How to Distribute Your Internal Communication Videos Effectively?

One of the most recent trends in internal communication is the increasing use of video content. This is because video communication is helping business owners in removing the gap between team members, while also adding a human touch to the internal communications.

Thus, it is no surprise that a study found more than 80% of employees prefer video over other forms of communication.

Internal communication videos help team members engage and bond, even if their working hours differ. The business owner no longer needs to hold meetings. Instead, one shares a video that covers the purpose of the meeting. This will give employees the flexibility to watch it in their own time.

While videos are easy to understand and more engaging, leading to better information retention by employees, they also facilitate improved accessibility of internal communication. This clear form of communication helps the company in saving time and money.

In this article, we will discuss the essentials of effectively distributing internal communication videos, allowing you to future-proof your workplace while ensuring efficient communication.

Also Read: Unlocking the Power of Internal Communications Videos

Planning for Effective Distribution

In the age of digital collaboration and remote work, videos have become crucial parts of internal communications because they help effectively convey messages, emotionally engage your audience, and truthfully showcase your culture and values. They even help make internal communication accessible for a differently abled workforce.

However, to make the most of the benefits of internal communication videos, you need to first plan for its effective distribution.

Step 1: Define Your Audience and Goals

Your target audience can be either a specific department, a group of employees in a particular role, or staff at a specific location. Therefore, you can use the internal communication videos to inform, inspire, educate, or entertain your employees.

You can also use them to address certain issues, communicate the company’s work ethics, promote mutual respect for a diverse workforce, and reinforce core values to be followed.

Internal communication videos are also ideal for celebrating special milestones, providing skills development training, and sharing future goals and plans. Additionally, choose the best distribution channels for each of your employee groups to ensure that the videos effectively reach the right audience.

For instance, you can use email newsletters for office staff, company intranet for remote workers, and mobile apps or emails for on-field and older staff. This will improve employee experience and employee engagement.

Step 2: Choose the Right Platform

You must choose the most appropriate distribution platform for your internal communication videos. It can be the company’s intranet, internal emails, collaboration platforms like Discord or Slack, employee newsletters, internal blogs, internal social media pages, or dedicated video platforms for sharing these videos.

When choosing the platform for distributing internal communication videos, consider factors like accessibility, interactivity, and analytics capabilities.

For instance, if you use a top-notch platform like The EmployeeApp, which will support the internal communications intranet and mobile app of your company, it comes equipped with analytics capabilities. However, if you want interactivity, internal blogs, company intranets, and mobile apps or collaboration platforms are the best choices.

Lastly, if you want to ensure accessibility, then choose a platform that your employees can access at any time from any device. All of the platforms discussed above tend to be completely accessible to your workforce, hence helping you develop and sustain employee engagement in the workplace.

Also Read: Steps to Promote Diversity and Inclusion in Internal Communications for Pride Month 2024

Strategies for Reaching Your Audience

Some of the strategies that you can use to reach your audience through internal communication videos effectively are:

Strategy 1: Targeted Distribution

Audience segmentation is important for ensuring that your internal communication videos reach the right audience.

You can segment your workforce into sub-audiences based on:

• Department
• Location
• Role
• Employee type
• Projects
• Management level
• Preferred language
• Workspace
• Tenure
• Training or certification
• Communication preferences
• Generation
• Work schedule
• Employee lifecycle events

For instance, if your company uses an employee app or intranet, you can invite employees to the app based on their respective groups so that they can see only the content that is relevant to them. Alternatively, you can let your employees join different groups based on their interests.

Additionally, you can even use personalized email marketing features. These include:

• Ensuring the ‘from name’ makes the recipient open the email
• Using the recipient’s name in the subject line
• Using relevant images in the emails
• Adding custom fields based on the recipient’s interests and engagement history

In these personalized emails, include internal communication video links, so that the recipients open them.

Strategy 2: Promoting Engagement

Another strategy that you must incorporate to distribute internal communication videos effectively is promoting their engagement.

To do so, use eye-catching thumbnails that match the video’s content, clear and interesting video titles, and relevant video descriptions with keywords and key points. This will encourage your workforce to access the videos.

Additionally, make your internal communication videos interactive by organizing polls, question-and-answer sessions, or discussion forums. This will make the viewers feel like an active part of a conversation and eager to participate.

Thus, whether you want to communicate change in the workplace, ensure effective communication in a diverse workplace, or keep all your employees informed and trained with the latest skills, these strategies will help you fulfill all these objectives.

Strategy 3: Mobile-Friendly Distribution

To ensure the accessibility of your internal communication videos, you must ensure they are mobile-friendly.

This means that your videos must be optimized for mobiles and tablets by adjusting their aspect ratio, length, availability of audio and captions, high-quality visuals, and short, quick scenes with clear messages.

Additionally, offer options for downloading and offline video viewing so that your workforce can access them at their convenience, ensuring effective distribution.

Also Read: How to Write a Newsletter Article for Internal Communication

Leveraging Technology for Distribution

To effectively distribute internal communication videos, you must make use of technological advancements, such as:

1. Internal Video Hosting Platforms

An internal video hosting platform will help in storing, managing, and delivering internal communication video content online. These videos can then be accessed by linking the video file that is uploaded to an online storage server through a webpage or website.

It will also help you create a video library. With this, you can easily manage the content access, group like videos together, and update videos.

These libraries will ensure easy accessibility as well as searchability, letting your workforce find a video without any hassle.

Additionally, many video hosting platforms come equipped with data analytics tools that provide important insights, such as video completion percentage, average playtime, happiness score, and video titles accessed per user.

Based on these insights, you can improve your content management and make videos that are relevant and engaging for your workforce.

2. Social Media and Collaboration Tools

Use social media and collaboration tools like Slack, Microsoft 365, Discord, Dropbox, Google Drive, OneDrive, and Google Workspace to distribute internal communication videos. These tools will allow your workforce to collaborate easily and share resources and work timelines.

They also help in training and onboarding new employees, engaging your global workforce, developing feedback loops, improving and expanding knowledge sharing, and removing noise that slows down work and affects productivity in daily workflows.

By incorporating social media and collaboration tools, you will also be able to encourage your workforce to share internal communication videos with different team members and departments, fostering engagement and interaction with the video content. This will help you meet the goals of your video content.

Measuring Success and Tracking Engagement

You must measure the success and track the engagement of the internal communication videos. To do so, you should track key video metrics like total views, unique users, watch time, completion rate, maximum concurrent views, real-time viewers, and number of comments and shares.

This will help you understand how well your videos are performing with the target audience while giving you insights about what you can improve. It will help you make your internal communication content engaging and relevant for your workforce.

For instance, if it is found that the majority of the users leave the video during its introduction, then you need to improve the introduction and make it engaging.

It will also help you understand the preferences of your audiences and thus refine your distribution strategies accordingly.

Suppose you are noticing higher engagement in videos shared on the company intranet than in internal emails. Then one of the ways to distribute internal communication videos effectively is through the intranet.

Also Read: Importance of Effective Employee Communication in the Workplace

Best Practices and Considerations

Some of the best practices and considerations that you must incorporate in your internal communication videos are:

1. Accessibility

Before distributing your internal communication videos effectively, you must ensure their accessibility so that you can support your inclusive workforce. An accessible video content is one that has an alternative transcript describing what is displayed in the video. This will help blind users access the videos using screen readers.

They must also have captions so that the video is accessible even when the recipient cannot hear the audio due to loud surroundings or hearing disability.

Lastly, make sure the videos are available in alternative formats, like audio-only or text-only versions. It will help ensure that all your employees, regardless of their preferences or accessibility needs, are able to access the content.

2. Length and Pacing

Follow an ideal video length of two minutes. This will ensure that they access the content even if they are busy. However, if you need more time, keep its length between six and 12 minutes to have a steady viewership.

If your video is between two and six minutes long, you are more likely to lose your viewers and thus fail to achieve your objectives. Hence, the pace of your video should be easy for all users to understand.

An ideal range is 120-200 spoken words per minute. However, if the language you are using is complex, keep the video word count per minute at 120-150. In contrast, if the language you are using is simple, you can have a video word count per minute of 150-200.

Also, the pace of your video should match the music or audio, if any, and the images used should be easy to understand by the viewers. If there is any on-screen text, make sure that you give one second of screen time for every two to three words.

3. Regular Communication

To keep your employees engaged with your internal communication videos, you must follow a consistent schedule for releasing new videos. This will help them spare time for those videos, interact and engage with them, and keep coming back for more.

Also, in each of the videos you post, make it a point to promote your future internal communication videos so that your employees know what to expect. This will not only keep them interested but also build anticipation and willingness to participate.

Also Read: 5 Tips for Improving Internal Communication on a Budget

Conclusion

By following the above strategies, you will be able to distribute internal communication videos effectively, such that they reach the right target audience at the right time. This will help you fulfill your objectives behind those videos while improving employee engagement and information retention.

It will also help develop a more connected and informed workforce equipped with the latest skills required to ensure business success.

To ensure the best for your internal communication videos, use The Employee App’s Content Management System. This will give you complete control over your content, along with targeting and personalization. You can schedule future content, edit existing content, and organize it in editable folders as well as manage admin and user-level permissions hassle-free.

Frequently Asked Questions

 1. How often should internal communication videos be produced and distributed?

You should determine the frequency of internal communication videos based on your organization’s needs. However, you must ensure consistent and timely updates to maintain engagement and share information.

2. What role does feedback play in the distribution of internal communication videos?

Employee feedback is important to ensure that your future internal communication videos are more effective and engaging. This feedback will help you understand their preferences and areas for improvement.

3. What should I include in the introduction of an internal communication video to make it engaging?

To make the introduction of an internal communication video engaging, start with a compelling hook, clearly state the purpose of the video, and give a brief outline of what the viewers can gain from watching that video.

4. What are some internal communication video examples?

Some of the common internal communication video examples include welcome videos, training videos, employee spotlights, CEO updates, policy updates, Q&A sessions, celebration videos, safety protocols, and event recaps.