Efficient Internal Communication

Messages and Discussion Groups

• Quick messages between employees – notifications and messages linked to relevant topics
• Discussion groups for addressing complex topics online, reviewing proposals, and conducting revisions
• Digitized Meeting Management – automated preparation and sharing of agendas, and subsequent minutes of the meeting.

Intranet and Bulletin Boards

• Disseminating information about decisions, including new guidelines (although more efficient methods are recommended)
• Dynamic task management integrated with methodologies and workflows saves a lot of communication effort

Important Rules for Efficiency

• Information only for those concerned
• Shared in a simple manner

• Quick messages between employees – notifications and messages linked to relevant topics
• Logs of individual activities – a detailed record easily accessible to everyone
• Automatically generated information about notifications
• Document Management
• Effective communication is further enhanced through automation within supported processes, such as: Automatic task delegation: Employees automatically receive information about new or reassigned tasks without requiring additional communication.
  Voting: When decisions need to be made in the company, project, or team, open a vote and select participants. Everyone involved is automatically informed of the voting process, options, and results.
  Guideline Updates and Decisions: Each directive or decision includes a list of affected individuals, who can be automatically notified without manual efforts.
  Meetings: The system automates all communication related to meetings, from invitations to agenda sharing, in-meeting activities, and minutes recording.
  Web Forms: Feedback, complaints, whistleblowing, GDPR queries, job applications – the company should have web forms for direct communication. The system accepts inputs from forms and automatically creates tasks, notifying the relevant staff.

• Separate internal and external communication.
• Significantly reduce the risk of internal information leaks.
• Clear information sharing prevents oversight.
• Use task tracking to monitor team members' progress without requiring updates from them.
• Assign tasks seamlessly via workflow without needing to write about them.

Save Time on Emails

• Employees don't need to "cover themselves" by proving that something was shared or done.
• Emails are unnecessary when it's clear who did what and when.

Post information to a public bulletin board (e.g., official noticeboard) or intranet page with one click.

Bulletin Board Access

• To anyone on the internet
• To authenticated users on the intranet
• To a specific group of users

Internal Bulletin Boards Are Effective

• Create intranet pages for company information.
• Each department can post answers to frequently asked questions.
• Keep important information accessible.