Last week, during a team check-in, one of my colleagues blurted out, "Wait, when did we decide on that?" The awkward silence that followed said it all. We’ve all been there - those moments when a crucial piece of information somehow slips through the cracks. It’s not just frustrating; it’s costly. Miscommunication can derail projects, create unnecessary tension, and leave people feeling disconnected. And in today’s world, where nearly 40% of employees work remotely, the stakes are even higher.

Here’s the thing: internal communication isn’t just an HR box to check. It’s the glue that holds teams together, whether you’re in the office or dialing in from your kitchen table. Research backs this up - companies with strong communication practices see a 50% boost in productivity and are far better at retaining employees. But creating that kind of environment doesn’t happen by accident. It takes effort from everyone, not just HR.

In this post, I’ll share what we’ve learned at Pebb about making communication a shared responsibility across an organization. From how executives can set the tone to the role every employee plays, I’ll break down actionable ways to keep teams in sync and engaged. Let’s dive in.

Who's Responsible for Internal Communication

Let me tell you something I’ve learned firsthand: internal communication isn’t a one-person show. It’s a team effort, plain and simple. And the stats back this up. Did you know only 14% of workers feel completely aligned with their company’s goals? Worse, over 70% of employees feel like they’re left out of the loop when it comes to company updates. That’s a massive gap, and it’s not something HR can fix on its own.

Here’s the thing - when everyone in an organization takes responsibility for communication, the results are incredible. Companies that nail internal communication are 50% more likely to reduce employee turnover, and their people are 77% more productive because they’re in the know. So, how do we make this a shared responsibility? Let’s break it down by role.

Executives: Setting the Tone and Leading by Example

Executives wear a lot of hats, but one of the most important is setting the tone for communication. When leaders make transparency a priority, it ripples through the entire organization. And it’s not just about looking good - 85% of employees say they feel more motivated when leadership provides regular updates. That’s huge.

At Pebb, we’ve seen this in action. Our executives use our news feed feature to share updates regularly - whether it’s celebrating a big milestone, explaining a tough decision, or addressing challenges in the industry. These updates aren’t just about delivering information; they’re about being real and building trust. And trust me, it works.

Consistency is key here. It’s not enough to show up only during crises or major announcements. Leaders who communicate regularly help everyone feel more connected to the company’s goals, which is especially critical in today’s hybrid work setups. When remote employees feel out of the loop, it’s easy for them to disengage. But when executives are visible and communicative, it bridges that gap.

While executives focus on the big picture, managers are the ones who translate that vision into action.

Managers: The Bridge Between Strategy and Execution

If executives set the vision, managers are the ones who make it happen. They take those high-level goals and break them down into actionable steps their teams can tackle. But their role doesn’t stop there. Managers are also responsible for creating an environment where team members feel heard and encouraged to share their thoughts.

This middle layer of communication is so important. Without it, you risk creating silos - those dreaded barriers where teams don’t talk to each other, work gets duplicated, and deadlines get missed. On the flip side, when managers encourage collaboration, they unlock a whole new level of efficiency and creativity.

We’ve seen managers use Pebb’s group features to keep their teams aligned. These dedicated spaces let teams share updates, brainstorm, and stay on top of priorities. But what separates great managers from the rest is their ability to keep information flowing in both directions. They take feedback from their teams and share it with leadership, while also making sure their teams understand the “why” behind strategic decisions.

The best managers I’ve worked with are proactive communicators. They check in often, set clear expectations, and don’t shy away from tough conversations. They create a space where team members feel comfortable sharing ideas or voicing concerns. And when that happens, you can feel the difference in team morale and performance.

Now, let’s talk about the unsung heroes of communication: the employees themselves.

Employees: The Heart of Transparent Communication

Employees are the lifeblood of any organization’s communication network. They’re the ones on the frontlines, spotting issues, identifying opportunities, and coming up with ideas that can make a real difference. But for this to happen, they need channels where they can share their insights freely.

Here’s a quote that really stuck with me:

"How employees feel about the company and what they say publicly are often perceived as more credible, forming the basis of how external stakeholders view the company. That's why we say a favorable and enduring organizational reputation is built from within."

• Linjuan Rita Men, Associate Professor in the Department of Public Relations at the University of Florida

This gets to the heart of it. Employees aren’t just internal communicators - they’re also your company’s most authentic external advocates. When they feel valued and informed, that positivity spreads far beyond the office.

At Pebb, we’ve made it easy for employees to connect and share knowledge with tools like our work chat and people directory. These features help break down barriers between departments. For example, if someone in customer service notices a recurring issue, they can quickly loop in the product team. Or if a sales rep learns something interesting about a client’s needs, they can share it with marketing in real time. These small moments of connection add up to something much bigger: a culture of collaboration and innovation.

The takeaway here is simple: when communication is a shared responsibility, everyone wins. It’s not about adding more meetings or creating extra layers of bureaucracy. It’s about empowering every single person in the organization to play an active role in keeping information flowing. And when that happens, alignment, engagement, and performance all skyrocket.

How Each Role Can Improve Internal Communication

Improving communication across an organization isn’t about flipping everything upside down. It’s about small, intentional steps - tiny shifts that can lead to meaningful change. At Pebb.io, we’ve seen firsthand how every role, from executives to employees, can contribute to creating a communication-first culture. Let me walk you through what’s worked for us.

Executives: Leading with Transparency

When executives make communication a priority, it sets the tone for the entire company. It’s not about showing up only when there’s bad news or delivering polished speeches during quarterly meetings. The best leaders communicate regularly and openly.

For example, our executives host monthly all-hands meetings that feel more like conversations than presentations. Using Pebb’s video call feature, they share updates, discuss industry trends, and answer questions in real time. These sessions are interactive, inviting employees to ask questions and share concerns.

We’ve also found that short, engaging video messages work wonders. Instead of sending long, text-heavy emails that people tend to skim, our CEO records quick videos to celebrate team wins or explain strategic decisions. These videos, shared through Pebb’s news feed, consistently get higher engagement than traditional emails.

Here’s a key lesson: admitting you don’t have all the answers builds trust. When leaders say, “We’re still figuring this out” or “We made a mistake, and here’s how we’re addressing it,” it creates a culture where honesty is valued. And timing matters, too. Sharing updates before rumors start flying - whether it’s about budget changes or market challenges - can prevent unnecessary anxiety.

Managers: Creating Systems for Communication

Managers play a critical role in keeping communication flowing. They’re the bridge between leadership and employees, and they need to balance company-wide updates with the everyday conversations that keep teams on track.

One of the best practices we’ve seen is creating purposeful group chats. At Pebb, some managers set up separate chats for quick updates, brainstorming sessions, and even casual team bonding. This keeps important information from getting lost in the mix.

Weekly team meetings are another staple, but they work best when they focus on outcomes rather than just status updates. Instead of going around the room asking, “What did you do this week?” we encourage managers to focus on blockers, deadlines, and collaboration opportunities. Tools like Pebb’s screen sharing make it easy to review project timelines or celebrate wins during these meetings.

Regular feedback loops are a game-changer. Some managers use Pebb’s polling feature to gather feedback on meeting effectiveness or workload balance. Others dedicate one-on-one meetings to sharing feedback - half the time for giving it, half for receiving it. And when leadership announces a new initiative, great managers translate it into actionable insights for their teams, explaining how it affects their projects and priorities.

Employees: Sharing Knowledge and Building Connections

Employees are the final piece of the puzzle, and their role in communication is just as important. One of the simplest ways to contribute is by actively sharing expertise. Whether it’s a technical skill, a process improvement, or customer insights, sharing what you know can benefit the entire team.

Active participation in team discussions goes a long way. This doesn’t mean dominating the conversation - it’s about asking thoughtful questions, offering solutions, and sharing experiences that might help others avoid pitfalls.

Celebrating team successes is another small but powerful act. A quick shout-out in a team chat or a mention during a meeting can boost morale and set a positive example for others.

Finally, knowledge sharing is key. If you’ve discovered a more efficient way to handle a task, document it and share it. Found a useful article or webinar? Pass it along. These small actions create a culture where everyone feels empowered to learn and grow.

Cross-functional engagement tools like polls and discussion groups can also break down silos. Curious about how another team tackles a challenge? Start a conversation in a shared group. Share your approach, ask questions, and be open to learning from others.

Here’s the takeaway: improving internal communication doesn’t require big, dramatic changes. It’s about consistent, intentional actions - whether you’re an executive, manager, or employee. When everyone takes ownership of communication, the entire organization becomes more connected, adaptable, and ready to tackle whatever comes next.

Tools That Support Shared Communication Responsibility

When it comes to effective internal communication, it’s not just about having the right intentions - it’s about having the right tools to bring those intentions to life. The right platform can take collaboration from a nice idea to something that happens naturally across every corner of an organization.

Pebb: A Communication Platform Built for Everyone

At Pebb, we’ve created a platform that works for every employee, without breaking the budget. Our free plan is designed for teams with up to 1,000 employees, offering unlimited chat history, a company news feed, a knowledge library, task management, a calendar, and even unlimited clubs. It’s perfect for small to mid-sized organizations that want to make communication a shared responsibility across the board. For teams that need more advanced features - like analytics, voice and video calls, or enterprise integrations - our premium plan is just $4 per user per month.

To put that into perspective, Slack’s standard plan starts at $7.25 per user, and Microsoft Teams is bundled with Microsoft 365, which can drive up costs. Many other platforms require custom pricing and are often geared toward large enterprises, leaving smaller teams in the lurch.

But affordability is only part of the story. Pebb’s functionality ensures that every employee, from frontline workers to office staff, can stay connected. Our mobile-first design makes it easy for someone to check updates on their phone during a quick break, while desktop compatibility offers the advanced features office-based teams need for more in-depth collaboration. Whether you’re joining a video call from your laptop or catching up on the news feed from your phone, the experience is seamless.

Here’s how it works: our work chat keeps conversations organized, while the news feed ensures everyone sees critical updates. Need to collaborate on a project? Video calls make it easy to stay on the same page, no matter where you’re working. Pebb’s features are designed to make communication feel natural, and next, I’ll dive into why these modern tools work for every type of employee.

Bridging the Gap Between Office and Frontline Workers

Let’s face it - traditional communication methods like email chains and bulletin boards aren’t cutting it anymore. They often leave frontline workers out of the loop, while office employees are overwhelmed with messages. This disconnect can lead to missed updates, confusion, and frustration. That’s where modern tools like Pebb step in.

Our mobile app is designed to meet employees where they are. With an intuitive interface and smart push notifications, frontline workers can stay informed without feeling bombarded. Imagine a store manager approving time-off requests, sharing an updated policy, or celebrating a team win - all from their phone, in just a few taps. And the best part? The mobile experience is just as powerful as the desktop version.

The numbers back this up: companies with strong internal communication strategies see a 47% higher total return to shareholders compared to those with weaker communication efforts. Plus, with 80% of workers wanting more transparency about leadership decisions, tools that support both top-down announcements and bottom-up feedback are no longer optional - they’re essential.

Here’s what makes a unified platform like Pebb so effective: when everything - chat, news, feedback, and collaboration tools - is in one place, communication becomes second nature. A retail associate can ask a question in a group chat, get a quick response from their manager, and share the solution with other teams - all without switching platforms.

The two-way communication features are a game-changer. Polls, comment threads on news posts, and dedicated feedback channels encourage dialogue at every level. Employees can respond to announcements, ask questions, and share ideas, making communication a shared responsibility rather than a one-sided effort. This kind of engagement doesn’t just improve communication - it transforms how teams work together.

Building a Communication-First Culture: Practical Steps

Let me paint you a picture: teams that prioritize communication aren't just more harmonious - they're more profitable. Business units in the top quartile of employee engagement see 23% higher profitability than those in the bottom quartile. Yet, here's the sobering truth: only 31% of employees feel engaged at work. And disengagement? It's a financial black hole, draining $8.9 trillion from the global economy. So, how do we flip the script? By embracing a communication-first culture, one intentional step at a time.

Maintaining Openness and Consistent Updates

Trust thrives on transparency, and nothing says "we've got your back" like regular updates. When employees know they’ll be kept in the loop, it eases anxiety and boosts engagement. At Pebb, we've seen this firsthand. Weekly leadership updates, monthly all-hands meetings, and quarterly strategy sessions have become staples of our communication playbook.

One of my favorite tools? Pebb’s news feed feature. It allows us to schedule updates that hit everyone at the same time, whether they’re catching up on their phone during lunch or reviewing updates at their desk. It’s not about flooding people with information - it’s about creating meaningful, predictable touchpoints.

"Internal Communications' function is to help leaders in your Department or Agency inform and engage employees, in a way which motivates staff to maximize their performance and deliver the business strategy most effectively. It is not about 'sending out stuff.'" - Russell Grossman, Director of Communications, Office of Rail and Road and GCS Head of Profession for Internal Communications

This quote nails it. Consistency isn’t about volume; it’s about value. And when you openly share both wins and challenges, you’re not just building trust - you’re uniting teams around a shared purpose.

Creating Two-Way Feedback and Active Listening

Here’s the thing: communication isn’t a monologue - it’s a dialogue. Employees are 4.6 times more likely to feel empowered when they know their feedback is heard and valued. And companies that excel at internal communication? They see a 47% higher return to shareholders over five years. That’s no coincidence.

Active listening is where the magic happens. At Pebb, we’ve embraced simple yet powerful feedback systems. For example, "Ask Me Anything" sessions at the end of town halls create a safe space for unscripted, honest conversations. Some leaders even host quick, daily huddles to share priorities and invite immediate questions. These moments of connection are game-changers.

"No one cares how much you know until they know how much you care." - President Theodore Roosevelt

This philosophy is baked into our tools. Comment threads, feedback channels, and quick polls on Pebb make it easy for employees to share their thoughts in real time. Whether it’s a clarifying question about a new policy or a suggestion for improving a process, these interactions build a collective knowledge base that benefits everyone.

And let me tell you, nothing beats the insights you gather from informal chats. Focus groups, "lunch and listen" sessions, or even casual meals during site visits often reveal perspectives that formal surveys miss. It’s a reminder that every voice matters - and every employee plays a role in shaping communication.

Using Clear Language and Accessible Communication Methods

Here’s a hard truth: if your messages are buried in jargon or scattered across platforms, people will tune out. In fact, fewer than 50% of employees know where to find essential company information. That’s a problem.

The fix? Keep it simple. Every message should pass the "would my teenager understand this?" test. When announcing changes, explain their impact in plain terms. And don’t underestimate the power of visuals. A quick video walkthrough or an infographic can make even complex topics easy to grasp. Pebb’s knowledge library makes organizing and accessing this content a breeze.

It’s also about meeting people where they are. Sometimes, a quick chat message or voice note is more effective than a formal announcement. Balance is key - use both formal and informal channels to ensure everyone stays informed.

Recognition ties it all together. Employees who feel their recognition program aligns with company values are 4.9 times more likely to understand what’s expected of them at work. Celebrating good communication practices - whether it’s a manager providing clear feedback or a team member asking insightful questions - reinforces the behaviors that drive success.

Building a communication-first culture takes effort, but the payoff is huge. When everyone takes ownership of communication, the entire organization thrives. And that’s the kind of culture we’re all striving for.

Making Internal Communication Everyone's Responsibility

Here’s something I’ve learned during my time at Pebb: communication isn’t just an HR checkbox or a top-down directive. It’s a shared effort that thrives when everyone - executives, managers, and employees - plays their part.

When executives lead with openness and transparency, they set the tone for the entire organization. Managers, on the other hand, create spaces where team members feel safe sharing ideas, concerns, or feedback without hesitation. And employees? They’re the glue, driving peer-to-peer connections that keep the wheels turning. This isn’t just wishful thinking, either - companies that master this see a 25% boost in productivity purely from better communication.

So, what does this look like in action? Executives need to articulate a clear vision and set up feedback loops that actually work. Managers should offer a variety of communication channels while recognizing and rewarding effective communication efforts. Employees must step up too, embracing diverse perspectives and actively participating in team discussions. It’s a team sport, and everyone’s role matters.

Now, let me tell you how we make this happen at Pebb. Our platform is designed to empower everyone to have a voice. Whether it’s a frontline worker sharing a game-changing insight through our mobile app or an executive using the news feed to broadcast updates company-wide, Pebb ensures no one’s left out of the conversation.

"Our goal with Pebb is to create a platform that not only facilitates communication but also fosters a strong sense of community and engagement within organizations. We believe that when employees are well-connected and engaged, they are more productive, innovative, and satisfied with their work. This, in turn, helps reduce employee turnover and builds a more resilient company culture." – Pebb's spokesperson

The magic lies in having the right tools. With Pebb's all-in-one platform - free for up to 1,000 employees and starting at just $4 per user per month - there’s no more juggling between apps, no more hunting for information, and no more communication silos. Everything you need is in one place, ready to keep your team connected.

Of course, change doesn’t happen overnight. But over time, the impact is undeniable. Teams grow more cohesive, innovation starts to thrive, and employees feel genuinely valued and heard. At the end of the day, communication isn’t just a function - it’s the heartbeat of your company culture. And trust me, when you get it right, the results are worth every effort.

FAQs

What can employees do to improve internal communication in their workplace?

Employees are at the heart of effective internal communication. When they actively engage in conversations, share their ideas, and offer constructive feedback, they help create a workplace where everyone feels connected and aligned. Tools like Pebb make this process even smoother. With features like work chat, news feeds, and group discussions, staying in the loop becomes second nature.

Here’s the thing: open communication isn’t just about talking - it’s about building trust and fostering collaboration. When employees take small steps, like chiming in during team discussions or sharing updates, they contribute to a work environment that feels more inclusive and purpose-driven. These seemingly simple actions can have a big impact, ensuring that everyone stays on the same page and works toward shared goals.

How can managers break down communication silos within their teams?

Managers have a real opportunity to break down those pesky communication silos by championing transparency, teamwork, and shared goals. One way to get everyone on the same page is by setting joint objectives that encourage collaboration across departments. Pair that with open, honest conversations, and you'll see teams start to align more naturally. Regular check-ins and cross-functional projects can also be game-changers for keeping everyone informed and working toward the same vision.

Now, let me tell you about a tool that's made my life easier: Pebb. For just $4 per user, it’s an all-in-one communication hub that connects frontline workers and office teams effortlessly. Whether it’s through work chat, voice and video calls, or a shared news feed, Pebb makes staying connected feel seamless.

By combining these practical strategies with tools like Pebb, managers can create a workplace where communication flows freely, teams collaborate effectively, and everyone feels part of a unified culture.

Why is transparency in communication essential for executives, and how does it influence employee engagement and motivation?

Transparency in communication is a game-changer for executives. It lays the groundwork for trust and creates a workplace where employees genuinely feel valued and respected. When leaders take the time to openly share information, explain their decisions, and walk through the reasoning behind their actions, it brings the whole team onto the same page. That sense of alignment? It’s like fuel for purpose, loyalty, and yes, even productivity.

But here’s something even more powerful: transparent leadership fosters psychological safety. When employees know they can speak up, share ideas, or ask tough questions without fear, collaboration thrives. People feel included, informed, and motivated to give their best. The result? Higher engagement, stronger teamwork, and better retention. It’s a win across the board.

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