Hone Your Message: The Five Cs of Internal Communications
I’m a big fan of using alliteration to reinforce a message or concept. Though it can sometimes feel forced, corporate, or a bit cringy, it’s an effective communications tool when used appropriately.
Alliteration can break down complex subject matter into memorable, bite-sized takeaways. It can succinctly summarize your unique selling points. It can act as a bridge between developing and delivering your message to ensure it sticks.
Every day at work, we communicate with internal and external audiences. Since our internal audience should be top priority, you should never overlook even the most simple or casual messages with your team. It only takes one word placement or tone adjustment to be misinterpreted on the receiving end.
That’s where our team is here to help with our proven checklist to ensure communication is clear and well received. By embracing the five Cs of internal communication, you can rely on a last line of defense before every communications touchpoint you have with your team.
#1 CLEAR
“Tell ’em what you’re going to tell ’em; then tell ’em; then tell ’em what you told ’em.” - Aristotle
There’s nothing worse than leaving a team meeting or conversation feeling more confused or unclear than before the meeting began. When communicating internally, don’t bury the lead and avoid using overly fluffy or technical language. Remember the tried-and-true public speech motto above by incorporating three key elements:
An introduction previewing what you’re about to communicate
A delivery unveiling the “meat” of the information
A brief recap of the update you shared
Once you’re finished speaking, encourage your team to repeat what they heard to ensure clear roles, action items and deadlines are firmly outlined. Embracing clarity and overcommunicating will keep morale high and ensure your team doesn’t drop balls.
#2 CONCISE
“Keep it simple, stupid.” - The U.S. Navy
Despite what we learned in school, lengthy and complex language is rarely the answer. When issuing internal communications, the U.S. Navy’s motto “Keep it simple, stupid” is a good rule of thumb. The longer you ramble, the quicker your team will begin tuning you out or multi-tasking.
When you have a serious announcement to make, rip off the band-aid upfront to keep your team from stressing or guessing then let the message sink in. Avoid overthinking, overexplaining or overdramatizing – cut to the chase and keep it simple, stupid.
#3 CONCRETE
“Speaking concretely is the only way to ensure that our idea means the same thing to everyone in the audience.” – Chip and Dan Heath, Made to Stick
Your teammates offer varying career and life perspectives. Using concrete language can help bridge institutional, generational or cultural divides by illustrating key points with recognizable examples and stories.
For example, if you are coaching new team members on how to better channel Artificial Intelligence (AI), avoid getting bogged down with abstract or overly technical details about AI mechanics that only tech geeks or developers would understand.
Instead, put yourself in the shoes of your audience. Provide a tangible example on how using AI can improve their individual productivity by walking through specific tasks or scenarios critical to their daily job function. It’s about being directly relatable and making their life easier.
#4 COMPELLING
“Good stories surprise us. They make us think and feel. They stick in our minds and help us remember ideas and concepts in a way that a PowerPoint crammed with bar graphs never can.” - Joe Lazauskas and Shane Snow, The Storytelling Edge
Your message is more than just a string of words; it’s a story that should grab your team’s attention. No matter the topic, try challenging yourself to develop a compelling narrative that breathes life into any seemingly stale or buttoned-up corporate announcement. If you don’t think your subject matter is compelling, explore different ways to spice up your delivery:
Host a meeting in a surprise or unexpected location
Use casual language, GIFs or emojis in an email or presentation
Bring props or games to help illustrate a point
If you really want to go all in, why not keep it light and dress in costume?
Whatever you do, remember it’s okay to take off your work hat sometimes and let your personality shine. It’s tempting to always be “on” at work, but the more you can humanize yourself, the more relatable you will be to your team.
#5 CONSISTENT
“Career wise, consistency is one of the keys to longevity. When you are consistent people know what they are going to get, and that's the foundation for having a long career.” – Jamal Crawford
What do your favorite restaurant, hotel, barber shop or nail salon have in common? Consistency. With every visit, you can count on the same experience.
Your team expects a similar level of consistency in your message tone, delivery and frequency. It’s best to find an approach that incorporates your company’s mission and values but also feels true to your personality and communication style. Your team doesn’t need an unpredictable “Corporate Karen” who breathes down their throat in corporate jargon one minute then tries to be the cool, best friend boss the next minute.
They deserve an authentic leader who they can count on to communicate effectively during the many peaks and valleys you’ll go through together. Consistency in your messaging approach and tone builds trust, credibility and engagement.
OUR TAKEAWAY IS THIS
A strong message is only as effective as its delivery – and your team should be top priority. When issuing employee communications, try to be as clear, concise, concrete, compelling and consistent as possible. A few extra minutes spent auditing the five Cs checklist can go a long way toward becoming a stronger, more effective leader.
Side note: this is a good checklist to live by for any type of communication, with friends, colleagues or clients.