How to Streamline Internal Communication Across Departments in a Shipping Company

Internal communication can sometimes be overwhelming, especially when every department speaks a different language. From HR to IT and marketing to sales, every team has its own style, tools and favourite acronyms.

Now, imagine the wrong message being disseminated in a shipping company; the warehouse team may pack the wrong freight due to a miscommunication. So, how do you cut through the chaos and ensure clear and consistent communication?

Stop Relying Solely on Email

Email is the default means of communication in most companies. But in a shipping company, not everyone is sitting behind a desk refreshing their inbox. Warehouse workers, dock teams and truck drivers may not have regular access to email, which means crucial messages can be delayed or missed.

Instead of email, you should consider using team messaging apps or even mobile-based communication tools like WhatsApp. You can create channels for various departments, share quick updates, and send out real-time shift changes or emergency notices.

Establish a Communication Chain of Command

When no one knows who's supposed to say what to whom, things fall apart fast. If you don't have a communication protocol for each department, it can lead to confusion. A communication chain of command determines who sends updates to the team and handles interdepartmental coordination and the process of escalating issues. For instance, if the customer service team needs to notify logistics about a delivery delay, there should be a direct contact and a clear process.

Bring in Digital Communication Boards

Here is where digital signage earns its spot in the spotlight. Picture this: instead of crowding the bulletin board in the breakroom with memos, you have dynamic screens that display live updates, shift schedules, safety reminders and delivery milestones. You can even have a leaderboard for team performance. These digital screens can be placed in high-traffic areas like warehouses, loading docks, breakrooms and dispatch centres. What makes digital signage effective is that it catches the eyes of even the busiest employees without requiring them to find a laptop and log into their company account. Besides, the communication team can show updates on the digital signage in real time and tailor the communication to the department's needs.

Create a Feedback Loop

Communication should never be just top-down. It needs to be a two-way street. Set up ways for employees to offer feedback or flag issues. This could be as simple as a shared Google Form, a digital or physical suggestion box and weekly team check-ins. The communication team should act on the feedback by sending it to management for action. When employees see their suggestions on how to streamline shipping being taken seriously, they are likely to stay engaged and speak up in the future.

Make Training Part of Your Communication

Shipping involves constant moving parts, changing regulations and tech upgrades. That's why companies have regular training to ensure employees have the necessary skills. Ongoing, bite-sized training sessions are part of communication and ensure everyone is on the same page. You can use short videos, printed handouts and digital communication boards to share quick training reminders. Weekly meetings aren't only for sharing company updates and celebrating wins; you can use them to train staff on new policies and offer quick insights for improving work efficiency.

Conclusion

Timing and precision matter in the shipping industry, and communication is your secret weapon to ensure no mistakes are made. Your communication doesn't have to be complicated, it just has to be consistent, clear and adapted to your team's workflow. So, ditch the memos and make the most of tools like digital signage to build a culture where everyone is in the loop.