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Published on 28.04.2020
What would have been unimaginable for many of us a few weeks ago has now arrived – schools are closed, major events cancelled, and companies are sending their entire staff to work from home. COVID-19 has almost completely shut down our recreational activities as well as our daily work routine and new challenges have to be overcome – including internal communication. Whether it’s ensuring that employees are kept informed as promptly as possible, providing emergency plans, or sending data securely from one’s home office – crisis communication has never been more important, especially when it comes to health.
To help you with internal crisis communication, we show you how these challenges (among many others) can be overcome with a Social Intranet (and an employee app) and how you can not only protect the well-being of your employees, but also establish security and transparency. In addition, we explain how you can use a Social Intranet to effectively work together from your home offices to maintain productivity and motivation despite COVID-19.
1. Quick & current – information in real time
Posts on the office bulletin board can only be read on-site, e-mails go unread, and WhatsApp groups are neither secure nor GDPR-compliant – the old established communication methods cannot keep up with challenges of internal crisis communication in times of COVID-19. They not only lack promptness and relevance, but also data security and functionality. This is not the case with a Social Intranet and an employee app: Regardless of employees’ locations, these communication tools keep them all informed at the same time, notify them in real time about new measures, and are compliant with general data protection regulations. Additionally, you can even deliver internal news to a specific location – because the COVID-19 situation in Hamburg, for example, is different than in Munich, Barcelona, or Amsterdam.
2. Anytime & anywhere: reach all employees!
In times of COVID-19, rapid and straightforward communication within companies is more important than ever. Very often, it is essential that information reaches all employees within the shortest possible time, no matter where they are located. Consider a possible scenario like this: A sick employee shows up to the office in the morning – despite showing symptoms. Now, every minute counts when it comes to informing the workforce immediately and taking action. With the help of a Social Intranet, a message can be sent immediately to all employees – a message that will reach its destination immediately, thanks to a push notification. Whether already sitting at their desk in the office or still on the train using the employee app, everyone finds out about the situation instantly and action can be taken immediately.
3. GDPR-compliant: better safe than sorry!
We like to use messengers like WhatsApp, too – but only for personal use, because programs like this are risky when it comes to sensitive data and can end up being really expensive for companies. What most people don’t know: anyone using WhatsApp gives the US-based company access to all of their contacts, thereby violating data protection laws. Written warnings and heavy fines are possible – not for WhatsApp, but instead for the users – because by agreeing to the terms and conditions, you have allowed WhatsApp to use your contacts.
💡 There is an alternative to messenger platforms like WhatsApp that is just as fast, straightforward, and user-friendly: a Social Intranet with an employee app. How so? Social Intranets and employee apps can do everything that messenger platforms can do – but they differ in that they take the general data protection regulations (GDPR) and the security of all data very seriously.
4. Especially important: transparency!
The outbreak of COVID-19 has thrown both employees and employers into a completely new and unknown situation. So it’s no wonder there are questions floating around on a wide range of topics – from hygiene regulations and vacation cancellations to childcare and working from home. Now, more than ever, it is particularly important to overhaul the “office grapevine” with transparent communication and strengthen employees’ sense of security. A Social Intranet can be used to submit questions to management (or other departments/contacts), share internal procedures, and explain precautionary measures. In addition to posts on the timeline, blogs, wikis, or FAQs are a good way to provide detailed explanations for all management decisions. This not only conveys a sense of security, but also a feeling of appreciation.
5. Communication & exchange
Internal exchange is particularly important in crisis situations. Employees do not want to be left “alone” in the home office, but instead need a form of social exchange, both for continued work and for their general well-being. 🏡 And what could be better suited for this than a communication tool known as the “digital home”? After all, the digital home is where everyone in the company comes together, where the center of all information is located, and where social exchange takes place – whether you are at the office or working from home. In addition to the technical aspects of work, a digital home like COYO offers a familiar (digital) place that positively influences motivation and productivity and gives employees a sense of security even in times of crisis.
➡️ Note: For those wanting to know how crisis communication works, particularly with COYO, you can find the relevant article here.
