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Internal Coms: Keeping Everyone In The Loop Without Driving Them Crazy

  • Writer: Laura Mitchelson
    Laura Mitchelson
  • Jul 9
  • 2 min read

Updated: Sep 3

Plan your internal communications channels before school starts. Mapping out who needs what information, how often and through which channels helps set a clear, consistent tone for the year ahead.  Even if you think your communications are on point, take 30 minutes to do a quick audit, you might spot small changes you can make that make a big difference. 


Good internal communication increases staff engagement, streamlines information flow and builds trust across the school. It also means you're better prepared when things get busy, because people know where to look for clear, timely updates and where to find the information they need. A bit of upfront planning now can save a lot of confusion and time later.


Step 1

Start by mapping your audience. Think about roles, responsibilities, and needs. Not everyone needs the same level of detail or the same message.


Who’s your audience?

  •  Teachers

  •  Admin Staff

  •  Business Management Staff

  •  Leadership Team

  •  All Staff

  •  Other: __________


Step 2

Different messages need different delivery methods. Consider what internal communication channels you have and match each audience to the channel that works best for them.


What internal communication channels can you use to communicate messages to these different audiences?

  • Email

  • Google Chat/Microsoft Teams

  • Meetings

  • Town Halls

  • Messaging Apps (WhatsApp, WeChat, Messenger, Telegram,  Viber, Lines Signal, KakaoTalk, Zalo, Teams, Slack)

  • School Intranet

  • Notice Boards

  • Newsletters

  • Video Announcements


Step 3

Look at accessibility and inclusivity and ensure everyone is comfortable and able to access the channels you’re planning on using? (language, tech, timezones)

Step 4

Make sure the frequency and format match the purpose. How often do you need to communicate key information to these different audiences?

  •  Daily

  •  Weekly

  •  Monthly

  •  Ad hoc (Only use ad hoc communication when the message is urgent, time-sensitive or highly specific to a subset of people.)


What information are you communicating?

  • Urgent Updates

  • Policy Changes

  • Event Reminders

  • Professional Development

  • General Announcements

  • Recruitment Announcements 

  • Other: __________


Step 5

Communicate your channels and where people can expect to find what! You'll likely need to communicate it more than once and possibly in a few different formats. 

  • What kind of information is shared

  • Which channel it comes through

  • How often they can expect it

  • Who to ask if they’ve missed it

  • Other: __________


Step 6

Get Feedback at least once a year. If you are really trying to tweak and refine things you might consider doing it more often but do give time for changes to take effect and for everyone to get onboard. 

How do you collect feedback on your internal communications?

  •  Pulse Surveys

  •  Informal Conversations

  •  Meetings

  •  Not Collected

  •  Other: __________


“If you think communication is expensive, try ignorance.”

— Unknown


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