Explain, pass on, give feedback: cooperation is the key to successful internal communications

As in any project, in TE DIGI it is particularly important that people know where the project is going and what has been decided. In a large project, the importance of internal communications, sharing of information and participation of people become emphasised. Well-functioning internal communications have a motivating effect that promotes engagement. It is easier for everyone to focus on their core tasks if they feel that they know how the project is advancing. 

Explain what has been discussed 

However, internal communications is not an easy matter that could be solved by one or even two people – it requires everyone’s contribution. 

From the perspective of internal communications, one of the challenges of this project has been the fact that people are working in different parts of Finland. Of course, we have various instant messaging tools at our disposal, but it often happens that things are promoted through face-to-face encounters in offices and around coffee tables. 

So, how do we make these things known on the other side of Finland? The purpose of internal communications is to provide instruments and tools by which people can share the information they have. 

The functioning of internal communications largely depends on to what extent people share with each other what has been discussed and decided. The quantity of the means of communication does bring an additional challenge to following communications – people may miss some information, or they simply do not have enough time to keep up with everything. 

Pass information on 

The significance of communications becomes emphasised at the project management level. It would be good to inform people even on matters that are still in their planning stages. However, it often happens that decisions need to be made quickly, so information is given only after decisions have just been made. 

However, we have sought to make it possible to discuss any decisions made, and we hold briefings on any bigger decisions, which are also recorded for later viewing. We are also keeping a log on the decisions, where any decisions concerning the project can be easily browsed. 

Give feedback 

The internal communications challenges encountered in the course of TE DIGI are largely the same ones people are struggling with in all major projects. Therefore, I challenge everyone sitting in meetings and around coffee tables to consider whether the topic of discussion is something someone else should also be informed about. If this is the case, go on and share the information. 

Furthermore, internal communications will not develop unless we all give feedback and develop it together. In other words, you should boldly bring out your own ideas for developing communications. 

Miina Väänänen 
Management Support, internal communications of the project /Job Market Finland