Why Do I Need Video for My Internal Communication?

Good internal communication is the key to success in every workplace.

Videos are a great resource to use for communication. They are efficient, cost-effective and can create engagement like no other medium.

Video is a very customizable format that can incorporate different forms of media and create resources such as animation, music, and other sound effects to help communicate ideas more effectively.

Here are some of the ways to make sure you gain the most benefit from using videos for internal communication. 

Why do you need good internal communication?

It is important to define what information you want to share, how often, and with whom. The information you share and your communication effectiveness will boost feelings of belonging and a sense of engagement. This can improve employee engagement and retention. 

A good internal communication strategy will help you to build a strong company culture. In an organization, culture can make a difference to team productivity and overall success.
Employees who know you listen when they communicate are more effective at their jobs. 

If you ensure that information is accessible, consistent, and secure, it helps to align employees around common goals. This can improve team collaboration and productivity. 

Communication between teams

In a study by Gallagher, 81% of respondents say that the way a team leader communicates with the team sets the standard for workplace interactions. It also determines how other team members communicate with one another. Communication effectiveness will help to create an organizational culture of meaningful connection and accountability. 

1. Pick your tools

In 2019 the team collaboration software market grew considerably. It reached $9.5 billion globally as employees started working remotely due to the Covid-19 pandemic. 

The video conferencing software tools that teams use have an impact on internal communication. It is important to consider ease of use, prices, features etc., when choosing these tools. A video conferencing tool that employees can access on mobile devices is crucial as so many of them now work remotely. 

The following features of video communication platforms help to improve team productivity:

  • Screen sharing, where everyone can see the same screen, is a great help when hosting a meeting. This can help with presentations, demos, and group collaboration on projects. 
  • Customization and branding enable brands to use their own logos, colors, etc.
  • Security is essential, and it’s important to find out about security features like encryption and two-factor authentication. 
  • Live chat features help with getting clarifications or asking questions while meetings are in progress without interrupting the flow of conversation. 
  • Video recording needs to be high quality so users can refer back to a meeting or catch up on content they can’t attend. This can help with message retention. 
  • Compatibility with multiple devices is essential. You don’t want employees to be locked out of meetings due to device incompatibility. 
  • Document management and file sharing are valuable features. Team members should be able to share documents and files during meetings. It should be easy for remote teams to find and share important resources or guidelines. This is important because 65% of remote or hybrid employees say they struggle to find files. Key information needs to be in a central location and easy to find. 
  • Group video calls enable team members to connect simultaneously and work together on projects. 
  • Instant messaging capabilities can help with quickly sending messages. 

Small businesses may get away with free or low-cost solutions because they may only need some basic features like screen sharing and recording. Loom allows you to record your camera, microphone, and desktop simultaneously, and your video is constantly available. It provides easy one-way sharing of a video recording that doesn’t need a reply. Zoom is better for live, real-time video conferencing. Many advanced options come with a host of added features, such as whiteboard sharing, and some cost much more than others. 

2. Think about how you will use the tools

You will need to consider usage scenarios and what kind of scalability is available when choosing video communication conferencing tools. For example, Slack offers unlimited users and messages with all plans. Microsoft Teams offers up to 500,000 users and unlimited messages. If you want to enhance team collaboration, interactive tools like break-out rooms or annotations are important. 

When Microsoft launched Teams in 2016, it entered a market controlled by Slack. It has become an all-in-one platform for communications organizations of any size can use. One of its key advantages over its competitors is its integration with Office 365. Slack isn’t its only competitor. For example, Zoom saw meteoric growth during the pandemic. 

In 2022, Teams had 270 million users, and Slack had 18 million active users. More than 183,000 educational institutions use Microsoft Teams and some large companies like Pfizer and Accenture have more than 100,000 active users. 

According to Slack, the use of the app can reduce emails by 32% and meetings by 27%. When Slack was launched in 2014, it was an immediate success. Some large organizations that use Slack include Amazon, PayPal, and Airbnb. More than 500,000 developers use Slack and send 1.5 billion messages each week using Slack. There are currently 2,400 apps available in the Slack App Directory, which makes communication etc., easier. 

Intuitive interfaces make it easy for users to join calls quickly, and they won’t need any time to set up or technical expertise. One of Slack’s advantages over Microsoft Teams is that it is easy to set up, get started, and learn how to work with it. 

Relevant and timely communication makes message retention more likely. It’s important to have one-on-one conversations instead of just pushing out information. A timely video message can be a powerful way for leaders to increase team inspiration. 

With a Slack channel dedicated to open team communication, it will create a better organizational culture. Team members will feel they can contribute ideas which can increase motivation. Building a culture of recognition can help to boost employee engagement. 

Solutions compatible with other platforms allow multiple users on different devices or operating systems to access calls without issues. Communication effectiveness will also come from not using too many different communication channels and making sure they all integrate with one another. 

Some internal communication statistics

Some of the effects of poor communication are low employee morale, a failure to complete projects, missed performance goals and lost sales. 

  • According to Workforce, 60% of companies don’t have long-term internal communication strategies
  • IBM states that 72% of employees don’t fully understand their company’s communication strategies. 
  • Deloitte says that only 23% of executives believe their companies excel at aligning employee goals with company goals. 
  • According to Recruiter, 33% of employees stated that a lack of seamless, open, and honest communication negatively impacts their productivity and morale. 
  • A report by Holmes shows that the cost of poor communication has reached $37 billion in total. Some of this is a result of poor message retention, miscommunications etc. 

What these statistics reveal is that many companies need to improve communication effectiveness. If they do so, they can experience the following results:

  • A McKinsey report states that team productivity can increase by 20 to 25% with good communication and connection
  • Recent research shows that employee engagement can increase team productivity. Engaged employees are 17% more productive than their peers. 
  • According to Clear Company, businesses that communicate effectively are 50% more likely to have lower employee turnover. Engaged employees are much less likely to leave an organization. They are more likely to stay in a job if they feel valued and supported.

Regular employee engagement surveys can provide valuable insights to help improve communications. 

Why is video the most effective tool to communicate and educate?

There are many reasons for video communication effectiveness. This includes that videos are easy to create, can save time and money, and create more employee engagement and message retention. Video communication has become an essential tool for remote teams to stay connected and for good team collaboration. 

1. Easy to create 

Video communication can be a more efficient way of conveying information compared to email or text-based messaging. When writing emails, it can be difficult to get complex ideas across. Tone can be misinterpreted, and they can take time to draft. Videos are not that difficult to create, especially where employees can easily capture video from their screens and record their voices. 

Employees don’t have to let the pursuit of perfection and high production standards hold them back. They can get in front of the camera and bring a personal touch to their communications for more communication effectiveness. Message retention will be higher when there’s more of a personal touch. 

2. Save time

If employees keep asking the same questions, answering them over and over wastes time. Creating an internal FAQ video can answer the most common questions. Employees can get answers to questions right away, and this can increase employee productivity. 

Team members can keep meetings for big updates and internal communication videos for smaller announcements. They provide a way to keep team members up-to-date and do away with unnecessary meetings that interfere with their employee productivity. Watching a succinct and appealing video creates more employee engagement and message retention than attending a long, boring meeting. 

3. Increase efficiency

A recruitment video can showcase your company to new candidates. You can get your current employees to give their input on what it’s like to work at the company. 

It can be frustrating and time-consuming to onboard and teach new employees who have limited to no experience. Videos can help with onboarding them and quickly bring them up to speed with organizational culture and much more. Using eye-catching visuals and good scripts can help them to absorb concepts quickly. Message retention of complex subjects will improve when combining visually appealing elements and animation with easy-to-follow narration. 

4. Better understanding and retention

Team members will learn more by watching videos like explainer videos than by reading text. Studies show that it is easier for them to process information, and message retention is higher. If they forget certain information, they can easily refer back to a video.

5. Save money

You don’t have to hire instructors to train employees when you can use on-demand video to do so. Employees can access training videos at any time that’s convenient for them and from anywhere. Training opportunities improve employee engagement and can lead to professional development and career growth. It also benefits the company to have better-trained employees. 

Use an organization video tube to put your videos center stage

CincoTube by Cincopa is a personalized video tube. You can create your own secure, personalized space for internal communication where you upload and share your digital assets. Here are some of the beneficial features: 

1. Record directly from the Tube

The RecTrace (Record and Screen) extension is on your Tube and allows you to capture video from your screen and record your voice with a single click from the browser. You can record only your camera for a Talking Head video. You can switch between cameras and select a desired video resolution. 

Creating personalized video messages helps to engage team members. You can send updates, introduce new hires to remote teams and make announcements. Message retention will be higher when creating personalized videos. 

 2. Share secure links 

Team collaboration is possible between different departments, from sales to marketing and HR, with the use of different channels. Being able to invite contributors to join a space makes it easier to collaborate on projects and share content. 

You can share a channel with someone by using a secure link. The user only gets access to the channel and not to the workspace. When you navigate to the channel you want to share, you get two link options. The first will give access to the workspace, but the second will not. This means you can send the link to a person but don’t have to add the person as a user to the channel. Creating expiration dates for links adds another level of security. 

3. Upload any of your recorded team meetings

You don’t have to worry about uploading videos from video conferencing platforms. CincoTube natively integrates with these platforms, such as Zoom. Internal communication sessions, corporate meetings and town halls are automatically recorded, saved and imported into your CincoTube account

You can then enhance these videos with features such as closed captions or annotations etc. Converting all your videos into video-on-demand ensures you get the best returns from them. 

4. Embed any videos from Vimeo/YouTube 

With CincoTube, teams can upload videos manually or import them from YouTube. They can transfer them directly from Dropbox, Google Drive, and other storage platforms onto their own Tube for others to watch.

You will have the infrastructure to host and display high-quality video content securely. It is problematic to use YouTube for hosting your videos for various reasons, such as the proliferation of competing videos that distract viewers. YouTube may be great for extensive reach, but it’s not suitable in many other ways, especially for internal communications that need to remain secure. 

5. Manage team permissions 

CincoTube has powerful permission settings.
You can control exactly who has access to which type of content. You can ensure your digital assets are secure and don’t fall into the wrong hands. Suppose your content pipeline involves various permissions and approvals before the video goes live. In that case, you have built-in capabilities to help streamline the creative process and make sure it is secure. 

CincoTube – the ultimate solution for video collaboration 

Utilizing CincoTube in your organization gives you the freedom to share your videos in different ways.
–> Check out why Liedos chose CincoTube for internal and external communication.

You can use live streaming or video-on-demand. You can even schedule live broadcasting (linear TV), pre-record an event, upload it directly to your Tube, and schedule it to play live at a specific time. With all three distinctive technologies, your teams can decide how, where, and when they want to use each form for the best team productivity. 

Measuring employee engagement, interaction, and compliance helps you drive alignment throughout your organization. Advanced analytics allow you to track behavior so you can improve communication strategies. You can track down the individual user and improve team collaboration and engagement with better videos. 

Advanced encryption, 2FA, and SSO are some of the security features you will experience. Single sign-on (SSO) means users need only one set of credentials to log on, which reduces surface attacks. 

A final word

The pandemic has accelerated the adoption of video communication, and communication effectiveness has become all-important. There are multiple reasons why using your own video tube or video channel is an excellent idea if you publish plenty of multimedia content. 

VideoTube with CincoTube (Powered by Cincopa) allows you to upload, organize, manage, edit, and share video content safely and securely. Using CincoTube can empower your teams whether you are an online educator, digital publisher, healthcare organization, or large enterprise.
You need to give your video content a chance to make an impact, and CincoTube can make this a reality

Originally published on April 15th, 2023
The Blog

Why Do I Need Video for My Internal Communication?

by Simi time to read: 10 min