communication strategy structure and clarity. 

Here's what a SMART communication goal might look like:

"Improve safety alert visibility by 70% within the next three months."

Or 

"Reduce no-shows for scheduled shifts by sending automated SMS reminders 24 hours in advance." 

They're clear targets you can track and improve against. 

Udext provides real-time delivery and read rates for every SMS alert you send to measure your communication efforts. 

You will know exactly who's seen critical messages and who hasn't. Automated scheduling options also help you stay consistent without extra work. You can trigger safety updates, shift reminders, or HR alerts based on your operational needs. 

Step 3: Pick the Right Channels and Prioritize SMS for Urgency and Reach

Choosing the right communication tools is critical to making your internal communication strategy work. Not every channel fits every situation or workforce type. You must focus on what's fast, clear, and accessible to everyone. 

Assess Your Current Communication Stack 

Start by reviewing the tools you already use. Standard options include email, intranet platforms, Slack, and printed notices in breakrooms. While these may serve desk workers well, they often fall short for mobile, field, and non-desk employees. 

Ask yourself: 

• Are messages consistently reaching everyone on time? 
• Are important updates getting lost in cluttered inboxes? 
• Can frontline workers access urgent alerts without logging into a platform? 

If the answer is no, it's time to rethink your internal communication strategy. 

Why Email Doesn't Cut It for Non-Desk Workers 

Email is easy to overlook on the job site or factory floor. Field teams rarely check inboxes during shifts. Critical alerts buried in a crowded inbox can cause delays, missed shifts, or safety oversights. 

For urgent, time-sensitive information, email isn't reliable. You need a channel that reaches your people where they are on their phones. 

Why SMS is the Smartest, Most Effective Tool 

Text messaging outperforms every other channel for internal communication. It offers a 98% open rate, with most messages read within minutes. SMS requires no logins, passwords, or extra apps, making it ideal for on-the-go, multilingual, or low-tech teams. 

Whether alerting staff to a last-minute schedule change or issuing a weather-related closure notice, SMS ensures everyone stays informed fast.   

Udext's SMS communication tools are built for operational teams and non-desk workers. You can send mass SMS alerts targeted by location, department, or shift group. It's easy to manage opt-ins, contact lists, and preferences without manual effort. 

The platform also integrates smoothly with your existing HR and workforce management systems. That means you can automate shift reminders, safety updates, and policy changes directly from your tools while tracking real-time delivery and engagement metrics. See how it works →  

Step 4: Make Every Message Impactful With Clarity & Consistency 

A good internal communication strategy isn't just about what you send, but how you say it. Every message should be clear, actionable, and consistent. When communication feels confusing or inconsistent, employees tune out. And when they do, essential updates get missed. 

Be Concise and Use Plain Language

Your workforce doesn't have time to guess what a message means. Write in simple, direct terms. Avoid jargon, long sentences, or overly formal language. A clear, short message gets read and acted on. 

For example, instead of saying: 

"Please be advised that due to inclement weather, operational adjustments may be necessary tomorrow." 

You can say: 

"Weather alert: Expect schedule changes tomorrow. Check your shift SMS for updates." 

Simple language improves understanding and keeps your internal communication strategy effective across every employee group. 

Always Include a Clear Call-to-Action 

Every message should tell employees what to do next. Don't leave it implied, whether it's reading a policy, confirming a shift, or attending a meeting. 

Example: "Reply YES to confirm your overtime shift by 5 PM." 

Clear instructions reduce confusion and increase response rates, especially for mobile-first workers. 

Keep a Consistent Tone That Reflects Your Culture

Your company voice matters. Messages should reflect your culture, whether supportive, no-nonsense, or team-first. A consistent tone builds familiarity and trust, especially during sensitive updates or emergencies. 

For example, safety alerts should feel firm and direct. Recognition messages should feel warm and appreciative. This consistency strengthens your internal communication strategy over time. 

Establish Templates for Recurring Updates

Avoid writing the same messages from scratch. Create templates for common updates like HR notices, safety alerts, or shift changes. This keeps your communication clear, consistent, and on-brand. 

A good template reduces errors and speeds up responses during urgent situations. Plus, it ensures your internal communication strategy stays reliable at every touchpoint.   

Udext's platform lets you build template-based campaigns for any type of employee update. You can personalize messages at scale and schedule them in advance. It also allows for message repetition, reinforcing important reminders without extra effort.

Step 5: Measure, Learn, and Optimize Continuously 

A strong internal communication strategy is never a one-time setup. Regular adjustments are needed to stay effective and relevant. And you can't improve what you don't measure. Tracking your results helps you spot gaps, fix weak points, and build smarter communication habits. 

Track the Right Communication KPIs

Start by defining clear metrics for every channel you use. The most useful internal communication KPIs include: 

• Delivery and Open Rates: Measure how many messages reach your team and how many get opened. High open rates show your messages are visible. Low rates signal a problem with timing, channel, or message relevance. 
• Employee Feedback: What your workforce thinks matters. Collect regular input to understand message clarity, tone, and usefulness. This helps you adjust your internal communication strategy in real time. 
• Response and Compliance Rates: Track how often employees act on your messages. Did they confirm shifts? Attend a safety meeting? Submit forms? Strong response rates mean your messages work. 

Use Quick SMS Polls and Pulse Checks 

Long surveys often go ignored, especially by non-desk teams. SMS polls and quick pulse checks get better engagement. Keep questions short and response options simple. 

Example: 

"Was today's safety update clear? Reply 1 for Yes, 2 for No."  

This direct, mobile-friendly feedback loop strengthens your internal communication strategy and helps you course-correct quickly.  

Udext makes this process easy with real-time analytics dashboards. You can see delivery and open rates as messages go out. Built-in SMS survey tools allow you to run quick polls without extra software. Historical performance insights show which messages hit the mark and which fell short. 

These tools help you continuously fine-tune your internal communication strategy, keeping every message relevant and practical. 

Build a Communication Strategy That Works for Everyone

An effective internal communication strategy isn't about sending more messages; it's about sending the right ones, through the proper channels, at the right time. When you genuinely know your workforce, set clear goals, pick reliable tools, and measure what matters, you create a system that keeps everyone informed, engaged, and connected. 

This is especially important for industries with mobile, non-desk, and multilingual teams. Traditional channels like email or intranet aren't built for urgent, real-time communication and updates. That's where mobile-first, SMS-driven solutions deliver real value.  

Udext helps you make that shift with the following: 

• Mass and targeted SMS campaigns for instant, location-based communication. 
• Template-driven messaging for consistent, clear updates. 
• Built-in surveys and analytics tools for ongoing measurement and improvement. 
• 200+ HR system integrations to manage contact lists and scheduling with ease. 

If you want to improve how your workforce receives, reads, and responds to essential updates, it's time to rethink your internal communication strategy. 

Book a demo with Udext today and see how it works for your organization. 

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