{"id":5709,"date":"2025-06-09T12:09:58","date_gmt":"2025-06-09T12:09:58","guid":{"rendered":"https:\/\/blog.tchop.io\/?p=5709"},"modified":"2025-06-16T12:58:15","modified_gmt":"2025-06-16T12:58:15","slug":"using-inform-me-for-transparent-and-timely-updates-in-internal-comms","status":"publish","type":"post","link":"https:\/\/blog.tchop.io\/en\/using-inform-me-for-transparent-and-timely-updates-in-internal-comms\/","title":{"rendered":"Using \u201cInform me\u201d for transparent and timely updates in internal comms"},"content":{"rendered":"\n<p>In most organisations, the issue isn\u2019t that people don\u2019t get <a href=\"https:\/\/blog.tchop.io\/en\/what-if-your-internal-comms-worked-like-a-real-community\/\">internal comms<\/a> updates. It\u2019s that they get too many. Too often. In formats that are hard to read. Without knowing why they matter.<\/p>\n\n\n\n<p>And when everything is marked urgent, nothing is.<\/p>\n\n\n\n<p>The &#8220;Inform Me&#8221; dimension of the User Needs Model for <a href=\"https:\/\/blog.tchop.io\/en\/why-authenticity-in-internal-comms-is-the-real-retention-strategy\/\">Internal Communications<\/a> exists to fix exactly that. It gives internal communicators a way to deliver fact-driven, structured and unambiguous updates that are actually useful.<\/p>\n\n\n\n<p>But applying it in practice requires more than a content calendar and a broadcast list. It means stepping back to consider how information flows, what cognitive load employees are expected to carry, and how organisational systems either clarify or confuse.<\/p>\n\n\n\n<p>This is a guide for how to do it right.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><a href=\"https:\/\/tchop.io\/resources\/library\/user-needs-model-for-internal-communications\" target=\"_blank\" rel=\"noreferrer noopener\"><img loading=\"lazy\" decoding=\"async\" width=\"950\" height=\"287\" src=\"https:\/\/blog.tchop.io\/wp-content\/uploads\/2025\/04\/User-Needs-Model-for-Internal-Communications-CTA.png\" loading=\"lazy\" alt=\"\" class=\"wp-image-5666\" srcset=\"https:\/\/blog.tchop.io\/wp-content\/uploads\/2025\/04\/User-Needs-Model-for-Internal-Communications-CTA.png 950w, https:\/\/blog.tchop.io\/wp-content\/uploads\/2025\/04\/User-Needs-Model-for-Internal-Communications-CTA-300x91.png 300w, https:\/\/blog.tchop.io\/wp-content\/uploads\/2025\/04\/User-Needs-Model-for-Internal-Communications-CTA-768x232.png 768w\" sizes=\"auto, (max-width: 950px) 100vw, 950px\" \/><\/a><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">Start with function, not format<\/h2>\n\n\n\n<p>Too many internal messages are written in reverse: the sender opens a blank document, types what they think needs to be said, sends it out. And then, after it lands, wonders why <a href=\"https:\/\/blog.tchop.io\/en\/how-to-use-ai-in-community-platforms-without-losing-trust\/\">engagement<\/a> is low.<\/p>\n\n\n\n<p>What\u2019s missing is intentional design. The kind that starts by asking:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Who is this for?<\/li>\n\n\n\n<li>What outcome are we trying to enable?<\/li>\n\n\n\n<li>What do they already know?<\/li>\n\n\n\n<li>What\u2019s the minimum they need to take the next step confidently?<\/li>\n<\/ul>\n\n\n\n<p>\u201cInform Me\u201d is not about writing updates. It\u2019s about reducing friction (cognitive, emotional, operational) by making the right information appear at the right moment, in the right <a href=\"https:\/\/blog.tchop.io\/en\/building-microcultures-inside-large-organisations\/\">context<\/a>, with no ambiguity.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Types of communication that fall under \u201cInform Me\u201d<\/h2>\n\n\n\n<p>There\u2019s no single format. \u201cInform Me\u201d can take many shapes, depending on context. But the content must always be non-negotiable, fact-led and structured. The intent is to remove confusion, not spark engagement.<\/p>\n\n\n\n<p><strong>Key categories include:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Business continuity &amp; emergency alerts (e.g. system outages, policy shifts, security issues)<\/li>\n\n\n\n<li>Leadership updates (CEO announcements, strategy pivots, org restructuring)<\/li>\n\n\n\n<li>Operational changes (new software tools, process updates, departmental restructuring)<\/li>\n\n\n\n<li>Compliance notices (regulatory reminders, audit alerts, policy clarifications)<\/li>\n\n\n\n<li>Time-sensitive actions (upcoming deadlines, required tasks, enrolments)<\/li>\n<\/ul>\n\n\n\n<p>You don\u2019t \u201cInform\u201d to entertain. You \u201cInform\u201d so people aren\u2019t left guessing.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><a href=\"https:\/\/tchop.io\/resources\/library\/user-needs-model-for-internal-communications\" target=\"_blank\" rel=\"noreferrer noopener\"><img loading=\"lazy\" decoding=\"async\" width=\"950\" height=\"287\" src=\"https:\/\/blog.tchop.io\/wp-content\/uploads\/2025\/04\/User-Needs-Model-for-Internal-Communications-CTA.png\" loading=\"lazy\" alt=\"\" class=\"wp-image-5666\" srcset=\"https:\/\/blog.tchop.io\/wp-content\/uploads\/2025\/04\/User-Needs-Model-for-Internal-Communications-CTA.png 950w, https:\/\/blog.tchop.io\/wp-content\/uploads\/2025\/04\/User-Needs-Model-for-Internal-Communications-CTA-300x91.png 300w, https:\/\/blog.tchop.io\/wp-content\/uploads\/2025\/04\/User-Needs-Model-for-Internal-Communications-CTA-768x232.png 768w\" sizes=\"auto, (max-width: 950px) 100vw, 950px\" \/><\/a><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">A structure designed for retention, not decoration<\/h2>\n\n\n\n<p>Every update competes with dozens of others: Slack messages, email digests, app notifications, hallway chatter. If the message isn\u2019t immediately clear, it gets ignored.<\/p>\n\n\n\n<p>The solution isn\u2019t design. It\u2019s structure. A framework that puts the most critical information in the most accessible format. Not one that prioritises branding or polish, but one that supports action and clarity.<\/p>\n\n\n\n<p><strong>Recommended structure:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Headline:<\/strong> One plain-language sentence summarising the what. No wordplay, no positioning. Just say it.<\/li>\n\n\n\n<li><strong>What\u2019s changing<\/strong>: Describe exactly what\u2019s happening, to whom and when.<\/li>\n\n\n\n<li><strong>Why it matters<\/strong>: Provide a one-paragraph rationale. Avoid buzzwords. Be honest.<\/li>\n\n\n\n<li><strong>Action required<\/strong>: Is there something to do? Who\u2019s responsible? What\u2019s the timeline?<\/li>\n\n\n\n<li><strong>Where to go for help<\/strong>: Link to documentation, a contact person or support channel.<\/li>\n<\/ul>\n\n\n\n<p>Resist the urge to dress it up. Employees don\u2019t need motivational intros or clever slogans. They need to know what\u2019s happening and how it affects them.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">How to distribute updates without overwhelming people<\/h2>\n\n\n\n<p>Good <a href=\"https:\/\/blog.tchop.io\/en\/using-motivate-me-to-drive-action-in-internal-comms\/\">internal communication<\/a> isn\u2019t just about writing clear messages but about building systems that get those messages to the right people, without adding to the noise.<\/p>\n\n\n\n<p>This is where distribution architecture comes in. Platforms like tchop\u2122 give you the infrastructure to design targeted, channel-based communication flows that balance reach and relevance.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Here\u2019s how to think about distribution:<\/h3>\n\n\n\n<h4 class=\"wp-block-heading\">1. Segment intentionally<\/h4>\n\n\n\n<p>Not all updates are for everyone. A product roadmap change may only matter to engineers. A security reminder might only apply to regional offices.<\/p>\n\n\n\n<p>Define audiences by:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Role (frontline, management, executive)<\/li>\n\n\n\n<li>Geography (offices, countries, time zones)<\/li>\n\n\n\n<li>Department<\/li>\n\n\n\n<li>Access level<\/li>\n<\/ul>\n\n\n\n<p>Over-segmentation causes overhead. Under-segmentation causes irrelevance. Start with simple roles and expand only where it adds real value.<\/p>\n\n\n\n<h4 class=\"wp-block-heading\">2. Use push notifications wisely<\/h4>\n\n\n\n<p>Push is your most intrusive channel. It should only be used when timing is essential and the message is universally relevant.<\/p>\n\n\n\n<p>Set thresholds. For example:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Send <a href=\"https:\/\/blog.tchop.io\/en\/what-publishers-can-learn-from-subscription-apps-outside-of-media\/\">push notifications<\/a> only for updates requiring same-day awareness or action.<\/li>\n\n\n\n<li>Limit to 1\u20132 per week per channel to reduce fatigue.<\/li>\n\n\n\n<li>Allow opt-outs for non-critical alerts.<\/li>\n<\/ul>\n\n\n\n<h4 class=\"wp-block-heading\">3. Create persistent, structured feeds<\/h4>\n\n\n\n<p>Feeds are where the majority of \u201cInform Me\u201d content should live. They serve as a reference point, an archive and a point of discovery. Keep them clean, tagged and curated.<\/p>\n\n\n\n<p>Don\u2019t treat feeds as dumping grounds. They should act more like intranet front pages, only with a better UX and real-time visibility.<\/p>\n\n\n\n<h4 class=\"wp-block-heading\">4. Leverage automation where it helps, but retain editorial oversight<\/h4>\n\n\n\n<p>Automating posting from systems (HRIS, compliance, scheduling tools) can save time, but editorial review is still critical. If automated messages are poorly written or confusing, they\u2019ll erode <a href=\"https:\/\/blog.tchop.io\/en\/how-community-becomes-a-brands-moat\/\">trust<\/a> quickly.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><a href=\"https:\/\/tchop.io\/resources\/library\/user-needs-model-for-internal-communications\" target=\"_blank\" rel=\"noreferrer noopener\"><img loading=\"lazy\" decoding=\"async\" width=\"950\" height=\"287\" src=\"https:\/\/blog.tchop.io\/wp-content\/uploads\/2025\/04\/User-Needs-Model-for-Internal-Communications-CTA.png\" loading=\"lazy\" alt=\"\" class=\"wp-image-5666\" srcset=\"https:\/\/blog.tchop.io\/wp-content\/uploads\/2025\/04\/User-Needs-Model-for-Internal-Communications-CTA.png 950w, https:\/\/blog.tchop.io\/wp-content\/uploads\/2025\/04\/User-Needs-Model-for-Internal-Communications-CTA-300x91.png 300w, https:\/\/blog.tchop.io\/wp-content\/uploads\/2025\/04\/User-Needs-Model-for-Internal-Communications-CTA-768x232.png 768w\" sizes=\"auto, (max-width: 950px) 100vw, 950px\" \/><\/a><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">Write with clarity and avoid corporate fog<\/h2>\n\n\n\n<p>Too many internal messages are overloaded with filler. Long intros. Passive phrasing. Abstract concepts. Content designed to check boxes, not to be understood.<\/p>\n\n\n\n<p>Here\u2019s how to write messages people can actually process:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Start with the core fact. Strip everything else.<\/li>\n\n\n\n<li>Use active voice. (\u201cThe office will close\u201d vs. \u201cPlease be informed that the office will be closed\u2026\u201d)<\/li>\n\n\n\n<li>Use formatting intentionally. Headers, bolding and bullets aren\u2019t decoration, they help parsing.<\/li>\n\n\n\n<li>Cut the backstory. If something needs historical context, link to a deeper resource. Don\u2019t bury the lede.<\/li>\n\n\n\n<li>Name ownership. Every update should have a sender. Not just \u201cComms team,\u201d but an accountable name, role or function.<\/li>\n<\/ul>\n\n\n\n<p>If employees need to read a message twice to understand it, it\u2019s already failed.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Measuring the effectiveness of your \u201cInform Me\u201d messages<\/h2>\n\n\n\n<p>This is where most internal comms teams struggle. Not because they lack data, but because they\u2019re not measuring the right things.<\/p>\n\n\n\n<p><strong>Don\u2019t ask: <\/strong><\/p>\n\n\n\n<p>Did we send it?<\/p>\n\n\n\n<p><strong>Ask:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Did the right people see it?<\/li>\n\n\n\n<li>Did they understand it?<\/li>\n\n\n\n<li>Did they act on it (if action was required)?<\/li>\n\n\n\n<li>Did it generate feedback or follow-up questions?<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Metrics to consider:<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Reach: Who received the update? (Delivery logs, channel analytics)<\/li>\n\n\n\n<li>Views: Who actually opened or read the content?<\/li>\n\n\n\n<li>Scroll depth or time-on-message: Did they skim or engage?<\/li>\n\n\n\n<li>Click-through (if links were included): Did they take the next step?<\/li>\n\n\n\n<li>Feedback loops: Was there interaction? Did employees respond, comment, or react?<\/li>\n\n\n\n<li>Follow-up friction: Did teams need clarification after reading it?<\/li>\n<\/ul>\n\n\n\n<p>Use these metrics not just for reporting, but for iteration. If a message had poor scroll depth, maybe the lead was weak. If people opened it but didn\u2019t act, maybe the CTA wasn\u2019t clear or prominent.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Embedding \u201cInform Me\u201d in your broader communication ecosystem<\/h2>\n\n\n\n<p>\u201cInform Me\u201d isn\u2019t just one type of message. It\u2019s a foundational layer that should integrate with other communication needs.<\/p>\n\n\n\n<p><strong>For example:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>A leadership update (&#8220;Inform Me&#8221;) might need a follow-up session or video AMA (&#8220;Engage Me&#8221;)<\/li>\n\n\n\n<li>A policy change may require a walkthrough or explainer module (&#8220;Educate Me&#8221;)<\/li>\n\n\n\n<li>A time-sensitive initiative may need a deadline reminder (&#8220;Motivate Me&#8221;)<\/li>\n<\/ul>\n\n\n\n<p>If you treat \u201cInform Me\u201d updates as isolated transmissions, you\u2019re missing the point. Their power lies in being part of a cohesive, layered communication system that reflects how people actually learn, respond and act.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">What makes an \u201cInform Me\u201d system actually work<\/h2>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Consistency beats novelty. People don\u2019t need variety in how you deliver updates. They need reliability and predictability.<\/li>\n\n\n\n<li>Structure outperforms tone. A clear, boring message is better than a clever but confusing one.<\/li>\n\n\n\n<li>Relevance is earned through <a href=\"https:\/\/blog.tchop.io\/en\/the-foundations-of-a-thriving-brand-community\/\">segmentation<\/a>. The more tailored your delivery, the more useful it feels.<\/li>\n\n\n\n<li>Feedback is non-negotiable. If you&#8217;re not asking whether people understand, you\u2019re just guessing.<\/li>\n\n\n\n<li>The best update is the one employees never have to chase. It finds them. Clearly, on time, in their context.<\/li>\n<\/ol>\n\n\n\n<h2 class=\"wp-block-heading\">Takeaway<\/h2>\n\n\n\n<p>\u201cInform Me\u201d isn\u2019t about sending more updates, it\u2019s about sending the right ones, clearly and reliably. In a workplace full of distractions, employees don\u2019t need more messages; they need less confusion.<\/p>\n\n\n\n<p>When internal communication is structured with intent, respects people\u2019s time and delivers only what\u2019s necessary, it becomes something employees rely on, not something they avoid.<\/p>\n\n\n\n<p>Build for that. Not volume, not visibility. Just clarity, every time.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><a href=\"https:\/\/tchop.io\/resources\/library\/user-needs-model-for-internal-communications\" target=\"_blank\" rel=\"noreferrer noopener\"><img loading=\"lazy\" decoding=\"async\" width=\"950\" height=\"287\" src=\"https:\/\/blog.tchop.io\/wp-content\/uploads\/2025\/04\/User-Needs-Model-for-Internal-Communications-CTA.png\" loading=\"lazy\" alt=\"\" class=\"wp-image-5666\" srcset=\"https:\/\/blog.tchop.io\/wp-content\/uploads\/2025\/04\/User-Needs-Model-for-Internal-Communications-CTA.png 950w, https:\/\/blog.tchop.io\/wp-content\/uploads\/2025\/04\/User-Needs-Model-for-Internal-Communications-CTA-300x91.png 300w, https:\/\/blog.tchop.io\/wp-content\/uploads\/2025\/04\/User-Needs-Model-for-Internal-Communications-CTA-768x232.png 768w\" sizes=\"auto, (max-width: 950px) 100vw, 950px\" \/><\/a><\/figure>\n","protected":false},"excerpt":{"rendered":"<p>&#8230;by replacing noise with clear, structured updates that people actually understand.<\/p>\n","protected":false},"author":5,"featured_media":5735,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[173,5,1,109,172],"tags":[389,387,370,391,385,386,377,365,362,374,392,390,384,363,388],"coauthors":[132],"class_list":["post-5709","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-internal-communication","category-best-practices","category-miscellaneous","category-use-cases","category-using-tchop","tag-clarity","tag-communication-clarity","tag-communication-strategy","tag-content-structure","tag-employee-alignment","tag-employee-updates","tag-feedback","tag-internal-comms-strategy","tag-internal-communication","tag-messaging","tag-relevance","tag-segmentation","tag-transparency","tag-user-needs-model","tag-workplace-messaging"],"_links":{"self":[{"href":"https:\/\/blog.tchop.io\/en\/wp-json\/wp\/v2\/posts\/5709","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/blog.tchop.io\/en\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/blog.tchop.io\/en\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/blog.tchop.io\/en\/wp-json\/wp\/v2\/users\/5"}],"replies":[{"embeddable":true,"href":"https:\/\/blog.tchop.io\/en\/wp-json\/wp\/v2\/comments?post=5709"}],"version-history":[{"count":3,"href":"https:\/\/blog.tchop.io\/en\/wp-json\/wp\/v2\/posts\/5709\/revisions"}],"predecessor-version":[{"id":5717,"href":"https:\/\/blog.tchop.io\/en\/wp-json\/wp\/v2\/posts\/5709\/revisions\/5717"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/blog.tchop.io\/en\/wp-json\/wp\/v2\/media\/5735"}],"wp:attachment":[{"href":"https:\/\/blog.tchop.io\/en\/wp-json\/wp\/v2\/media?parent=5709"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/blog.tchop.io\/en\/wp-json\/wp\/v2\/categories?post=5709"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/blog.tchop.io\/en\/wp-json\/wp\/v2\/tags?post=5709"},{"taxonomy":"author","embeddable":true,"href":"https:\/\/blog.tchop.io\/en\/wp-json\/wp\/v2\/coauthors?post=5709"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}