{"id":7009,"date":"2026-10-26T18:50:14","date_gmt":"2026-10-26T18:50:14","guid":{"rendered":"https:\/\/blog.tchop.io\/?p=7009"},"modified":"2026-10-26T18:50:14","modified_gmt":"2026-10-26T18:50:14","slug":"internal-communication-best-practices","status":"publish","type":"post","link":"https:\/\/blog.tchop.io\/en\/internal-communication-best-practices\/","title":{"rendered":"Design for engagement: internal communication best practices backed by research"},"content":{"rendered":"\r\n<style class=\"tchop-dfe-css\">\/* Design-for-engagement post: components copied from the employee-engagement-ideas cornerstone (C2 takeaways, C9 stat cards). Scoped to .tchop-dfe. *\/\r\n.tchop-dfe{--ink:#1A1A2E;--body:#43445B;--muted:#5F6070;--line:rgba(67,68,91,.14);--paper:#F8F8FA;--orange:#F6704D;--link:#2F6FB5}\r\n.tchop-dfe .eyebrow{margin:0 0 10px;font-size:11.5px;font-weight:700;text-transform:uppercase;letter-spacing:.14em;color:var(--muted)}\r\n.tchop-dfe.tchop-takeaways{background:var(--paper);border:1px solid var(--line);border-radius:16px;padding:22px 26px 10px;margin:28px 0}\r\n.tchop-dfe.tchop-takeaways ul{margin:0;padding:0;list-style:none}\r\n.tchop-dfe.tchop-takeaways li{position:relative;padding:0 0 12px 18px;line-height:1.6;color:var(--body)}\r\n.tchop-dfe.tchop-takeaways li::before{content:\"\";position:absolute;left:0;top:.62em;width:7px;height:7px;border-radius:2px;background:var(--orange)}\r\n.tchop-dfe a{color:var(--link)}\r\n.tchop-dfe.tchop-stat{margin:30px 0;padding:24px 28px 22px 32px;background:var(--paper);border-radius:18px;position:relative;border:1px solid var(--line)}\r\n.tchop-dfe.tchop-stat::before{content:\"\";position:absolute;left:0;top:22px;bottom:22px;width:4px;border-radius:0 4px 4px 0;background:var(--orange)}\r\n.tchop-dfe.tchop-stat .num{margin:0;font-size:52px;line-height:1;font-weight:700;letter-spacing:-.02em;color:var(--ink)}\r\n.tchop-dfe.tchop-stat figcaption{margin:0}\r\n.tchop-dfe.tchop-stat .line{margin:12px 0 6px;font-size:17px;line-height:1.5;color:var(--ink)}\r\n.tchop-dfe.tchop-stat .src{margin:0;font-size:13px;color:var(--muted)}\r\n@media (max-width:600px){.tchop-dfe-css~p,.tchop-dfe-css~ul li,.tchop-dfe-css~ol li,.tchop-dfe-css~figure.wp-block-table td{font-size:17px;line-height:1.65}.tchop-dfe.tchop-stat{padding:20px 20px 18px 24px}.tchop-dfe.tchop-stat .num{font-size:40px}.tchop-dfe.tchop-takeaways{padding-left:18px;padding-right:18px}}\r\n<\/style>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><em>Last updated: 22 October 2026<\/em><\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">Internal communication best practices come down to design: what you send, how it reads, when it arrives, and how easy it is to answer. Most employees in the UK now have ten minutes or less a day for internal communication, according to the <a href=\"https:\/\/www.ioic.org.uk\/insight-practice\/ic-index.html\" target=\"_blank\" rel=\"noopener\">IoIC IC Index 2026<\/a>. Only 54% rate their organisation&#8217;s communication as excellent, nine points lower than in 2025. Below are 12 design practices, each backed by research on reading, behaviour, or notifications. Each one is tested against one question: <strong>does it work for someone reading on a personal phone between shifts?<\/strong><\/p>\r\n\r\n\r\n\r\n<figure class=\"tchop-dfe tchop-stat\"><p class=\"num\">10 min<\/p><figcaption><p class=\"line\">Most UK employees have ten minutes or less a day for internal communication.<\/p><p class=\"src\">Source: <a href=\"https:\/\/www.ioic.org.uk\/insight-practice\/ic-index.html\" target=\"_blank\" rel=\"noopener\">IoIC IC Index 2026, about 5,000 UK employees<\/a><\/p><\/figcaption><\/figure>\r\n\r\n\r\n\r\n<aside class=\"tchop-dfe tchop-takeaways\" aria-labelledby=\"kt-h\"><p class=\"eyebrow\" id=\"kt-h\">Key takeaways<\/p><ul><li>Most UK employees have ten minutes or less a day for internal communication (IoIC IC Index 2026, about 5,000 employees).<\/li><li>Messages from people get opened about four times as often as generic app alerts: 64 to 66% against about 16%, in a study of 794,525 phone notifications (<a href=\"https:\/\/www.interruptions.net\/literature\/Pielot-MobileHCI18.pdf\" target=\"_blank\" rel=\"noopener\">Pielot et al., 2018<\/a>).<\/li><li>Removing a step changes behaviour more than better wording. At one large US employer, automatic enrolment raised pension participation from 37% to 86%.<\/li><li>Specific thanks raises voluntary effort. Prizes for taking part reduce it (a meta-analysis of 128 studies).<\/li><li>Several popular design statistics are myths, including &#8220;visuals are processed 60,000 times faster than text&#8221; and &#8220;SMS has a 98% open rate&#8221;.<\/li><\/ul><\/aside>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><strong>On this page<\/strong><\/p>\r\n\r\n\r\n\r\n<ul class=\"wp-block-list\">\r\n<li><a href=\"#what-design-for-engagement-means\">What design for engagement means<\/a><\/li>\r\n\r\n\r\n<li><a href=\"#notice\">Notice: practices 1 to 3<\/a><\/li>\r\n\r\n\r\n<li><a href=\"#read\">Read: practices 4 and 5<\/a><\/li>\r\n\r\n\r\n<li><a href=\"#understand\">Understand: practices 6 to 8<\/a><\/li>\r\n\r\n\r\n<li><a href=\"#answer\">Answer: practices 9 and 10<\/a><\/li>\r\n\r\n\r\n<li><a href=\"#return\">Return: practices 11 and 12<\/a><\/li>\r\n\r\n\r\n<li><a href=\"#design-myths-to-drop\">Design myths to drop<\/a><\/li>\r\n\r\n\r\n<li><a href=\"#a-pre-send-checklist\">A pre-send checklist<\/a><\/li>\r\n\r\n\r\n<li><a href=\"#how-to-measure-whether-the-design-works\">How to measure whether the design works<\/a><\/li>\r\n\r\n\r\n<li><a href=\"#frequently-asked-questions\">Frequently asked questions<\/a><\/li>\r\n<\/ul>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><strong>Planning this for a deskless workforce?<\/strong> <a href=\"https:\/\/tchop.io\/employee-engagement-platform\" target=\"_blank\" rel=\"noopener\">See how tchop&#8217;s employee app reaches staff without a work email<\/a>.<\/p>\r\n\r\n\r\n\r\n<h2 class=\"wp-block-heading\" id=\"what-design-for-engagement-means\">What design for engagement means<\/h2>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">Design for engagement means shaping the message, format, channel, timing, and reply path so that the right people notice an update, understand it, and act on it. Behaviour scientist BJ Fogg sums it up in one line: behaviour happens when motivation, ability, and a prompt come together at the same time (<a href=\"https:\/\/behaviormodel.org\/\" target=\"_blank\" rel=\"noopener\">Fogg Behavior Model<\/a>). The UK&#8217;s Behavioural Insights Team uses four words: make it easy, attractive, social, and timely (<a href=\"https:\/\/www.bi.team\/publications\/east-four-simple-ways-to-apply-behavioural-insights\/\" target=\"_blank\" rel=\"noopener\">EAST framework<\/a>).<\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">For internal communication, both frameworks turn into a five-step reader path. Every update has to be noticed, read, understood, answered, and worth coming back to. The 12 practices follow that path.<\/p>\r\n\r\n\r\n\r\n<figure class=\"wp-block-table\"><table><thead><tr><th>Step<\/th><th>What goes wrong<\/th><th>Practices<\/th><\/tr><\/thead><tbody><tr><td>Notice<\/td><td>The update is one of dozens of alerts that day<\/td><td>1 to 3<\/td><\/tr><tr><td>Read<\/td><td>People scan for a few seconds, then move on<\/td><td>4 and 5<\/td><\/tr><tr><td>Understand<\/td><td>Wrong reading level, language, or format<\/td><td>6 to 8<\/td><\/tr><tr><td>Answer<\/td><td>A login, a long form, or no reason to reply<\/td><td>9 and 10<\/td><\/tr><tr><td>Return<\/td><td>Nothing visible happens after people speak up<\/td><td>11 and 12<\/td><\/tr><\/tbody><\/table><\/figure>\r\n\r\n\r\n\r\n<h2 class=\"wp-block-heading\" id=\"notice\">Notice: get the right update in front of the right person<\/h2>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\" id=\"practice-1\">1. Send fewer alerts, and make each one personal<\/h3>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><strong>Why it works:<\/strong> in a study of 794,525 notifications from 278 Android users, people received a median of 56 notifications a day. Messages from individuals led to opening the app 64% of the time and group messages 66%, but alerts from non-social apps only 16% (<a href=\"https:\/\/www.interruptions.net\/literature\/Pielot-MobileHCI18.pdf\" target=\"_blank\" rel=\"noopener\">Pielot, Vradi, and Park, MobileHCI 2018<\/a>). An internal comms alert lands in that low group unless it reads like a message from someone. Volume costs trust as well. In Gallagher&#8217;s 2026 survey of more than 1,300 comms and HR professionals, 83% said information overload is a growing problem. High message volume came with a 30% rise in leader-trust risk (<a href=\"https:\/\/investor.ajg.com\/news\/news-details\/2026\/61-of-organizations-have-no-formal-change-communication-strategy-despite-ranking-it-as-their-most-pressing-need\/default.aspx\" target=\"_blank\" rel=\"noopener\">Gallagher, 2026<\/a>).<\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><strong>How to apply it:<\/strong> set a notification budget for each audience. Keep push for what is urgent or personal: a shift change, a safety alert, an answer to someone&#8217;s question. Send it from a named person or team, and route everything else to the feed or a weekly digest. Our post on <a href=\"https:\/\/blog.tchop.io\/en\/push-notification-vs-sms\/\">push notifications vs SMS<\/a> compares the two for urgent messages.<\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><strong>On a shift:<\/strong> one push about tomorrow&#8217;s earlier start beats five pushes about company news.<\/p>\r\n\r\n\r\n\r\n<figure class=\"tchop-dfe tchop-stat\"><p class=\"num\">4\u00d7<\/p><figcaption><p class=\"line\">Messages from people are opened about four times as often as generic app alerts: 64 to 66% against about 16%.<\/p><p class=\"src\">Source: <a href=\"https:\/\/www.interruptions.net\/literature\/Pielot-MobileHCI18.pdf\" target=\"_blank\" rel=\"noopener\">Pielot, Vradi, and Park, MobileHCI 2018, 794,525 notifications<\/a><\/p><\/figcaption><\/figure>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\" id=\"practice-2\">2. Put the whole message in the notification<\/h3>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><strong>Why it works:<\/strong> many alerts are never opened. On iOS, notifications leave the lock screen as soon as the phone is unlocked, and system summaries now rank messages by relevance. Airship&#8217;s 2026 benchmark, covering more than 3 billion app users, reports that the median iOS direct-open rate fell by 13.7% in 2025 (<a href=\"https:\/\/www.airship.com\/mobile-app-push-notification-benchmarks-for-2026\/\" target=\"_blank\" rel=\"noopener\">Airship<\/a>, vendor data). Internal email fares little better: only 44% of employees spend more than nine seconds on an internal email (<a href=\"https:\/\/www.contactmonkey.com\/blog\/internal-email-benchmark-report-2026\" target=\"_blank\" rel=\"noopener\">ContactMonkey 2026<\/a>, vendor data, 255,000+ campaigns).<\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><strong>How to apply it:<\/strong> write the notification so it works without a tap: what changes, for whom, and by when. &#8220;Night shift starts at 22:00 from Monday, Hall 3&#8221; is a complete message. &#8220;Important update from HR&#8221; is not. Put the detail behind the tap for people who want it.<\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><strong>On a shift:<\/strong> many people see the alert on a lock screen with their hands full. The text on that screen is the message.<\/p>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\" id=\"practice-3\">3. Time it to the shift, not to the office<\/h3>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><strong>Why it works:<\/strong> timing changes behaviour on its own. In Denmark, evening reminders raised blood donations by 6.5%. Healthcare workers&#8217; hand-washing compliance fell about 8.7 percentage points from the start to the end of a 12-hour shift (<a href=\"https:\/\/bi.team\/wp-content\/uploads\/2014\/04\/BIT-EAST.pdf\" target=\"_blank\" rel=\"noopener\">Behavioural Insights Team, EAST, 2024 edition<\/a>). Desk-based staff face the opposite problem: Microsoft&#8217;s telemetry shows them interrupted every two minutes during core hours, 275 times a day (<a href=\"https:\/\/www.microsoft.com\/en-us\/worklab\/work-trend-index\/breaking-down-infinite-workday\" target=\"_blank\" rel=\"noopener\">Microsoft Work Trend Index, 2025<\/a>).<\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><strong>How to apply it:<\/strong> send when people can act: before a shift, at a break, or after a handover. Set quiet hours that follow shift patterns, and let only safety or operational alerts break through. Test send times instead of copying &#8220;best day&#8221; rules. ContactMonkey found that the best time for internal email differs by industry and region.<\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><strong>On a shift:<\/strong> for a night team, 10:00 on a Tuesday falls in the middle of their sleep.<\/p>\r\n\r\n\r\n\r\n<h2 class=\"wp-block-heading\" id=\"read\">Read: make the point impossible to miss<\/h2>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\" id=\"practice-4\">4. Put the point in the first two words<\/h3>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><strong>Why it works:<\/strong> Nielsen Norman Group&#8217;s eye-tracking research shows that people still scan in an F-shape on desktop and mobile. They read across the top, then down the left edge, so first lines and first words get the most attention (<a href=\"https:\/\/www.nngroup.com\/articles\/f-shaped-pattern-reading-web-content\/\" target=\"_blank\" rel=\"noopener\">NN\/g, 2017<\/a>). Readers who scan by headings, the &#8220;layer-cake&#8221; pattern, do best. NN\/g calls it &#8220;by far the most effective&#8221; way to scan (<a href=\"https:\/\/www.nngroup.com\/articles\/text-scanning-patterns-eyetracking\/\" target=\"_blank\" rel=\"noopener\">NN\/g, 2019<\/a>). Its rule of thumb: if people see only the first two words of a heading, they should still get the gist.<\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><strong>How to apply it:<\/strong> lead headlines with the change or the action: &#8220;Pay date moves to the 25th&#8221;, not &#8220;An update regarding upcoming payroll changes&#8221;. Write subheadings that summarise the section below them. Put who it affects and the deadline in the first sentence.<\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><strong>On a shift:<\/strong> assume the first line is all that some people will read.<\/p>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\" id=\"practice-5\">5. Write short, plain, and scannable<\/h3>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><strong>Why it works:<\/strong> in a controlled test with 51 web users, concise text made a site 58% more usable and a scannable layout 47% more. Combined with neutral, non-promotional language, the gain was 124% (<a href=\"https:\/\/www.nngroup.com\/articles\/concise-scannable-and-objective-how-to-write-for-the-web\/\" target=\"_blank\" rel=\"noopener\">Morkes and Nielsen, NN\/g<\/a>). The test dates from 1997, but later research points the same way: experts prefer plain language too (<a href=\"https:\/\/www.nngroup.com\/articles\/plain-language-experts\/\" target=\"_blank\" rel=\"noopener\">NN\/g, 2017<\/a>). Reading skills also vary more than most writers assume. Across OECD countries, 26% of adults score at Level 1 or below in literacy, the level at which people can manage short, simple texts at best (<a href=\"https:\/\/www.oecd.org\/en\/about\/news\/press-releases\/2024\/12\/adult-skills-in-literacy-and-numeracy-declining-or-stagnating-in-most-oecd-countries.html\" target=\"_blank\" rel=\"noopener\">OECD Survey of Adult Skills 2023<\/a>). On phones, comprehension holds up, but difficult text costs about 30 milliseconds more per word (<a href=\"https:\/\/www.nngroup.com\/articles\/mobile-content\/\" target=\"_blank\" rel=\"noopener\">NN\/g, 2016<\/a>).<\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><strong>How to apply it:<\/strong> keep sentences to 15 to 20 words and paragraphs to two or three sentences. Use bullets for steps. Swap jargon and acronyms for everyday words. NN\/g recommends a reading level of US grade 6 to 8 for general audiences, which most readability checkers can measure.<\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><strong>On a shift:<\/strong> plain text also translates better, which matters for practice 8.<\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><strong>In short:<\/strong> send fewer, more personal alerts, put the whole message in the notification, and time it to the shift. Then lead with the point and write in plain language.<\/p>\r\n\r\n\r\n\r\n<h2 class=\"wp-block-heading\" id=\"understand\">Understand: make it work for every reader<\/h2>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\" id=\"practice-6\">6. Use real images, and caption every video<\/h3>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><strong>Why it works:<\/strong> people remember pictures better than words, a finding known as the picture superiority effect and studied since the 1970s. Two popular claims about it are false. &#8220;Visuals are processed 60,000 times faster than text&#8221; traces to a 1997 3M sales brochure with no source (<a href=\"https:\/\/policyviz.com\/2015\/09\/17\/the-60000-fallacy\/\" target=\"_blank\" rel=\"noopener\">PolicyViz<\/a>). Captions help far more people than most teams expect. In Ofcom&#8217;s survey of 4,363 UK adults, about 6.1 million of the 7.6 million people who used TV subtitles had no hearing impairment (<a href=\"https:\/\/www.ofcom.org.uk\/__data\/assets\/pdf_file\/0019\/45343\/provision.pdf\" target=\"_blank\" rel=\"noopener\">Ofcom, 2006<\/a>).<\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><strong>How to apply it:<\/strong> show real people, places, and work instead of stock images. Caption every video and check that it makes sense with the sound off. Choose one compressed image over autoplay video, because many frontline employees read on their own phones and data plans.<\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><strong>On a shift:<\/strong> in a plant or a store, the sound is off or drowned out. The captions carry the message.<\/p>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\" id=\"practice-7\">7. Make accessibility the default<\/h3>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><strong>Why it works:<\/strong> about 1.3 billion people, 1 in 6 of the world&#8217;s population, live with a significant disability (<a href=\"https:\/\/www.who.int\/news-room\/fact-sheets\/detail\/disability-and-health\" target=\"_blank\" rel=\"noopener\">WHO, 2023<\/a>). Colour vision deficiency affects about 1 in 12 men and 1 in 200 women (<a href=\"https:\/\/www.colourblindawareness.org\/colour-blindness\/\" target=\"_blank\" rel=\"noopener\">Colour Blind Awareness<\/a>). Contrast sensitivity also falls with age.<\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><strong>How to apply it:<\/strong> meet WCAG AA contrast, at least 4.5:1 for body text and 3:1 for large text (<a href=\"https:\/\/www.w3.org\/WAI\/WCAG22\/Understanding\/contrast-minimum.html\" target=\"_blank\" rel=\"noopener\">W3C<\/a>). Never use colour alone to carry meaning, such as red and green status labels. Add alt text to images, and use real text instead of text baked into images.<\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><strong>On a shift:<\/strong> bright light and small screens make low contrast hard for everyone, not only people with a disability.<\/p>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\" id=\"practice-8\">8. Publish in the languages people speak<\/h3>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><strong>Why it works:<\/strong> in Germany, 27% of employees had an immigration background in 2025. In some frontline jobs the share is between 47% and 56%: cooks, food production, meat processing, scaffolding, and bus and tram drivers (<a href=\"https:\/\/www.destatis.de\/DE\/Presse\/Pressemitteilungen\/2026\/09\/PD26_N066_13.html\" target=\"_blank\" rel=\"noopener\">Destatis, 2026<\/a>). Many of these employees are fluent or native speakers, so the figure is not a count of people who struggle with German. It does show how mixed many frontline teams are. Studies of safety training delivered in workers&#8217; first language report better knowledge and safer behaviour, although most use simple before-and-after designs.<\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><strong>How to apply it:<\/strong> find out which languages your teams speak, start with the main ones, and let each employee choose their language. Use machine translation with a human check for safety, pay, and HR content. Keep the source text plain so it translates well. More on this in our glossary entry on <a href=\"https:\/\/tchop.io\/resources\/glossary\/internal-communication\/multilingual-communication\" target=\"_blank\" rel=\"noopener\">multilingual communication<\/a>.<\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><strong>On a shift:<\/strong> a safety change that exists only in German hasn&#8217;t reached everyone yet.<\/p>\r\n\r\n\r\n\r\n<h2 class=\"wp-block-heading\" id=\"answer\">Answer: remove every step between reading and replying<\/h2>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\" id=\"practice-9\">9. Make answering one tap, with no login<\/h3>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><strong>Why it works:<\/strong> small steps decide whether people act. At one large US employer, automatic enrolment raised pension participation from 37% to 86%. A one-step &#8220;quick enrolment&#8221; form added 10 to 20 percentage points within three months, and asking for an active yes or no beat opt-in by 28 points (<a href=\"https:\/\/nber.org\/reporter\/2024number3\/influencing-retirement-savings-decisions-automatic-enrollment-and-related-tools\" target=\"_blank\" rel=\"noopener\">Beshears, Choi, Laibson, and Madrian, NBER, 2024<\/a>). Participation also depends on what you count. Jakob Nielsen&#8217;s 90-9-1 rule describes communities where 90% only read and 1% create most of the content (<a href=\"https:\/\/www.nngroup.com\/articles\/participation-inequality\/\" target=\"_blank\" rel=\"noopener\">NN\/g, 2006<\/a>). His own fix is to make contributing easier, for example a rating instead of a written review.<\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><strong>How to apply it:<\/strong> offer one-tap answers: a reaction, a yes or no, a one-question poll. Remove logins that add no protection, and pre-fill what you already know. Count reactions and poll answers as participation, not only comments. Many frontline employees have <a href=\"https:\/\/blog.tchop.io\/en\/microsoft-teams-vs-employee-app-frontline-workers\/\">no company device<\/a>, so test every reply path on a personal phone.<\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><strong>On a shift:<\/strong> if answering takes longer than a break, people won&#8217;t answer.<\/p>\r\n\r\n\r\n\r\n<figure class=\"tchop-dfe tchop-stat\"><p class=\"num\">37% \u2192 86%<\/p><figcaption><p class=\"line\">At one large US employer, automatic enrolment raised pension participation from 37% to 86%.<\/p><p class=\"src\">Source: <a href=\"https:\/\/nber.org\/reporter\/2024number3\/influencing-retirement-savings-decisions-automatic-enrollment-and-related-tools\" target=\"_blank\" rel=\"noopener\">Beshears, Choi, Laibson, and Madrian, NBER Reporter 2024<\/a><\/p><\/figcaption><\/figure>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">This is the problem tchop&#8217;s employee app was built around. Employees join with an access code from their employer instead of a work email, and can react to a post or answer a poll with one tap. <a href=\"https:\/\/tchop.io\/employee-engagement-platform\" target=\"_blank\" rel=\"noopener\">See how it works<\/a>.<\/p>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\" id=\"practice-10\">10. Use honest, local social proof<\/h3>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><strong>Why it works:<\/strong> telling people what most others do changes behaviour. The UK tax authority&#8217;s best social-norm letter raised payments by 5 percentage points. A letter telling GP practices that most local practices prescribed fewer antibiotics cut prescribing by 3.3%, about 73,406 fewer prescriptions (<a href=\"https:\/\/bi.team\/wp-content\/uploads\/2014\/04\/BIT-EAST.pdf\" target=\"_blank\" rel=\"noopener\">Behavioural Insights Team, EAST<\/a>). The same research warns that norms backfire when people learn that fewer colleagues act than they expected.<\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><strong>How to apply it:<\/strong> share participation when it is high and local: &#8220;8 in 10 people at the Leipzig site have already picked their holiday dates.&#8221; Never announce low numbers such as &#8220;only 30% have read this&#8221;, which tells the other 70% that ignoring it is normal. Pick a reference group people identify with: their site, shift, or team.<\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><strong>On a shift:<\/strong> Hall 3 cares more about Hall 3 than about the company average.<\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><strong>In short:<\/strong> use real images with captions, make accessibility the default, and publish in the languages your teams read. Then make answering one tap, and use honest, local social proof.<\/p>\r\n\r\n\r\n\r\n<h2 class=\"wp-block-heading\" id=\"return\">Return: give people a reason to come back<\/h2>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\" id=\"practice-11\">11. Recognise with words, not prizes<\/h3>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><strong>Why it works:<\/strong> a meta-analysis of 128 studies found that positive feedback increased people&#8217;s later voluntary effort (d = 0.33). Tangible rewards for taking part reduced it (d = \u22120.40), according to the same analysis (<a href=\"https:\/\/depts.washington.edu\/techdocs\/papers\/deciExtrinsicRewardsAndIntrinsicMotivation99.pdf\" target=\"_blank\" rel=\"noopener\">Deci, Koestner, and Ryan, 1999<\/a>). Most employees don&#8217;t get enough of it. In Gallup&#8217;s 2022 research with recognition vendor Workhuman, only 23% strongly agreed that they get the right amount of recognition. Employees recognised by a manager at least a few times a month were more than three times as likely to be engaged (<a href=\"https:\/\/www.gallup.com\/analytics\/472658\/workplace-recognition-research.aspx\" target=\"_blank\" rel=\"noopener\">Gallup<\/a>). Gamification is weaker than its reputation. A review of 24 studies found that effects depend on the context and the users, and that some gains may come from novelty and fade (<a href=\"https:\/\/www.lescahiersdelinnovation.com\/wp-content\/uploads\/2019\/06\/2014-hamari_et_al-does_gamification_work.pdf\" target=\"_blank\" rel=\"noopener\">Hamari, Koivisto, and Sarsa, 2014<\/a>).<\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><strong>How to apply it:<\/strong> thank people by name for something specific, where their team can see it. Ask how they like to be recognised: in the same research, only 10% said anyone had asked. Don&#8217;t award points or prizes for opening posts. If you add game elements, keep them light and check whether they still work after the first month. Our list of <a href=\"https:\/\/blog.tchop.io\/en\/employee-engagement-ideas\/\">employee engagement ideas<\/a> includes several <a href=\"https:\/\/tchop.io\/resources\/glossary\/internal-communication\/recognition-communication\" target=\"_blank\" rel=\"noopener\">recognition<\/a> formats that cost nothing.<\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><strong>On a shift:<\/strong> make sure thanks reach the night shift, not only the people leaders see.<\/p>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\" id=\"practice-12\">12. Close the loop, and give it a quarter<\/h3>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><strong>Why it works:<\/strong> in the UK, 49% of employees feel they can speak up at work without fear. Employees who aren&#8217;t regularly at a computer are 13 points less likely to feel safe doing so (<a href=\"https:\/\/www.ioic.org.uk\/insight-practice\/ic-index.html\" target=\"_blank\" rel=\"noopener\">IoIC IC Index 2026<\/a>). In the US, 31% of non-desk employees say their feedback is never considered during change, against 21% of desk-based staff (<a href=\"https:\/\/insights.staffbase.com\/hubfs\/2025%20Employee%20Communication%20Impact%20Study\/2025%20US%20Employee%20Communication%20Impact%20Study.pdf\" target=\"_blank\" rel=\"noopener\">Staffbase and YouGov, 2025<\/a>, vendor data). Gallup found in 2018 that only 8% of employees strongly agreed their employer acts on survey results (<a href=\"https:\/\/www.gallup.com\/workplace\/241253\/ways-botch-employee-surveys.aspx\" target=\"_blank\" rel=\"noopener\">Gallup<\/a>). Research on acting after surveys is positive but mixed. A 2021 review of 53 records found inconsistent effects, and none of the studies measured whether follow-up raises later response rates (<a href=\"https:\/\/frontiersin.org\/articles\/10.3389\/fpsyg.2021.801073\/full\" target=\"_blank\" rel=\"noopener\">Huebner and Zacher, 2021<\/a>). New habits also take longer than the popular 21 days. In the best-known study, the median was 66 days, with a range of 18 to 254 (<a href=\"https:\/\/pmc.ncbi.nlm.nih.gov\/articles\/PMC11641623\/\" target=\"_blank\" rel=\"noopener\">Singh et al., 2024<\/a>, citing Lally et al., 2010).<\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><strong>How to apply it:<\/strong> publish &#8220;you said, we did&#8221; updates that link back to what people raised, including what you can&#8217;t change and why. Give a new format at least a quarter before you judge it. Keep it at the same time and in the same place each week, so people know where to look.<\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><strong>On a shift:<\/strong> post the answer where the question was asked, so the night shift sees it too.<\/p>\r\n\r\n\r\n\r\n<h2 class=\"wp-block-heading\" id=\"design-myths-to-drop\">Design myths to drop<\/h2>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">Several statistics travel from deck to deck without a source. Here&#8217;s what the evidence says instead.<\/p>\r\n\r\n\r\n\r\n<figure class=\"wp-block-table\"><table><thead><tr><th>Popular claim<\/th><th>What the evidence shows<\/th><th>Say this instead<\/th><\/tr><\/thead><tbody><tr><td>&#8220;Visuals are processed 60,000 times faster than text&#8221;<\/td><td>Traced to a 1997 3M brochure with no references (<a href=\"https:\/\/policyviz.com\/2015\/09\/17\/the-60000-fallacy\/\" target=\"_blank\" rel=\"noopener\">PolicyViz<\/a>)<\/td><td>People remember pictures better than words<\/td><\/tr><tr><td>&#8220;People remember 80% of what they see&#8221;<\/td><td>No traceable study. It is attributed to a researcher who said he never made the claim (<a href=\"https:\/\/policyviz.com\/2015\/10\/21\/more-statistical-fallacies\/\" target=\"_blank\" rel=\"noopener\">PolicyViz<\/a>)<\/td><td>Same as above<\/td><\/tr><tr><td>&#8220;85% of video is watched without sound&#8221;<\/td><td>2016 Facebook data from a few publishers, when autoplay was muted by default (<a href=\"https:\/\/digiday.com\/media\/silent-world-facebook-video\/\" target=\"_blank\" rel=\"noopener\">Digiday<\/a>)<\/td><td>Caption every video. Most UK subtitle users have no hearing impairment (Ofcom)<\/td><\/tr><tr><td>&#8220;SMS has a 98% open rate&#8221;<\/td><td>From a 2010 white paper. Its author now estimates that 55% of texts are read (<a href=\"https:\/\/mobilesquared.co.uk\/?p=12447\" target=\"_blank\" rel=\"noopener\">Mobilesquared<\/a>)<\/td><td>SMS opens can&#8217;t be measured. Treat SMS as a fallback, not a guarantee<\/td><\/tr><tr><td>&#8220;It takes 21 days to form a habit&#8221;<\/td><td>Median 66 days, range 18 to 254 (Lally et al., 2010)<\/td><td>Judge a new format after a quarter<\/td><\/tr><tr><td>&#8220;People read only 20% of your newsletter&#8221;<\/td><td>An estimate of words read per web page, from 2005 browser logs of 25 users (<a href=\"https:\/\/www.nngroup.com\/articles\/how-little-do-users-read\/\" target=\"_blank\" rel=\"noopener\">NN\/g<\/a>)<\/td><td>Most people read a fraction of any page, so lead with the point<\/td><\/tr><tr><td>&#8220;Put the first name in the subject line for more opens&#8221;<\/td><td>+20% opens in a 2018 study. No effect for first names in a 2023 replication<\/td><td>Personalise by role, site, shift, and language<\/td><\/tr><tr><td>&#8220;80% of the world&#8217;s workforce is deskless&#8221;<\/td><td>A 2018 venture capital estimate with no published method (<a href=\"https:\/\/venturebeat.com\/2018\/09\/08\/the-deskless-workforce-a-massive-opportunity-for-entrepreneurs\" target=\"_blank\" rel=\"noopener\">VentureBeat<\/a>)<\/td><td>Say &#8220;an estimated 80%&#8221;, or use your own workforce data<\/td><\/tr><\/tbody><\/table><\/figure>\r\n\r\n\r\n\r\n<h2 class=\"wp-block-heading\" id=\"a-pre-send-checklist\">A pre-send checklist<\/h2>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">Run every important update through these ten questions before it goes out:<\/p>\r\n\r\n\r\n\r\n<ol class=\"wp-block-list\">\r\n<li>Is it for everyone, or for one group? Target it.<\/li>\r\n\r\n\r\n<li>Does it need a push, or can it wait for the feed or digest?<\/li>\r\n\r\n\r\n<li>Does the notification text work without a tap?<\/li>\r\n\r\n\r\n<li>Do the first two words carry the point?<\/li>\r\n\r\n\r\n<li>Are sentences under 20 words and paragraphs under four lines?<\/li>\r\n\r\n\r\n<li>Can someone without a company email address open it?<\/li>\r\n\r\n\r\n<li>Does it make sense with the sound off and without colour?<\/li>\r\n\r\n\r\n<li>Is it in the languages your teams read?<\/li>\r\n\r\n\r\n<li>Can people answer with one tap?<\/li>\r\n\r\n\r\n<li>Who closes the loop, and by when?<\/li>\r\n<\/ol>\r\n\r\n\r\n\r\n<h2 class=\"wp-block-heading\" id=\"how-to-measure-whether-the-design-works\">How to measure whether the design works<\/h2>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">Measure by segment, never as one average. ContactMonkey&#8217;s 2026 data shows the lowest internal email open rates in transportation, aviation, and logistics, at 63% to 67%. It also found that 84% of internal email opens happen on a desktop (vendor data). A healthy company-wide email rate can hide a frontline that never sees the message.<\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">Track four things:<\/p>\r\n\r\n\r\n\r\n<ul class=\"wp-block-list\">\r\n<li><strong>Reach:<\/strong> who saw the update, by site, shift, role, and language.<\/li>\r\n\r\n\r\n<li><strong>Notification health:<\/strong> opt-in rate, open rate by segment, and opt-outs after each send. In consumer apps, median push opt-in is only about 49% on iOS and 53% on Android (<a href=\"https:\/\/www.airship.com\/mobile-app-push-notification-benchmarks-for-2026\/\" target=\"_blank\" rel=\"noopener\">Airship<\/a>, vendor data), so explain what employees will get before you ask.<\/li>\r\n\r\n\r\n<li><strong>Participation:<\/strong> reads, reactions, poll answers, comments, and questions, counted as separate levels.<\/li>\r\n\r\n\r\n<li><strong>Follow-through:<\/strong> how often a &#8220;you said, we did&#8221; update follows within a set time.<\/li>\r\n<\/ul>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">Compare quarter on quarter, not week on week. Our post on <a href=\"https:\/\/blog.tchop.io\/en\/pulse-survey-vs-engagement-survey\/\">pulse surveys vs engagement surveys<\/a> explains how to add a short monthly check, and the <a href=\"https:\/\/blog.tchop.io\/en\/employee-engagement-statistics\/\">employee engagement statistics<\/a> give benchmarks to compare against.<\/p>\r\n\r\n\r\n\r\n<h2 class=\"wp-block-heading\" id=\"frequently-asked-questions\">Frequently asked questions<\/h2>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\" id=\"what-are-internal-communication-best-practices\">What are internal communication best practices?<\/h3>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">Internal communication best practices are habits that help employees notice, understand, and act on updates. The research-backed ones start with sending fewer, more personal alerts and leading with the point. Write in plain language, and make content accessible and multilingual. Then make answering one tap, and show what changed after people spoke up.<\/p>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\" id=\"how-do-you-make-internal-communication-more-engaging\">How do you make internal communication more engaging?<\/h3>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">Remove effort and add relevance. Target updates by site, shift, or role, put the full message in the first line, and let people answer with a reaction or a one-question poll. Then publish what happened as a result. Engagement grows when people see that reading and replying is worth their time.<\/p>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\" id=\"how-often-should-you-send-internal-communication\">How often should you send internal communication?<\/h3>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">No credible study gives an ideal frequency. Set a budget for each audience, keep push notifications for urgent or personal updates, and send the rest in a feed or digest. Watch opt-outs and mutes after each send. Rising numbers mean you&#8217;re sending too much or the wrong things.<\/p>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\" id=\"do-push-notifications-work-for-employee-communication\">Do push notifications work for employee communication?<\/h3>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">They work when they&#8217;re relevant. In a study of almost 800,000 notifications, messages from people were opened about four times as often as generic app alerts. Write notifications that read like a message from a person or team, target them, and explain what employees will receive before asking them to opt in.<\/p>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\" id=\"what-is-engagement-design\">What is engagement design?<\/h3>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">Engagement design is the practice of shaping a message, product, or channel so that people notice it, act on it, and come back. It draws on behavioural science, such as the Fogg Behavior Model and the EAST framework, and on usability research about how people read and use screens.<\/p>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\" id=\"how-do-you-reach-employees-who-don-t-have-a-company-email-ad\">How do you reach employees who don&#8217;t have a company email address?<\/h3>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">Use a channel that works on personal phones without a company account, and keep in-person formats such as <a href=\"https:\/\/tchop.io\/resources\/glossary\/internal-communication\/huddle-communication\" target=\"_blank\" rel=\"noopener\">shift huddles<\/a>. Gallagher&#8217;s 2026 research found in-person town halls the most effective format in frontline settings. Digital channels work best when they prepare and follow up on those moments. Our guide to <a href=\"https:\/\/blog.tchop.io\/en\/employee-engagement-ideas\/\">employee engagement ideas<\/a> sorts 40 ideas by whether they reach people without email.<\/p>\r\n\r\n\r\n\r\n<h2 class=\"wp-block-heading\" id=\"design-every-update-for-the-night-shift\">Design every update for the night shift<\/h2>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">If your updates stop at the office door, tchop can help. Your <a href=\"https:\/\/tchop.io\/resources\/glossary\/internal-communication\/deskless-workforce\" target=\"_blank\" rel=\"noopener\">deskless workforce<\/a> gets a branded employee app, opened with an access code from their employer instead of a work email address. You can target push notifications to groups, run polls with anonymous voting, and see push open rates in the analytics. See how our <a href=\"https:\/\/tchop.io\/employee-engagement-platform\" target=\"_blank\" rel=\"noopener\">employee engagement platform<\/a> works, or <a href=\"https:\/\/tchop.io\/company\/contact\" target=\"_blank\" rel=\"noopener\">book a 20-minute demo<\/a>.<\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><strong>More on internal communication<\/strong><\/p>\r\n\r\n\r\n\r\n<ul class=\"wp-block-list\">\r\n<li><a href=\"https:\/\/blog.tchop.io\/en\/employee-engagement-ideas\/\">40 employee engagement ideas, sorted by where people work<\/a><\/li>\r\n\r\n\r\n<li><a href=\"https:\/\/blog.tchop.io\/en\/push-notification-vs-sms\/\">Push notification vs SMS: which reaches people<\/a><\/li>\r\n\r\n\r\n<li><a href=\"https:\/\/blog.tchop.io\/en\/reaching-temp-workers-frontline-app\/\">Reaching temp workers on the frontline<\/a><\/li>\r\n\r\n\r\n<li><a href=\"https:\/\/blog.tchop.io\/en\/employee-app-rollout-temp-workers\/\">Rolling out an employee app to temp workers<\/a><\/li>\r\n\r\n\r\n<li><a href=\"https:\/\/blog.tchop.io\/en\/pulse-survey-vs-engagement-survey\/\">Pulse survey vs engagement survey<\/a><\/li>\r\n\r\n\r\n<li><a href=\"https:\/\/blog.tchop.io\/en\/employee-engagement-statistics\/\">Employee engagement statistics 2026<\/a><\/li>\r\n<\/ul>\r\n\r\n\r\n\r\n<script type=\"application\/ld+json\">{\"@context\": \"https:\/\/schema.org\", \"@type\": \"FAQPage\", \"@id\": \"https:\/\/blog.tchop.io\/en\/internal-communication-best-practices\/#faq\", \"mainEntity\": [{\"@type\": \"Question\", \"name\": \"What are internal communication best practices?\", \"acceptedAnswer\": {\"@type\": \"Answer\", \"text\": \"Internal communication best practices are habits that help employees notice, understand, and act on updates. 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