The biggest challenges in internal communication (and how to fix them)

Table of Contents

• Why internal communication often goes wrong  
• Real-world examples of communication breakdowns  
• The biggest challenges organizations face today  
• Fixing the gaps: how to solve internal communication issues  
• How Diggspace can help bridge the gap  
• FAQs 

Why internal communication often goes wrong

On paper, internal communication sounds easy. Send an email. Post a message in Teams. Drop a company-wide announcement. Done, right? Not quite.

The reality is, internal communication is like the operating system of your company. If it’s not running smoothly, everything else—collaboration, culture, performance—starts glitching.

It usually breaks down for three reasons:

• Messages don’t reach the right people: Maybe they weren’t tagged, maybe it was buried in a long thread, maybe they didn’t even know it existed.
• Important info gets drowned out: When everyone’s bombarded with messages all day, they tune out. It’s not that they don’t care, it’s that they’re overwhelmed. 
• There’s no clear channel or rhythm: Without structure, updates become ad hoc. People don’t know where to look or when to expect information.

These breakdowns create more than just confusion. They lead to costly mistakes, frustrated teams, and missed opportunities.

Real-world examples of communication breakdowns

Let’s look at a few real-life scenarios that show just how damaging poor internal communication can be.

Case 1: A global rebranding goes sideways

A multinational company announced a rebrand through a series of emails. But not everyone received them at the same time—or at all. Local teams didn’t update their materials, some still used the old branding, and external partners got confused. The rollout lost momentum and the marketing team had to scramble to realign everything, wasting weeks of work.

Case 2: IT forgets to involve frontline teams

An enterprise introduced a new customer ticketing system. The update was only communicated to back-office staff. Frontline teams, who dealt with customers directly, weren’t trained or even informed. Result? Double entries, missed tickets, and unhappy clients. The support lead called it a “quiet disaster.”

Case 3: Leadership updates fall flat

In a fast-growing startup, the CEO sent long monthly updates via email. They were thoughtful—but no one read them. Important news got ignored. New hires felt disconnected. It wasn’t a lack of effort—it was the wrong format for the team’s fast-paced environment.

The biggest challenges organizations face today

So, what’s actually going wrong behind the scenes? Here are the most common issues:

1. Information silos

This one’s a silent killer. When teams store knowledge in different places, use their own tools, or operate independently, collaboration suffers. It’s not just inefficient—it creates an “us vs. them” culture. The bigger the company, the deeper the silos.

2. Disengaged employees

When employees feel like communication is one-way—from the top down—they tune out. They want to be part of the conversation, not just the recipients of announcements. Lack of transparency leads to mistrust, which drags down morale and productivity.

3. Inconsistent communication tools

One department uses Slack. Another relies on Teams. A third still prefers email. Without alignment, communication becomes chaotic. Employees waste time switching platforms and miss key updates in the process.

4. Lack of communication strategy

Many companies jump into tools without asking the foundational questions: What are we trying to achieve? Who are we speaking to? What tone fits our culture? Without a strategy, even the best tools fall flat.

5. Communication overload

Not every ping is urgent. But when your team receives dozens (or hundreds) of notifications a day, important info gets buried. People start ignoring alerts altogether, and critical updates go unseen.

Fixing the gaps: how to solve internal communication issues

Fixing internal communication isn’t about doing more—it’s about doing it smarter. Here’s how:

Step 1: Audit your current state

What platforms are people using? What content do they ignore? Are updates getting lost? Ask employees where the gaps are. You can’t fix what you don’t see.

Step 2: Create a communication blueprint

Define your internal audiences (e.g. leadership, managers, frontline staff) and map what they need to know, when, and how. Set expectations for frequency, tone, and channels.

Step 3: Centralize your communication

Choose a primary hub for all internal updates—somewhere employees know to check first. This is where a platform like Diggspace can transform the experience.

Step 4: Make communication two-way

Open the floor for feedback, comments, and reactions. This turns communication from a monologue into a dialogue, helping employees feel heard and involved.

Step 5: Use data to improve

Track what content is read, shared, or ignored. Monitor employee engagement and adjust your strategy based on real feedback—not assumptions.

How Diggspace can help bridge the gap

Diggspace was built for the exact challenges we just explored. It's more than a place to post news—it’s an engagement platform that makes communication smarter, more dynamic, and actually effective.

Here’s how it solves the most common internal communication problems:

• Breaks down silos by bringing all updates, resources, and team content into one central hub.  
• Boosts engagement with interactive content, feedback options, and personalized updates.  
• Eliminates tool chaos by integrating with Microsoft 365, Teams, and SharePoint—so employees don’t have to switch platforms to stay informed.  
• Reduces overload by letting you control what’s prioritized and how updates are shared.  
• Provides insights on what content performs well, so you can keep improving.  

And with Diggy, the AI assistant, your teams can find answers in seconds—no more chasing emails or lost links.

So if you’re serious about fixing communication inside your company, Diggspace gives you the tools to make it happen.

Want to learn more? Go back to our ultimate guide on internal communication and team communication or explore how to build your own internal communication strategy.