Use this section of the toolkit to identify the most successful means of communicating your message. Learn more about our ways of connecting with each other, including via email, in-person meetings, newsletters, and more.
Major Announcements
For organization-wide news, strategic updates, or significant changes that affect all staff.
All-staff meetings (interactive discussion)Banyan posts (detailed follow-up)Internal newsletters (reinforcement)
To maximize impact: Start with interactive all-staff discussion, follow up with detailed Banyan post, and reinforce through newsletter coverage.
Leadership Updates
For direct communication from leadership about policy changes and strategic direction.
Email (direct, documented communication)Banyan posts (broader visibility and discussion)
Best for: Direct leadership communication, policy changes, and strategic direction updates.
Strategy Updates
For complex topics that require explanation and may generate questions.
All-staff meetings (Q&A and discussion)Email (documented follow-up)Internal newsletters (reinforcement)
Best for: Complex topics, time-sensitive updates, and policy changes that need explanation.
Celebrations & Milestones
For positive news, achievements, and community-building moments.
All-staff meetings (collective celebration)Banyan posts (visual sharing and engagement)Internal newsletters (lasting recognition)
Best for: Introducing new hires, highlighting achievements, and team event coverage.
Use this framework to quickly determine the right channel mix for your communication needs:
Is it urgent and requires immediate action?
Immediate action needed → Email (with clear subject line and deadline)Time-sensitive policy change → Email + All-staff meeting (for discussion)Critical updates → Email first, then follow up through other channels Does it need discussion or feedback?
Q&A sessions required → All-staff meeting (face-to-face dialogue)Team collaboration needed → Microsoft Teams (real-time coordination)Ongoing dialogue wanted → Banyan post (threaded discussions) Is this routine communication?
Weekly institutional updates → Looking Ahead newsletterMonthly comprehensive updates → WRInsider newsletterTeam achievements → Banyan post + Newsletter mention Is this a significant announcement?
Product/initiative launches → All channels in coordinated sequenceStrategic organizational changes → All-staff meeting + Email documentationInstitutional milestones → Banyan post + Newsletter feature
Email is best used for direct, documented communication that requires immediate attention or formal record-keeping. Too many emails can become overwhelming or ignored, so use this channel strategically rather than as a catch-all communication method.
Ideal situations for email:
Urgent or time-sensitive information requiring immediate action
Leadership reflections and formal organizational updates
Personal communications that need documentation
Policy updates requiring immediate attention and compliance
Formal announcements that serve as official records
Email effectiveness tips:
Keep subject lines simple, clear, and action-oriented
Use bullet points for key information to improve scannability
Include a dedicated section on next steps and highlight clear deadlines
Consider timing for different global time zones (schedule emails for optimal delivery)
Limit emails to one primary topic to avoid information overload
Teams works best for informal coordination and real-time collaboration when your team needs to move quickly together. As it’s a more casual platform, avoid using Teams for formal announcements or critical communications needing broader stakeholder input.
Best scenarios for Teams:
Major product launches requiring immediate team coordination and rapid response
Local initiatives that need collaborative input and iterative development
Project-specific updates within established teams and working groups
Quick coordination that doesn’t warrant formal email communication
Teams optimization strategies:
Use the provided Teams template for consistency across channels
Pin important announcements to ensure visibility over time
Use @mentions strategically to avoid notification fatigue
Follow up on action items with clear ownership and deadlines
Archive or organize channels regularly to maintain usability
For major changes or delicate conversations, meetings provide meaningful face-to-face connection when engagement, dialogue, and real-time Q&A are essential for understanding and buy-in.
Optimal meeting scenarios:
Complex topics requiring extensive discussion and comprehensive Q&A
Strategy rollouts that need explanation and stakeholder alignment
Building community connection and reinforcing organizational culture
Major organizational changes requiring transparent communication and feedback
Meeting preparation essentials:
Schedule regularly (monthly or quarterly) to establish predictable rhythm
Reserve 60-90 minutes to allow adequate time for discussion
Plan for in-person component when possible to maximize engagement
Identify appropriate host (usually local CEO, director, or senior leader)
Finalize agenda 1-2 weeks in advance and share with participants
Send calendar invites early to ensure maximum attendance
Recommended flow for effectiveness:
Opening remarks and welcome (5-10 minutes)Main content presentation (20-30 minutes)Interactive Q&A session (20-30 minutes)Housekeeping and clear next steps (5-10 minutes)
Regular newsletters provide a predictable cadence of information for teams to rely on and serve as an excellent way to summarize communications initiatives, updates, or organizational changes over specific time periods.
Weekly institutional coordination:
Primary purpose: Institute-wide events and upcoming activities coordinationTiming: Sent Sunday evenings ET to prepare teams for the week aheadFunction: Directly informs Tuesday Management Team meetings and weekly planningInput process: Information collected Tuesday-Friday each week for next editionSubmission: Use the standardized Looking Ahead Input document for consistency Monthly comprehensive updates:
Primary purpose: Comprehensive institutional updates and organizational newsContent focus: Actionable, staff-wide information that affects daily operationsStyle guideline: Keep entries succinct and relevant to all staff membersIntegration: Centralize related detailed information on Banyan for deeper explorationSubmission process: Follow established submission guidelines in monthly rollout documentation
ContactMonkey
ContactMonkey is our email management platform used for tracking and sending newsletters and emailed comms.
Integrated with Salesforce and Outlook
Email tracking and analytics
Unlimited licenses available
To get started: Contact Internal Comms Team Need Help?
Contact the Global Internal Communications Team at:
internal-comms@wri.org
We can help with:
Channel selection
Templates and resources
ContactMonkey access
Best practices
