3 Practical Steps to Improve Internal Communication

As I talk with clients about their usage and adoption of Microsoft 365 and related technologies, one of the fundamental problems I see over and over is poor internal communication. It’s not built into the planning. Or it gets a mention in the kickoff meeting and is treated like a checkbox—“Oh yeah, we’ll send an email about that.” Then people wonder why adoption is slow or why teams are confused about what’s happening.

The reality is, we need to err on the side of over-communication. And even then, don’t be surprised if you hear things like, “I never saw that communication. Somebody told me about the project, so that’s how I got started.”

It’s no different from organizing external events. You can blast the mailing list three times, promote in every LinkedIn group, send out flyers—and someone on your list will still say, “I never heard about it.”

That same dynamic is happening inside your organization, and it’s hurting the success of your initiatives. Whether you’re launching a new tool, rolling out a change, or just trying to keep people aligned, your message isn’t getting through like you think it is.

That’s why internal communication needs to be treated as a core part of your digital workplace strategy—not an afterthought.

In this post, we’ll walk through three clear, practical steps to improve internal communication using Microsoft 365 tools like SharePoint, Teams, Outlook, Viva Engage, and Copilot. The focus is on using what you already have—more effectively—to create alignment, improve engagement, and actually get your message heard.

Step 1: Connect Leadership Messaging to Real Conversations

One of the biggest breakdowns in internal communication is the gap between what leadership wants to share and what employees actually talk about day-to-day. Executives may send emails, post announcements, or hold town halls—but without feedback loops or two-way dialogue, those messages often fall flat.

Here’s how to fix that:

• Use Teams and Viva Engage to bring leadership messages into the places where employees are already communicating.
• Instead of pushing out a top-down memo, share a quick video update from a leader in a Teams channel, and invite comments or reactions.
• Create a dedicated Viva Engage topic where employees can ask questions or share perspectives related to a new company strategy, then surface highlights to leadership.

This helps transform communication from a broadcast into a conversation—one that builds trust and ensures leadership is truly in touch with what matters on the ground.

Step 2: Build a Consistent Narrative Across Tools

Many companies struggle with “tool sprawl”—messages flying across emails, chats, intranet posts, and meetings, all slightly different. That fragmentation leads to confusion. Is the latest policy update in Outlook? SharePoint? Buried in a Teams thread?

To cut through the noise, you need a consistent, centralized story that’s accessible across platforms.

Here’s how to do that:

• Use SharePoint as your home base for official announcements, reference materials, and news.
• Promote important updates through Outlook (via mail) and Teams (via posts or tagging in relevant channels).
• For employee engagement or change campaigns, reinforce themes with posts on Viva Engage that spotlight stories, shoutouts, or behind-the-scenes looks.
• Use Copilot to help summarize long updates, repurpose content for different channels, or generate drafts tailored to specific roles or teams.

The key is to treat internal communication like a brand story. It should have consistent themes, a clear voice, and multiple touchpoints—without overwhelming your audience.

Step 3: Measure What Matters and Improve Over Time

Communication shouldn’t be a one-and-done task. To stay effective, it needs to adapt based on what works—and what doesn’t. This is where technology can truly elevate your strategy.

Start by using built-in analytics from Microsoft 365:

• Outlook and SharePoint show you open rates and page views. Are people actually reading your messages?
• Viva Engage reveals where engagement is happening—what topics are sparking comments, likes, or follow-up questions.
• With Copilot, you can go a step further: ask it to analyze sentiment in employee responses or identify gaps in coverage (e.g., a team that’s not engaging with a major initiative).

Then use those insights to iterate:

• If an email gets low opens, try a shorter format or a different subject line.
• If one post gets high engagement, consider turning it into a regular series.
• If certain departments aren’t connecting with your updates, ask managers what channels or formats work best for their teams.

Great communication is never static. It evolves.

Bringing It All Together

Internal communication isn’t about flooding inboxes or holding more meetings. It’s about reaching people in ways that matter—with messages that are clear, timely, and aligned to purpose.

By following these three steps, you can start turning scattered signals into a strong, consistent narrative:

1. Bridge the gap between leadership and everyday conversations
2. Align tools around a shared message, not duplicate efforts
3. Use insights to keep getting better, not just louder

Microsoft 365 already gives you the tools. The difference is how you use them—with intention, clarity, and a strategy focused on connection, not just distribution.

If your organization is launching new initiatives, managing change, or simply trying to keep employees aligned across time zones and teams, this approach will help you build a workplace where communication isn’t just happening—it’s working.