In this connection, we experience many different and more fluid types of employment. HR gets new terms and new functions aimed at new types of employees and new technology. We work with freelancers, create virtual teams and digitize our work to such an extent that even many of the materials we work with are online and non-physical. More and more companies are introducing "free seating" and "clean desk".

See, for example, CEO Søren Krogh-Nielsen give examples of new ways of working from Ricoh Danmark A/S here.

But with constant change, more autonomy and self-determination, it is even more crucial that we optimize how we communicate, structure and distribute tasks internally.

Communication has gradually become an integral part of almost all aspects of the organizations, and we do not necessarily need to more internal communication, but on the contrary smarter communication. Communication with a strategic approach, effective user interfaces, overview and common language.

Virtual office – a new way of working

It has never been easier to collaborate and communicate across time and distance. We can store everything "in the cloud", we have a wireless network everywhere and we always have our smartphones at hand.

But above all, our internal collaboration becomes easier because there are so many online tools we can use. Tools that give us an overview, structure, prioritization and distribution of material and tasks.

Depending on the needs and purpose, there is plenty to choose from. You can easily use several different ones, as all tools have their own strengths and weaknesses. Perhaps a combination of several is best for your team. Three of the most popular free online tools are:

1. Trello – expert in sharing ideas and tasks

Trello is most reminiscent of a bulletin board or a to-do list. The tool is effective for distributing tasks and maintaining an overview of the process. You can add members and content in different 'cards' that you can move around – e.g. from "ideas" to "in progress" to "finished".

The advantage of Trello is that it is very visual and thus easy and clear to access. It is a kind of online board for the department or the virtual team.

2. Google Drive – expert in document sharing

Google Drive is used by many organizations to share documents in the cloud. That way, you avoid forgetting someone when materials have to be sent around, and all members can edit and give feedback.

Functionally, Google Drive is very similar to Microsoft Office products, so the user experience will be familiar to most. But unlike Word, Excel and Powerpoint, all members can edit and work in the documents at the same time. Folders can be shared and restricted as desired.

The disadvantage is that there is a low degree of security and that Google can see and use your data. You should therefore be aware of what you share and to whom.

3. Slack – expert in online meetings and virtual teams

Slack has an intuitive design where you can easily move the content around and hold virtual meetings. The tool has an effective dialogue function where you @mention people, just like on Twitter, in either private or collective forums.

The tool is particularly good for the quick questions and messages that you would otherwise have in the physical office. In addition, Slack has advanced security settings so you can share sensitive content without worry, and the tool has quickly become widely used.

Then it's just a matter of finding out which tool suits your team best (see more suggestions at the bottom of the page).

Here are six strategic considerations that can help with that decision as well as with the implementation and use of the tool:

How you streamline your internal communication

1. Consider the basis for how you reach your projects

What do you want with your internal communication? What do you want to communicate, how often, to whom and how? What should the communication look like in half a year? Think long term.

2. Locate needs

Keep target groups for your internal communication up to their task goals, and observe the journey from need to effect. Where do the target groups find answers to their questions? Internal or external sources? Here you will find out where you need to strengthen your communication routines so that everyone's needs are met.

3. Identify platforms

Here you will find the platforms that suit your needs. You can use one SWOT analysis to assess each potential platform's strengths, weaknesses, opportunities and threats in relation to internal and external communication.

Both the number and choice of platforms depend entirely on your needs. Eg. it doesn't really matter which platform you choose for news from the management, production news, updates or overviews.

4. Design platforms and guidelines

Platforms can be designed to meet your organization's needs. Make use as efficient as possible. Make sure it is possible to have a dialogue and give feedback.

Habits and expectations must be aligned. The same must be the responsibility: Who controls what? How do you each use your platform? In this connection, it is a good idea to produce a short description of the use. Eg. how, how often and for what purposes.

This also gives the platform an identity, which adds more relevance and makes it more obvious to use. It will also be easier to see which platform calls for which content.

If you choose several platforms, it is a good idea to outline how they are linked together, so that they all contribute to making the organization's core areas more efficient.

5. Involve management

If the management participates actively and uses the platform, it will be easier to get the employees in different departments to do the same. The sense of community and ownership is important.

6. Make measurements and react

The platform is only effective if it is taken seriously. Observe how and how often it is used. Is it as intended? Do you need to adjust your habits or expectations of the platform? What measures are necessary for the platform to run as efficiently as possible? The idea is that it should make your internal communication even better, and make the organization even sharper. The platform and its content must be relevant so that it supports both daily operations and your strategy.