Even the best internal communications strategy can fall flat if messages aren’t landing where (or how) they should.
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 risky.
Fortunately, there’s no need to guess. Microsoft 365, along with platforms like Injio gives internal comms managers the visibility they need to uncover blind spots and course-correct fast.
Here are 6 practical ways to use tech to identify communication gaps, and close them.
1. Engagement Blind Spots in SharePoint News
What’s happening
Some teams just aren’t reading your internal news, meaning key messages are going unnoticed.
How to spot it
Use SharePoint News analytics and Microsoft 365 usage reports to see which posts are getting traction, and which are being ignored.
Why it matters
- Understand which messages hit the mark
- Find low-engagement teams or topics
- Tweak content formats or timing for better cut-through
Start here:
✅ Publish news via SharePoint
✅ Head to the Microsoft 365 Admin Center
✅ Segment engagement data by department or location
2. Disconnected Teams in Microsoft Teams
What’s happening
Certain teams are barely using Teams. They might be missing updates, chats, or collaboration opportunities.
How to spot it
Dive into Microsoft Teams analytics to assess messaging activity, meeting frequency, and channel usage.
Why it matters
- Uncover underused or inactive channels
- Improve cross-functional visibility
- Support Teams adoption in the right places
Start here:
✅ Go to the Microsoft Teams Admin Center
✅ Compare activity metrics across teams
✅ Flag outliers for follow-up
3. Messages Missing the Mark
What’s happening
Internal messages are going out, but not always to the right people, or with the right context.
How to spot it
Use Injio’s targeted content modules and feedback forms to tailor communications and gather insights.
Why it matters
- Increase message relevance and effectiveness
- Avoid overload by cutting generic comms
- Continuously improve with real feedback
Start here:
✅ Configure audience targeting in Injio
✅ Embed Microsoft Forms or use Injio feedback
✅ Use input to sharpen messaging strategy
4. Important Docs Going Unnoticed
What’s happening
Critical documents like policies, procedures, or compliance updates are published, but not read.
How to spot it
Track engagement with Injio Docs, SharePoint, or OneDrive to see who’s accessing what.
Why it matters
- Surface overlooked content
- Ensure vital info isn’t falling through the cracks
- Prompt re-engagement with key documents
Start here:
✅ Publish docs via Injio Docs
✅ Monitor access using Microsoft 365 reports
✅ Flag low-engagement content for a comms boost
5. Missing Sentiment Signals
What’s happening
You’re not seeing the early warning signs: burnout, disengagement, or communication overload.
How to spot it
Turn to Viva Insights and Viva Glint to connect the dots between comms, wellbeing, and performance.
Why it matters
- Spot trends before they become problems
- Adjust comms based on real employee sentiment
- Give leaders the insights they need to support their teams
Start here
✅ Enable Viva Insights and Glint
✅ Review dashboards for engagement patterns
✅ Bring insights to your leadership team
6. No Big Picture View
What’s happening
Without a structured overview, it’s hard to know what’s being said, to whom, and how often.
How to spot it
Use Microsoft Lists to track comms across the business, then visualise trends with Power BI.
Why it matters
- See coverage by topic, team, or channel
- Avoid over-communicating (or under-informing)
- Plan smarter with data-driven clarity
Start here:
✅ Create a comms inventory using Microsoft Lists
✅ Include metadata like topic, audience, channel, frequency
✅ Connect to Power BI for visual insights
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.
Want help identifying your comms blind spots?
Reach out to our team. We’d love to help.
