Guide

The Ultimate Guide to Internal Communication in 2025

Guide

The Ultimate Guide to Internal Communication in 2025

1. Choose and edit your template

Sigilium offers various email signature templates. They are all dynamic (they integrate powerful logic) and customizable. Choose the one that suits you. Preview the rendering. Apply it to the signatures.

Customize the fields:

Define the logo and the colors used
Define the sites and networks associated with each entity
Allow adding portraits
Add direct appointment scheduling

Benefit from our HTML editor

Make the most of your skills and creativity. If you want to modify variables from an existing template or code your own template, it's possible! Sigilium allows you to test and preview your work before applying it to all or part of the users.

Or opt for custom integration

You have built an email signature template internally or with your agency? We can integrate it. Preparing a functional email signature requires validating a certain number of constraints.

Here is an article / a check-list that will help you check that everything is OK for the integration!

1. Choose and edit your template

Customize the fields:

Define the logo and the colors used
Define the sites and networks associated with each entity
Allow adding portraits
Add direct appointment scheduling

Benefit from our HTML editor

Or opt for custom integration

You have built an email signature template internally or with your agency? We can integrate it. Preparing a functional email signature requires validating a certain number of constraints.

Here is an article / a check-list that will help you check that everything is OK for the integration!

2. Manage the brand image of various entities

You have multiple brands or entities within your company? From the same account, you can manage the brand image of each one.

Define a common template with variations for each brand, or define a template for each brand.

In a few minutes, configure the elements of each brand/entity: logo, website, social networks, contact information...

2. Manage the brand image of various entities

You have multiple brands or entities within your company? From the same account, you can manage the brand image of each one.

Define a common template with variations for each brand, or define a template for each brand.

In a few minutes, configure the elements of each brand/entity: logo, website, social networks, contact information...

3. Deploy a change of identity

Close to 40% of the companies using Sigilium to centralize the management of their email signatures have evolved their identity over the past four years.

The power of centralized management allows you to make a change and deploy it to all concerned users, in less than 3 minutes.

Customer Cases
Changes in identity, email nomenclature, franchise management, acquisitions/mergers of multiple brands:
Discover some customer cases and how they have managed and deployed these changes, very simply.

Discover customer cases

3. Deploy a change of identity

Close to 40% of the companies using Sigilium to centralize the management of their email signatures have evolved their identity over the past four years.

The power of centralized management allows you to make a change and deploy it to all concerned users, in less than 3 minutes.

Discover customer cases

1. Choose and edit your template

Customize the fields:

Define the logo and the colors used
Define the sites and networks associated with each entity
Allow adding portraits
Add direct appointment scheduling

Benefit from our HTML editor

Or opt for custom integration

You have built an email signature template internally or with your agency? We can integrate it. Preparing a functional email signature requires validating a certain number of constraints.

Here is an article / a check-list that will help you check that everything is OK for the integration!

2. Manage the brand image of various entities

You have multiple brands or entities within your company? From the same account, you can manage the brand image of each one.

Define a common template with variations for each brand, or define a template for each brand.

In a few minutes, configure the elements of each brand/entity: logo, website, social networks, contact information...

3. Deploy a change of identity

Close to 40% of the companies using Sigilium to centralize the management of their email signatures have evolved their identity over the past four years.

The power of centralized management allows you to make a change and deploy it to all concerned users, in less than 3 minutes.

Discover customer cases

Do you want to boost your teams' engagement, align everyone on the company's objectives, and create a strong and effective corporate culture? Internal communication is THE key! In this ultimate guide, we will tell you everything about how to transform your internal communication into a superpower for your company in 2024. Let’s go!

What is an email signature? 📧

Imagine internal communication as the nervous system of your company. It's simply the set of actions that allow information to circulate among all members of your organization. From the big boss to the intern, including the teams in the field, everyone is involved!

In short, internal communication is:

Sharing key information so that everyone performs in their job
Creating fluid exchanges between management and teams
Building a corporate culture where everyone feels involved

In short, it's the cement that keeps your team united and performing! 💪

The differences between external and internal communication

Well, now that we've clarified what internal communication is, let's talk a little about its cousin, external communication. Same family, but not the same mission!

External comms: everything aimed at the outside world (clients, media, etc.). Its objective? Managing the brand's image.
Internal comms: focus on internal exchanges. Its promise? Inform, engage, and rally the troops.

But beware, these two types of communication are complementary! Good internal comms often reflect in the external image of the company. Well-informed and engaged employees naturally become your best ambassadors to the outside world. 🌟

In the rest of this guide, we will see how to implement it effectively, measure it, and above all, how to turn it into a real asset for your company.

What is an email signature? 📧

Imagine internal communication as the nervous system of your company. It is simply the set of actions that allows information to flow between all members of your organization. From the big boss to the intern, including the teams on the ground, everyone is involved!

In short, internal communication is:

Sharing key information so that everyone can excel in their job
Creating smooth exchanges between management and the teams
Building a company culture where everyone feels involved

In short, it is the glue that keeps your team united and high-performing! 💪

The differences between external and internal communication

Okay, now that we’ve clarified what internal communication is, let’s talk a bit about its cousin, external communication. Same family, but not the same mission!

External communication: everything intended for the outside world (clients, media, etc.). Its goal? To maintain the brand's image.
Internal communication: focus on exchanges internally. Its promise? To inform, engage, and unite the troops.

But be careful, these two types of communication are complementary! Good internal communication often reflects in the external image of the company. Well-informed and engaged employees naturally become your best ambassadors to the outside world. 🌟

In the rest of this guide, we will see how to implement it effectively, measure it, and above all, how to turn it into a real asset for your company.

Actual data and trends

Are you wondering if investing in internal communication is worth it?
Hold on, the numbers will shock you:

According to a study conducted by OpinionWay for the French Association of Internal Communication (ACI), only 54% of companies have a formal internal communication strategy in place.
Only 21% of employees worldwide are considered engaged (source: Gallup). And in France, you'd better sit down, this rate drops to 7% according to Gallup's “State of the Global Workplace” study.
The cherry on the cake: according to a 2022 study by Treedom, 2 out of 3 employees do not know if their company has a CSR policy. Can you imagine? This is a sign of a severe lack of communication!
Employee engagement can increase a company's profitability by 20%. Just like that! (source: Bleexo)

Conclusion: in 2024, internal communication is no longer an option, it's a must-have!

Why invest
in internal communication?

Boost employee engagement: informed employees = motivated employees. It's mathematical!
Improvement of employee experience: good communication is like a GPS. Your teams know where they are going and why.
Strengthening company culture: share your values, your vision... And create a real sense of belonging!
Reducing turnover: well-informed and engaged employees are less likely to look elsewhere. Recruitment savings in sight!
Better crisis management: when it gets hot, effective internal communication allows you to react quickly and well. It's your best shield!
Stimulated innovation: more exchanges between departments = more ideas flying around. The next Steve Jobs might be working for you!
Alignment with objectives: when everyone is heading in the same direction, progress is faster.

Key steps to develop an effective internal communication strategy

Here is the game plan in 7 steps
for a finely-tuned strategy:

Define your objectives: do you want to improve engagement? Strengthen company culture? Aim for SMART objectives (Specific, Measurable, Achievable, Realistic, and Time-bound).
Analyze the existing: assess your current practices. What works? What doesn't? A good audit is the foundation for progress!
Identify your personas: segment your employees into typical profiles. Salespeople do not have the same needs as developers, right?
Choose your channels: intranet, newsletter, corporate social network, internal events... The possibilities are numerous! Select the perfect mix to reach everyone. Vary the pleasures!
Create an editorial calendar: plan your content in advance. Articles, videos, infographics... Keep the rhythm and surprise your audience!
Involve your employees: internal communication is everyone's business! Create a network of ambassadors, encourage contributions. The more, the merrier (and communicative)!

Measure your results:

Track your KPIs: engagement rate, reach, satisfaction... Adjust the course if necessary. Internal communication is a marathon, not a sprint!

Measuring the success of the internal communication strategy

How do you know if your strategy is really effective? This is where the famous KPIs (Key Performance Indicators) come into play, those key indicators that will allow you to measure your success. 📏

Here are some examples of KPIs to track:

The engagement rate: likes, comments, shares... The higher it is, the more buzz it generates!
The reach: it corresponds to the number of people reached by your publications. The goal? To reach as many employees as possible to widely disseminate your messages.
The open rate of newsletters: it indicates the proportion of recipients who opened your email. A good way to measure the relevance of your subjects and headlines!
The number of visits to your intranet: it reflects the traffic on your internal communication platform. If visits are increasing, it's a good sign!
The completion rate of surveys and polls: it shows the level of participation from your employees. The higher it is, the more your teams are involved.

To these quantitative indicators, feel free to add more qualitative elements like informal feedback from your employees. Their feedback is valuable to adjust your strategy and best meet their needs.

The idea is to track these KPIs over time to measure your progress and the impact of your actions. You can, for example, conduct a monthly or quarterly review to analyze your results and define areas for improvement. Don't be afraid to experiment and test new things! 🧪

Innovative initiatives and use cases to boost your internal communication

Are you looking for original ideas to energize your internal communication? You're in the right place! Here are some inspiring initiatives spotted in companies across all sectors. 😉

Breakfasts with the CEO: once a month, the CEO invites a few employees for an informal chat over coffee. An opportunity to discuss ongoing projects, gather questions, and feedback from the field. A simple yet effective initiative to create closeness and foster dialogue!
Inter-departmental challenges: to strengthen cohesion and collaboration, nothing like a bit of competition! Every quarter, different departments face off in a sporting, creative, or charitable challenge. The results are celebrated at a festive event that brings the whole company together. Fun and unifying!
The quirky internal magazine: out with the traditional company newsletter, in with a more modern and original format! Each issue is designed like a TV show, with reports, interviews, and fun sections... Informative and entertaining, while showcasing internal talent.
The collaborative web TV: to share news and projects from the company, what could be better than video? Employees are invited to create short videos about their job, their team, or behind the scenes of an event. Broadcast on the intranet, these videos help everyone get to know each other better and develop pride in belonging.
The ambassador network: to live internal communication as close to the field as possible, establish a network of voluntary ambassadors in each department. Their mission? Relay key information, gather feedback, suggest topics... True points of contact, they help smooth exchanges and embody the company's values.
Personalized email signatures: often underestimated, email signatures are a powerful communication tool! By customizing them with key messages, impactful visuals, or CTAs linking to inspiring content, you reach a wide internal (and external) audience regularly and in a targeted manner. The art of transforming each email sent into a vector of information and engagement! 😎

The unsuspected power of email signatures in internal communication

We often forget them, but email signatures are real gems for your internal communication! With Sigilium, turn every email into a mini communication campaign. Here are some concrete examples:

Announcement of events: "Our Summer Party is coming! Click to register."
Promotion of resources: "New remote work guide available on the intranet. Check it out!"
Reminder of values: "This week, we celebrate innovation. Share your ideas!"
Wellness campaign: "Wellness workshops this month. Sign up with one click!"
Challenge launch: "Challenge of the month: let's reduce our carbon footprint. Join in!"
Internal training promotion: "New online courses. Boost your skills now!"
Call for volunteers: "We're looking for mentors. Interested?"
Celebration of successes: "Objective Q3 achieved! Details of our success here."
Sharing initiatives: "Our team is organizing a meetup on …, participate!"
Gathering feedback: "Give us feedback on your onboarding"
Measuring satisfaction: “Did you like the last training on AI challenges?”

So, you see that there are plenty of creative ways to bring your internal communication to life! 🎨 The important thing is to experiment to find ideas that match your company's culture and needs.

Try Sigilium for free for 14 days and launch your first internal communication campaigns!

Tips for optimizing communication within the company

We're nearing the end of this guide, but before we conclude, we offer you our best tips for top-notch internal communication! ✨ By applying these best practices, you put all the chances on your side for success. Ready? Here we go!

Involve top management: to take internal communication seriously, it must be endorsed at the highest level. Ensure that your executives are engaged and lead by example!
Be consistent and coherent: to establish a true culture of communication, maintain a regular rhythm and ensure that consistent messages are disseminated across all your channels.
Adapt to your audience: you don't address salespeople, engineers, or creatives in the same way. Segment your audiences and tailor your content for more impact!
Pay attention to both substance and form: quality content is clear and concise messaging, but also an attractive presentation. Think storytelling, visual elements, user experience!
Create interactivity: to encourage engagement, opt for formats that promote interaction, such as polls, quizzes, or Q&A webinars.
Highlight employees: showcase the successes, initiatives, and talents of your teams. It promotes recognition as well as a sense of belonging!
Facilitate access to information: your content must be easily accessible, whether on a computer, smartphone, or tablet. Think responsive design and mobile experience!
Measure and adjust: regularly track your key indicators and feel free to evolve your strategy based on observed results. Internal communication is a process of continuous improvement.

There you have it, you now hold all the keys to effective and impactful internal communication! All that’s left is to find the right tools to bring your strategy to life.

Actual data and trends

Are you wondering if investing in internal communication is worth it?
Hold on, the numbers will shock you:

According to a study conducted by OpinionWay for the French Association of Internal Communication (ACI), only 54% of companies have a formal internal communication strategy in place.
Only 21% of employees worldwide are considered engaged (source: Gallup). And in France, you'd better sit down, this rate drops to 7% according to Gallup's “State of the Global Workplace” study.
The cherry on the cake: according to a 2022 study by Treedom, 2 out of 3 employees do not know if their company has a CSR policy. Can you imagine? This is a sign of a severe lack of communication!
Employee engagement can increase a company's profitability by 20%. Just like that! (source: Bleexo)

Conclusion: in 2024, internal communication is no longer an option, it's a must-have!

Why invest
in internal communication?

Boost employee engagement: informed employees = motivated employees. It's mathematical!
Improvement of employee experience: good communication is like a GPS. Your teams know where they are going and why.
Strengthening company culture: share your values, your vision... And create a real sense of belonging!
Reducing turnover: well-informed and engaged employees are less likely to look elsewhere. Recruitment savings in sight!
Better crisis management: when it gets hot, effective internal communication allows you to react quickly and well. It's your best shield!
Stimulated innovation: more exchanges between departments = more ideas flying around. The next Steve Jobs might be working for you!
Alignment with objectives: when everyone is heading in the same direction, progress is faster.

Key steps to develop an effective internal communication strategy

Here is the game plan in 7 steps
for a finely-tuned strategy:

Define your objectives: do you want to improve engagement? Strengthen company culture? Aim for SMART objectives (Specific, Measurable, Achievable, Realistic, and Time-bound).
Analyze the existing: assess your current practices. What works? What doesn't? A good audit is the foundation for progress!
Identify your personas: segment your employees into typical profiles. Salespeople do not have the same needs as developers, right?
Choose your channels: intranet, newsletter, corporate social network, internal events... The possibilities are numerous! Select the perfect mix to reach everyone. Vary the pleasures!
Create an editorial calendar: plan your content in advance. Articles, videos, infographics... Keep the rhythm and surprise your audience!
Involve your employees: internal communication is everyone's business! Create a network of ambassadors, encourage contributions. The more, the merrier (and communicative)!

Measure your results:

Track your KPIs: engagement rate, reach, satisfaction... Adjust the course if necessary. Internal communication is a marathon, not a sprint!

Measuring the success of the internal communication strategy

How do you know if your strategy is really effective? This is where the famous KPIs (Key Performance Indicators) come into play, those key indicators that will allow you to measure your success. 📏

Here are some examples of KPIs to track:

The engagement rate: likes, comments, shares... The higher it is, the more buzz it generates!
The reach: it corresponds to the number of people reached by your publications. The goal? To reach as many employees as possible to widely disseminate your messages.
The open rate of newsletters: it indicates the proportion of recipients who opened your email. A good way to measure the relevance of your subjects and headlines!
The number of visits to your intranet: it reflects the traffic on your internal communication platform. If visits are increasing, it's a good sign!
The completion rate of surveys and polls: it shows the level of participation from your employees. The higher it is, the more your teams are involved.

To these quantitative indicators, feel free to add more qualitative elements like informal feedback from your employees. Their feedback is valuable to adjust your strategy and best meet their needs.

Innovative initiatives and use cases to boost your internal communication

Are you looking for original ideas to energize your internal communication? You're in the right place! Here are some inspiring initiatives spotted in companies across all sectors. 😉

Breakfasts with the CEO: once a month, the CEO invites a few employees for an informal chat over coffee. An opportunity to discuss ongoing projects, gather questions, and feedback from the field. A simple yet effective initiative to create closeness and foster dialogue!
Inter-departmental challenges: to strengthen cohesion and collaboration, nothing like a bit of competition! Every quarter, different departments face off in a sporting, creative, or charitable challenge. The results are celebrated at a festive event that brings the whole company together. Fun and unifying!
The quirky internal magazine: out with the traditional company newsletter, in with a more modern and original format! Each issue is designed like a TV show, with reports, interviews, and fun sections... Informative and entertaining, while showcasing internal talent.
The collaborative web TV: to share news and projects from the company, what could be better than video? Employees are invited to create short videos about their job, their team, or behind the scenes of an event. Broadcast on the intranet, these videos help everyone get to know each other better and develop pride in belonging.
The ambassador network: to live internal communication as close to the field as possible, establish a network of voluntary ambassadors in each department. Their mission? Relay key information, gather feedback, suggest topics... True points of contact, they help smooth exchanges and embody the company's values.
Personalized email signatures: often underestimated, email signatures are a powerful communication tool! By customizing them with key messages, impactful visuals, or CTAs linking to inspiring content, you reach a wide internal (and external) audience regularly and in a targeted manner. The art of transforming each email sent into a vector of information and engagement! 😎

The unsuspected power of email signatures in internal communication

We often forget them, but email signatures are real gems for your internal communication! With Sigilium, turn every email into a mini communication campaign. Here are some concrete examples:

Announcement of events: "Our Summer Party is coming! Click to register."
Promotion of resources: "New remote work guide available on the intranet. Check it out!"
Reminder of values: "This week, we celebrate innovation. Share your ideas!"
Wellness campaign: "Wellness workshops this month. Sign up with one click!"
Challenge launch: "Challenge of the month: let's reduce our carbon footprint. Join in!"
Internal training promotion: "New online courses. Boost your skills now!"
Call for volunteers: "We're looking for mentors. Interested?"
Celebration of successes: "Objective Q3 achieved! Details of our success here."
Sharing initiatives: "Our team is organizing a meetup on …, participate!"
Gathering feedback: "Give us feedback on your onboarding"
Measuring satisfaction: “Did you like the last training on AI challenges?”

So, you see that there are plenty of creative ways to bring your internal communication to life! 🎨 The important thing is to experiment to find ideas that match your company's culture and needs.

Try Sigilium for free for 14 days and launch your first internal communication campaigns!

Tips for optimizing communication within the company

Involve top management: to take internal communication seriously, it must be endorsed at the highest level. Ensure that your executives are engaged and lead by example!
Be consistent and coherent: to establish a true culture of communication, maintain a regular rhythm and ensure that consistent messages are disseminated across all your channels.
Adapt to your audience: you don't address salespeople, engineers, or creatives in the same way. Segment your audiences and tailor your content for more impact!
Pay attention to both substance and form: quality content is clear and concise messaging, but also an attractive presentation. Think storytelling, visual elements, user experience!
Create interactivity: to encourage engagement, opt for formats that promote interaction, such as polls, quizzes, or Q&A webinars.
Highlight employees: showcase the successes, initiatives, and talents of your teams. It promotes recognition as well as a sense of belonging!
Facilitate access to information: your content must be easily accessible, whether on a computer, smartphone, or tablet. Think responsive design and mobile experience!
Measure and adjust: regularly track your key indicators and feel free to evolve your strategy based on observed results. Internal communication is a process of continuous improvement.

There you have it, you now hold all the keys to effective and impactful internal communication! All that’s left is to find the right tools to bring your strategy to life.

Technical and sofware solutions

To deploy an effective internal communication, you will need to equip yourself. But don't panic, there are many tools to make your life easier! Here is an overview of the essential solutions on the market.

Enterprise social network platforms

Workplace by Meta: the professional version of Facebook, ideal for sharing news, launching discussion groups, and broadcasting live events.
Microsoft Viva Engage (formerly Yammer): integrated into the Office 365 suite, Yammer facilitates exchanges and collaboration among teams, wherever they are.

Technical and sofware solutions

Enterprise social network platforms

Workplace by Meta: the professional version of Facebook, ideal for sharing news, launching discussion groups, and broadcasting live events.
Microsoft Viva Engage (formerly Yammer): integrated into the Office 365 suite, Yammer facilitates exchanges and collaboration among teams, wherever they are.

Next Generation Intranets

LumApps : a social and collaborative intranet, customizable to the company's colors and integrated with Google and Microsoft tools.
Powell 365 : an all-in-one platform to create an engaging intranet directly within Teams, with ready-to-use templates.
Jive : a highly configurable intranet that becomes the single entry point to all company resources.

Next Generation Intranets

LumApps : a social and collaborative intranet, customizable to the company's colors and integrated with Google and Microsoft tools.
Powell 365 : an all-in-one platform to create an engaging intranet directly within Teams, with ready-to-use templates.
Jive : a highly configurable intranet that becomes the single entry point to all company resources.

Content Management Tools

Confluence by Atlassian : a powerful enterprise wiki to easily create and organize your entire knowledge base.
Nuxeo : a Digital Asset Management platform to manage and share all types of content (documents, images, videos...).
Microsoft SharePoint : a structured solution to manage your content, with advanced workflow and search features.

Content Management Tools

Confluence by Atlassian : a powerful enterprise wiki to easily create and organize your entire knowledge base.
Nuxeo : a Digital Asset Management platform to manage and share all types of content (documents, images, videos...).
Microsoft SharePoint : a structured solution to manage your content, with advanced workflow and search features.

Unified communication solutions

Slack : the instant messaging app that everyone is fighting over, ideal for informal exchanges and real-time notifications.
Zoom : the Swiss army knife of video conferencing, for organizing meetings, webinars, and virtual events.
Miro : the perfect online whiteboard for brainstorming sessions and visual collaboration.

Unified communication solutions

Slack : the instant messaging app that everyone is fighting over, ideal for informal exchanges and real-time notifications.
Zoom : the Swiss army knife of video conferencing, for organizing meetings, webinars, and virtual events.
Miro : the perfect online whiteboard for brainstorming sessions and visual collaboration.

Of course, this list is far from exhaustive! The best thing is to test different tools to find those that truly meet your needs.

And there you go, that's the end of our guide! You now have all the cards in hand to make your internal communication a real performance lever. 💪 So, are you ready to take the leap?

Conclusion

Phew, that's a lot of information all at once, isn't it? 😅 But don't worry, you don't have to implement everything at once! The idea is to go step by step, experimenting and adjusting along the way. 🐾

To summarize, successful internal communication is:

✅ A clear and coherent strategy aligned with the company's objectives
✅ Diverse and engaging content that meets the needs of employees
✅ Complementary channels suited to different uses
✅ A collaborative and interactive approach that values initiatives
✅ Regular measurement of results to continuously improve

By applying these principles and relying on the right tools, you have all the keys to transform your internal communication into a true asset!

So, convinced? If so, take action now by testing Sigilium, THE solution to easily manage your email signatures. With Sigilium, you will be able to:

Create professional and personalized email signatures in just a few clicks
Deliver key messages, in a targeted manner (according to teams, brand, or country, for example...)
Analyze and measure the effectiveness of your communication actions! thanks to detailed statistics

📨 Ready to transform your emails into an ultra-effective internal communication relay?
Then go ahead and test Sigilium, your best ally for managing key content in email signatures!

Of course, this list is far from exhaustive! The best thing is to test different tools to find those that truly meet your needs.

And there you go, that's the end of our guide! You now have all the cards in hand to make your internal communication a real performance lever. 💪 So, are you ready to take the leap?

Conclusion

To summarize, successful internal communication is:

By applying these principles and relying on the right tools, you have all the keys to transform your internal communication into a true asset!

So, convinced? If so, take action now by testing Sigilium, THE solution to easily manage your email signatures. With Sigilium, you will be able to:

Create professional and personalized email signatures in just a few clicks
Deliver key messages, in a targeted manner (according to teams, brand, or country, for example...)
Analyze and measure the effectiveness of your communication actions! thanks to detailed statistics

📨 Ready to transform your emails into an ultra-effective internal communication relay?
Then go ahead and test Sigilium, your best ally for managing key content in email signatures!