How HEIs are improving communication at work [infographic]

Effective communication at work can make all the difference to the success of a company. Higher Education Institutions (HEIs) are no exception. In fact, with such complex organisational structures and varied roles, great communication is all the more important, and yet it remains a real challenge for HEIs 

According to comprehensive benchmark data from the sector, we know that only 35% of employees in HE believe that communication between teams is effective, with professional services staff generally more positive (36%) than academics (30%). What’s more, only 41% of HEI employees feel that people communicate openly at their institution regardless of position or level. These stats serve to highlight the urgent need for improved communication practices. After all, the knock-on impact of poor communication can be far-reaching, affecting productivity, employee engagement and overall performance.

As a leading provider of higher education employee surveys, We’re lucky to work with dedicated HEIs in the UK and beyond. Working alongside People Insight, these HEIs have put some concrete steps in place to improve overall levels of communication, both within their team and across their institutions. Below are six tried-and-tested ways in which HEIs are actively improving communication at work. This post is the second in our series of ‘Actions’ blogs, where we share how HEIs are taking measures to improve their employee experience.

Related: New data reveals why people love working in HE

1. Exploring effective communication channels

One of the first steps HEIs are taking is exploring and identifying the most effective channels for communication between departments and faculties. In large institutions, it’s easy for departments to work in silos, using outdated or inefficient methods to share important information.

By reviewing and implementing new tools — such as dedicated messaging platforms, regular email bulletins and centralised online hubs — HEIs can greatly improve communication at work. Having consistent and easily accessible communication channels means that all staff, whether academics or professional services, receive the same information at the same time. This helps to avoid any confusion, eliminates duplication of effort and ultimately creates better collaboration across HEI departments.

A strategic use of these channels not only improves the flow of information but also boosts transparency, ultimately contributing to a more cohesive and unified organisational culture.

2. Inviting cross-departmental participation in meetings

One HEI is working to improve communication at work (especially between teams) by inviting colleagues from other departments to attend regular department meetings. This helpt to create a broader understanding of each department’s roles and challenges, providing added context and information about their place of work.

For example, when professional services staff participate in faculty meetings, they gain insight into the academic workload, challenges with student support or research pressures. In return, academic staff can better understand administrative priorities and the importance of university-wide initiatives. This cross-departmental participation helps to break down silos, build stronger relationships and ultimately improve communication at work.

By creating opportunities for direct dialogue between departments, HEIs are addressing the communication gaps that exist within their institutions. This leads to more informed decision-making and strengthens a sense of shared purpose.

3. Encouraging attendance at events and webinars across departments

HEIs are also encouraging staff to attend events, seminars and webinars hosted by other departments. This provides an opportunity to gain insights into different areas of the institution, while allowing staff to meet colleagues they may not otherwise have interacted with. This can help to create more informal networks while building relationships between teams.

These events often showcase best practices or innovative approaches, and attending staff can bring back new ideas or improved processes to their own teams. This kind of cross-pollination of knowledge not only enhances communication at work but also supports professional development. Staff who regularly attend these sessions are more likely to understand the broader institutional strategy, which improves engagement and a sense of belonging.

Related: Why is change management in higher education so hard?

4. Rotating meeting times to include part-time staff

Another meaningful improvement has come through the simple but effective measure of rotating meeting dates and times. Many HEIs recognise that part-time staff often feel left out of key discussions because meetings are scheduled at times when they are not working.

By rotating meetings, HEIs are making communication more inclusive. This way part-time staff — who are, of course, key to the success of many departments — can contribute their perspectives and stay informed about institutional developments. The benefits are clear: more inclusive communication leads to better decision-making and improved morale, as all staff members feel valued and informed.

5. Strengthening relationships through informal gatherings

Regular team meetings are important for maintaining operational flow, but HEIs are also organising informal social events, such as coffee mornings or after-work gatherings, to strengthen relationships between staff. These informal settings provide opportunities for colleagues to build rapport outside of the pressures of daily tasks and deadlines.

Social interactions contribute to a stronger sense of community and trust, which, in turn, improves communication at work. When staff members feel comfortable with one another, they are more likely to share ideas, offer support and address issues collaboratively. This can be especially important in larger institutions, where teams may feel isolated or disconnected.

Studies show that employees who have positive relationships with their colleagues are more engaged and less likely to leave their organisation — this clearly demonstrates the importance of informal gatherings to improving retention, which is another important concern for HEIs.

6. Encouraging team-building and knowledge sharing

Lastly, HEIs are actively encouraging team-building activities and the sharing of knowledge within and across departments. These activities are designed not only to improve relationships but also to build a culture of mutual support.

By introducing workshops, training sessions and team-building exercises, institutions create an environment where staff can learn from each other. This can lead to innovative solutions to common problems and a greater sense of community. Open channels for sharing best practices or offering advice mean that communication at work becomes more dynamic and responsive to the needs of different departments.

Creating spaces where staff can share their experiences and expertise helps break down hierarchical barriers. When people feel their knowledge and contributions are valued, they are more likely to engage in productive dialogue and collaboration across the institution.

HEIs are taking deliberate steps to improve communication at work, recognising that better communication leads to higher productivity, greater employee engagement and a stronger sense of purpose. Addressing the communication challenges highlighted by employee surveys will not only improve the day-to-day experience for staff, but also contribute to the long-term success of the institution itself. We look forward to working with more universities to improve the way they communicate, work and grow.

Improving the employee experience has been directly tied to improved levels of staff retention, productivity and performance. Looking to get to grips with the employee experience at your HEI? Get in touch for a higher education staff survey today.