How can you write internal communication messages that are both formal and conversational?

1 Know your audience

Before you write any internal communication message, you need to know who you are writing for and what they need to know. Think about your employees' roles, responsibilities, interests, and preferences. How do they prefer to receive information? What tone and language do they expect from you? What questions or concerns do they have? Knowing your audience will help you tailor your message to their needs and expectations, and make it more relevant and engaging.

2 Use clear and simple language

One of the key elements of formal writing is clarity. You want your internal communication messages to be easy to understand, concise, and accurate. Avoid using jargon, slang, or ambiguous terms that might confuse or alienate your readers. Use short sentences, active voice, and simple words. If you need to use acronyms or technical terms, make sure you explain them the first time you use them. Also, proofread your message for grammar, spelling, and punctuation errors that might undermine your credibility and professionalism.

3 Add some personality and emotion

Another key element of conversational writing is personality. You want your internal communication messages to sound human, friendly, and authentic. You can do this by adding some emotion, humor, or storytelling to your message, depending on the context and purpose. For example, you can express gratitude, appreciation, or excitement for your employees' achievements, challenges, or feedback. You can also use anecdotes, examples, or quotes to illustrate your points and connect with your readers. However, be careful not to overdo it or use inappropriate or offensive language that might damage your reputation or relationship with your employees.

4 Use different formats and channels

One of the ways to make your internal communication messages more formal and conversational is to use different formats and channels to suit your message and audience. For example, you can use emails, newsletters, intranets, or blogs for more formal and informative messages that require documentation or reference. You can use chats, videos, podcasts, or webinars for more conversational and interactive messages that require feedback or collaboration. You can also use visuals, such as images, graphs, or infographics, to make your messages more appealing and memorable.

5 Ask for feedback and input

Finally, one of the best ways to make your internal communication messages more formal and conversational is to ask for feedback and input from your employees. Feedback and input can help you improve your communication skills, understand your employees' needs and opinions, and build trust and rapport with them. You can ask for feedback and input by using surveys, polls, quizzes, or comments. You can also encourage your employees to share their ideas, suggestions, or questions with you or with each other. By doing so, you can create a culture of communication that fosters engagement, collaboration, and innovation.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?