In this first of a two-part mini-series, we discuss one of the risks involved in internal communications today and look at a filter to help reduce the likelihood of an internal message leading to trouble externally.

It's true. You should write all internal communications as if they were destined to go external. Given the ubiquity of digital technology, paired with how fast content can spread virally across social and traditional media, it's a good and prudent idea to write with this consideration in mind. After all, an internal message is now just the click of a mouse – or the snap of a camera – away from becoming an external one.

Being realistic about the risks

Just because a communication is marked or intended to be “internal” does not mean it will stay that way. These days, there is no absolute protection against information leaks and other forms of distribution. So it's sensible to assume the worst might happen.

There are many reasons to be cautious. Disgruntled staff, opportunistic employees, unintended sharing, hackers – all of these can result in private communications going public. If an executive sends a poorly thought-through memo, or confidential plans are discussed too liberally around the office, it may not be long before that information appears outside the organisation – especially if it's a large or multinational company. The point is that there is now no such thing as absolute privacy. Hence why you should write all internal communications as if they were destined to go external.

Being realistic about the risks involved in communicating in this environment will help communications practitioners stay vigilant about how they conduct their work and counsel their colleagues and clients. Thoughtful internal communication is as much about engaging and empowering the workforce as it is about protecting the company from potential negative fallout. With this in mind, it's worth putting your communications through what we call the “PASS” question filter before you send or publish them:

• Polite – Does my communication meet basic standards of politeness? Would I feel comfortable using this tone of voice across all levels of my organisation?

• Appropriate – Is what I am saying appropriate to the context? Is it possible for my words to be misinterpreted or otherwise taken out of context? Am I using the right communication channel?

• Sensitive – Have I considered the interests of all my stakeholders, both internal and external? Am I saying anything that could come across as offensive or divisive?

• Sincere – Is what I am saying accurate? Am I shading the truth or obscuring an otherwise honest description? Am I contradicting company values or writing anything that may bring them into question?

Effective internal communication minimises, if not removes the risk of scandals or unwanted attention if something does accidentally go external. As the old saying goes, “if you’ve done nothing wrong, you have nothing to hide”.

The importance of personal accountability

Adopting the right mindset about internal communications – that each item is potentially also a piece of external communication – is an important part of professional communicators upholding standards of excellence in their roles. Doing so gives pause and space to think about the implications of hitting “send” or “publish”. It also provides a view of the bigger picture, serving as a reminder that the role of communications extends far beyond the simple production of outputs.

Remember: Communications professionals are stewards of their company’s reputations – a responsibility not to be taken lightly. By being extra cautious, preparing for the worst and ensuring that all communications comfortably go through the 'PASS' filter, you can help to avoid some of the most likely problems if internal communications spread outside your organisation.

In the second part of this article, we explore the benefits of aligning the internal and external communications functions of your organisation, and offer some tips on how to do so.