Are your internal comms falling flat. Or worse, going unnoticed?
Maybe one department is constantly out of the loop. Maybe that beautifully crafted SharePoint News post got fewer clicks than you’d hoped. Or maybe no one read the critical HR policy you spent days getting approved.
This isn’t just frustrating. It’s a strategic risk.
Let’s explore five common problems internal comms teams face and smart ways to use Microsoft 365 and Injio to close communication gaps and drive measurable impact.
1. Ghost Town or Goldmine?
What’s happening
You crafted that SharePoint News post with care and purpose… only to watch it land with all the impact of a fax machine in 2025. When there’s no clear view of what’s connecting, or falling flat, it’s not just frustrating, it’s risky. Without real insight into engagement, you’re flying blind.
Why it Matters:
Measuring news engagement isn’t about vanity metrics. It’s about effectiveness. You can’t improve what you can’t see.
Know what content lands. And what doesn’t
Is your leadership update resonating? Are people skimming the HR policy refresh or actually reading it? Engagement metrics help you assess content performance, topic relevance, and message clarity.
Identify disengaged departments or topics
Pinpoint which business areas are consistently under-engaged so you can tailor future comms. If frontline teams never see safety updates, that’s not just a missed opportunity. It’s a risk.
Optimise publishing time, format, and frequency
Maybe posts sent on Friday afternoons fall flat, or long-form stories lose attention halfway through. With the right data, you can make changes; adjust content length, structure, format, or timing, for better cut-through.
How to spot it:
There are several tools that can support you understanding what’s happening with your content:
- SharePoint News Analytics with Microsoft 365 reports
- Google Analytics 4 (GA4)
- Microsoft Clarity
- Enterprise grade analytics like SWOOP Analytics, TyGraph, and CardioLog
An in-depth comparison of these tools is shared here.
How to fix it:
But here’s how you can start building a clearer picture of news engagement.
- Publish your internal news via SharePoint
Make sure all internal news lives in one central, accessible location. Use consistent formatting, tags, and targeting to ensure relevance for different audiences. Publishing from SharePoint also enables native analytics and supports content governance. - Explore SharePoint News Analytics and Microsoft 365 usage reports
Start with the tools at your fingertips. These built-in reports will show basic engagement metrics like views, likes, and comments. While limited, they give you a baseline understanding of what content is getting attention. - Set up segmentation where possible, by department, role, or location
Even basic segmentation helps surface key insights. Who’s reading your news? Who’s not? Segmenting by business unit, geography, or job role can highlight areas where engagement is thriving. Or falling flat. - Consider layering in tools like GA4 or Clarity to uncover deeper insights
When you’re ready to move beyond the basics, tools like Google Analytics 4 and Microsoft Clarity provide richer behavioural insights. Think scroll depth, bounce rates, click paths, and heatmaps. Data that tells you how people are interacting with your content.
If scale and complexity demand it, investigate enterprise analytics solutions
For large, complex, or highly regulated environments, paid solutions like SWOOP Analytics, TyGraph, or CardioLog Analytics offer features tailored to internal comms needs:
- Role- and department-level reporting
- Governance and compliance tracking
- Custom dashboards for exec reporting
- Long-term trend analysis and content health scoring
By taking a layered approach, starting with native tools and scaling up as needed, you’ll equip your internal comms team to track what matters, prove impact, and continually improve content engagement.
2. Off Target? Right Content, Wrong Audience?
What’s happening:
Internal messages are going out, but not always to the right people, or with the right context. Generic comms can overwhelm employees or miss key stakeholders entirely.
How to spot it:
Use Injio’s targeted content modules, audience targeting, personalised notifications, and feedback forms to tailor communications and gather insights.
- Targeted Content Modules: Injio enables dynamic content blocks that adapt based on user attributes like department, role, location, or tenure. Enabling you to ensure your content is seen by the right people. For example, a compliance update for a target group of managers.
- Audience Targeting: Injio leverages Microsoft 365 profile data to segment users automatically. You can configure rules to deliver specific messages to defined audiences, reducing noise and increasing relevance. For example, onboarding content can be shown only to new starters, while project updates go to the relevant business unit.
- Personalised Notifications: Injio’s notification engine allows you to send alerts that are tailored to the individual. These can be based on user activity, role, or content interactions. Like reminding someone to complete a training module they haven’t accessed yet, or nudging a team about an upcoming deadline. This helps you drive action and reinforces message visibility.
- Feedback Forms: Injio integrates with Microsoft Forms or its own native feedback tools to capture employee sentiment and input directly from the intranet. Whether it’s a quick poll or a detailed survey, you can gather actionable insights to refine your messaging strategy and close the loop with your audience.
Why it matters:
Internal communications are only effective when they reach the right people, at the right time, with the right message. Here’s why Injio’s capabilities make a real difference:
- Boost message relevance
By using targeted content modules and audience segmentation, you ensure that employees only see what’s relevant to them. This reduces noise and increases the likelihood that key messages are read and acted on. - Cut through the clutter
Generic comms often get ignored. Personalised notifications help surface important updates directly to the right individuals, whether it’s a policy change, a training reminder, or a team announcement. Without overwhelming everyone else. - Drive action, not just awareness
Notifications tailored to user roles or activity can prompt timely action. For example, nudging someone who hasn’t completed a required form or reminding a manager about an upcoming deadline. - Close the feedback loop
Feedback forms embedded in Injio or via Microsoft Forms allow employees to respond directly to communications. This gives you real-time insight into what’s landing, what’s unclear, and what needs follow-up. - Continuously improve your strategy
With feedback and engagement data, you can refine your messaging approach – adjusting tone, timing, format, or even the channel – to better meet employee needs and preferences. - Build trust and transparency
When employees feel that communications are relevant and responsive, they’re more likely to engage. This fosters a culture of openness and improves overall communication effectiveness.
Start here:
- Configure audience targeting in Injio
Set up audience rules based on Microsoft 365 profile data, such as department, role, location, or tenure. This ensures each message reaches the right people. This helps reduce irrelevant content and boosts engagement by delivering tailored updates. - Set up personalised notifications for key messages
Use Injio’s notification engine to send alerts that are specific to each user’s context. For example, notify new starters about onboarding tasks, remind managers of policy updates, or prompt individuals to complete required forms. These nudges help drive timely action and reinforce message visibility. - Embed Microsoft Forms or use Injio feedback tools
Capture employee sentiment and input directly from the intranet. Whether it’s a quick thumbs-up, a comment box, or a detailed survey, feedback tools help you understand how messages are landing. And what needs to change. - Use input to sharpen messaging strategy
Review feedback and engagement data regularly to refine your communication approach. Adjust tone, timing, format, or even the delivery channel based on what your audience responds to best. - Monitor performance and iterate
Track which messages are being read, ignored, or acted on. Use this data to continuously improve your targeting, content relevance, and notification strategy. Ensuring your internal comms are always evolving to meet employee needs.
3. Important Docs Going Unnoticed
What’s happening:
Internal comms teams work hard to help departments like HR and Health & Safety share important updates – from new policies to safety protocols. But here’s the challenge: if no one reads them, they can’t make an impact.
Too often, critical documents end up gathering digital dust. The new HR policy? Skimmed at best. That updated safety procedure? Unopened. When key information slips through the cracks, employees stay uninformed. And the organisation is exposed to risk.
How to spot it:
Use Injio Docs or SharePoint to track who’s accessing what, and who isn’t.
- Injio Docs Engagement Tracking: Injio provides detailed analytics on document access, showing which users have opened a file, how long they spent on it, and whether they’ve interacted with embedded elements like links or forms. This helps you identify which documents are being ignored and which ones are gaining traction.
- Read and Acknowledge Capability: Injio Docs includes a built-in “read and acknowledge” feature that prompts users to confirm they’ve reviewed a document. This is especially useful for compliance-related content, where you need a clear audit trail. You can view who has acknowledged the document, send reminders to those who haven’t, and export reports for leadership or audit purposes.
- SharePoint Analytics: If you’re using SharePoint to host documents, Microsoft 365 usage reports can show basic engagement metrics like views and downloads. While less granular than Injio, they still provide a useful baseline.
Why it matters:
- Surface overlooked content
Identify which documents are being missed so you can take action. Whether that’s republishing, reformatting, or promoting them more effectively. - Ensure vital info isn’t falling through the cracks
When policies or procedures go unread, it can lead to confusion, non-compliance, or even safety risks. Tracking engagement helps you intervene early. - Prompt re-engagement with key documents
Use analytics and read receipts to follow up with disengaged users. Targeted nudges or personalised notifications can help bring attention back to important content. - Support compliance and accountability
The read and acknowledge feature creates a clear record of who has seen what. Critical for audits, legal requirements, or leadership reporting. - Improve document strategy over time
By understanding which formats, topics, or delivery methods work best, you can refine how you publish and promote documents across the business.
Start here:
- Publish docs via Injio Docs
Use Injio’s document module to centralise important content and enable advanced tracking and acknowledgement features. - Enable read and acknowledge for critical documents
Configure this feature for policies, compliance updates, or any content that requires formal confirmation. Monitor acknowledgements and follow up as needed. - Monitor access using Microsoft 365 reports or Injio analytics
Review who’s engaging with your documents, and who’s not. Use this data to inform your follow-up strategy. - Flag low-engagement content for a comms boost
If a document isn’t getting traction, consider repackaging it, adding context, or promoting it via targeted messages or personalised notifications.
4. Disconnected Teams
What’s happening:
Certain teams are barely using organisational communication channels such as Microsoft Teams. They might be missing updates, chats, or collaboration opportunities. Leaving them out of the loop and slowing down cross-functional work.
How to spot it:
Use Microsoft Teams analytics to assess messaging activity, meeting frequency, and channel usage across your organisation.
Teams Admin Center: This is your starting point. The Admin Center provides usage reports that show how different teams are engaging with Teams. How many messages are being sent, how often meetings are held, and which channels are active or dormant.
Activity Reports: These reports break down usage by user, team, and device. You can see who’s actively participating in chats, calls, and meetings, and who’s not. This helps identify teams that may need support or training.
Channel Insights: Within each team, you can view channel-level analytics to understand which conversations are driving engagement. If certain channels are consistently inactive, it may signal that the team isn’t aligned or that the channel’s purpose isn’t clear.
Meeting Insights: Look at meeting frequency and attendance. Are meetings happening regularly? Are key stakeholders attending? Are meetings being recorded or followed up with notes? These metrics help assess collaboration health.
Third-Party Tools: For deeper insights, platforms like SWOOP Analytics or TyGraph offer advanced reporting on Teams usage, sentiment analysis, and behavioural patterns. These tools can help you understand not just what’s happening, but why.
Why it matters:
- Uncover underused or inactive channels
Spot areas where communication is breaking down and take steps to re-engage teams or restructure channels. - Improve cross-functional visibility
Ensure that updates, decisions, and discussions are accessible to the right people, especially in hybrid or distributed environments. - Support Teams adoption in the right places
Use data to guide training, onboarding, or change management efforts. If certain departments are lagging, targeted support can help bring them up to speed. - Strengthen collaboration culture
When Teams is used effectively, it becomes a hub for real-time communication, decision-making, and knowledge sharing. Analytics help you nurture that culture.
Start here:
- Review usage reports in the Microsoft Teams Admin Center
- Compare activity metrics across departments, roles, and locations
- Identify inactive teams or channels and investigate why
- Use insights to guide training, restructure channels, or promote best practices
- Consider layering in third-party analytics for deeper behavioural insights
5. Missing Sentiment Signals
What’s happening:
You’re not seeing the early warning signs. Burnout, disengagement, or communication overload. When internal comms are misaligned with employee sentiment, even well-crafted messages can fall flat.
How to spot it:
Use Viva Insights and Viva Glint to connect the dots between communication patterns, wellbeing, and performance.
- Viva Insights: This tool helps you understand how work habits affect productivity and wellbeing. It provides data on collaboration overload (e.g. too many meetings or emails), focus time, after-hours work, and more.
- Free components include personal insights for employees (e.g. reminders to schedule focus time or take breaks), and basic manager/team-level trends.
- Paid components unlock advanced organisational insights, custom dashboards, and aggregated data across departments. Ideal for leadership teams looking to improve work culture and performance.
- Viva Glint: A survey-based platform designed to measure employee engagement, sentiment, and experience. It allows you to run pulse surveys, gather feedback on communications, and track trends over time.
- Glint is a premium add-on and typically used by HR and leadership teams to monitor morale, identify risks, and guide strategic decisions.
Note: Both Viva Insights and Viva Glint offer powerful capabilities, but the full-featured versions are paid add-ins and may require additional licensing or budget approval.
Why it matters:
- Spot trends before they become problems
Identify signs of burnout, disengagement, or communication fatigue early. Before they impact performance or retention. - Adjust comms based on real employee sentiment
Use feedback and behavioural data to refine your messaging strategy. For example, reduce message frequency if employees are overwhelmed, or shift tone if morale is low. - Give leaders the insights they need to support their teams
Equip managers and executives with data to make informed decisions about workload, wellbeing, and communication practices. - Build a culture of listening and responsiveness
When employees see that their feedback leads to change, trust and engagement grow.
Start here:
- Enable Viva Insights for your organisation and explore both personal and team-level dashboards
- Review collaboration patterns, focus time, and after-hours activity to assess workload and wellbeing
- Consider deploying Viva Glint surveys to gather direct feedback on communication effectiveness and employee sentiment
- Use insights to guide adjustments in message timing, tone, and frequency
- Share findings with leadership to support strategic planning and employee support initiatives
Final Thought: Visibility = Impact
Internal communication doesn’t end when you hit “send.”
With the right tools, you can see what’s working, spot what’s missing, and build a more connected, informed workforce.
