With the current COVID-19 crisis disrupting business operations across the globe, many companies are now facing an actual, large-scale crisis as they determine how to maintain business operations and productivity. While navigating the implications surrounding this global pandemic, organizations are doing everything in their power to continue business as usual.
However, in this situation, the bigger the organization, the greater is the risk involved and challenges at hand to ensure business continuity. This gives rise to the importance of having a well-structured internal communications strategy. Organizations need to create a structure to ensure remote teams are constantly updated and stay engaged while maintaining productivity levels across all the virtual collaborations.
Intervention teams to the rescue
As the situation keeps evolving with each passing day, there can be numerous updates coming your way from various sources. This is where an intervention team comes into the picture. When you set up an intervention team, it helps in keeping only the credible news flowing into the organization. This reliable information can then be used to make further decisions that affect your workforce and its employees.
Apart from sharing necessary information, the intervention team can also evaluate all the different mechanisms that are required to communicate internally and with other offices spread across the globe as the situation develops. In an exceptional situation such as this, a single method of reaching your employees is not enough. You need to be present where they are.
Over-communication is better than no-communication
When facing such uncertainty, proper information is the key. Rumors flowing through the organization can not only scare the workforce but also affect productivity. Thus, one of the critical responsibilities of your intervention team is to constantly provide updates to all employees via e-mails. The HR staff can instruct the do's and don'ts around the situation via e-mails urging people to stay calm, organized, and safe. These emails can also help people who might think they are at risk, and give them a safe outlet to reach out to the management.
Even if you keep your messaging accurate, consistent and regular, internal stakeholders might feel overwhelmed with the inflow of emails from top-level executives. However, receiving timely updates and global policy statements can be a morale booster. Further, if you are working from the office premises, putting up posters in and around the workplace can keep reminding everyone to follow the essential safety guidelines. Make sure that the posters are well-placed and contain all the vital information, so your workforce is continually updated and reminded.
More technology, fewer groups
As your team monitors and assesses the impact of COVID-19 or the novel Coronavirus, conducting weekly update meetings through platforms like Teams and WebEx is a good idea. By involving other global offices in such conversations, organizations can help in communicating the best practices and reassuring everyone on how the organization is managing the crisis and business operations.
Another important factor that needs to be communicated with all teams is to avoid any kind of in-person small group meetings and town-halls internally. In doing so, your teams can considerably reduce the risk and avoid the chance of any cases. Video messages by the management directed to the entire team can play a major role in communicating how the company is taking steps and reiterating the importance of following the safety precautions.
Regardless of the company’s size, a well-structured internal communications plan is what your team can fall back on during times of uncertainty. With a steady flow of communication, companies can be assured that employees in the office and working in remote locations stay well informed and are working towards their safety and the common goal.