In HR, we often talk about engagement, inclusion, and trust. But how often do we reflect on the communication load we’re placing on employees?

From policy updates to wellness reminders, HR plays a key role in shaping internal comms—but without a clear plan, our messages risk becoming part of the digital noise. When everything feels urgent, nothing stands out.

The Problem: Notification Fatigue is Real

Too many messages, too often, across too many platforms. Employees start tuning out. Important updates get missed. Trust erodes. We’ve all seen it—an urgent policy change buried in a Friday 5pm email, or yet another wellness initiative announced via the intranet, Teams ping and email all within the same hour.

Notification fatigue isn’t just a buzzword. It has real consequences for focus, wellbeing and morale.

The Solution: A Communication Plan

We need to treat internal communication like a project—not just something we do, but something we manage.

Start with:

• Clear ownership – Who writes the message? Who approves it? Who sends it?
• Defined urgency tiers – What’s urgent, what’s important, and what’s just FYI?
• Channel strategy – Not everything needs to go on every platform.
• Cadence control – Can we batch routine updates into a weekly bulletin instead of five separate emails?

Think of your comms like a product you’re delivering to a time-poor user. What would make you stop scrolling and read it?

Why Real-Time Still Matters

This isn’t about removing all instant updates. Some updates—like shift changes, wins, or crisis comms—should be real-time. But they need to be strategic. Delivered through the right channels, with clear context and relevance.

Used well, real-time updates build transparency, reduce rumours, and support that all-important ‘no surprises’ culture.

Don’t Guess—Ask

Ask employees how they want to receive updates. Too often HR assumes what’s helpful. Try a short survey or pulse check. Use the feedback to shape and refine your approach.

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Example of Message Types you need in your Plan

Type	Urgency	Examples	Cadence	Channel(s)

Policy or compliance

High

Leave policy change, payroll errors

As needed

Email + Intranet + Team Leads

Operational reminders

Medium

Timesheet deadlines, training schedules

Weekly (batched)

Weekly HR Digest

Culture & wellbeing

Low

EAP reminders, social events, wellbeing tips

Fortnightly or monthly

Newsletter + Digital Screens

Celebrations

Low

Work anniversaries, team wins

Monthly

Teams + Digital Signage

Urgent real-time updates

Critical

Site closure, IT outages, emergency contacts

Immediate

SMS/Push Notification + Email