Internal Comms Templates are meant to make life easier. In theory, they provide a consistent, professional way to deliver key messages across an organisation. But in practice? They often fall flat.

The problem isn’t with templates themselves, it’s how they’re built, deployed, and used without context.

The Trouble with Traditional Internal Comms Templates

Let’s break down why most internal communication templates are more pain than productivity:

1. They’re Too Generic

• Most templates are designed as one-size-fits-all.

• They rarely consider the specific tone, structure, or culture of your organisation.

• Employees can spot a “templated” message a mile off, reducing authenticity and engagement.

2. They Ignore Your Tech Stack

• Templates often fail to integrate smoothly with the tools your teams actually use, Slack, Teams, Notion, SharePoint, etc.

• As a result, comms get copy-pasted into the wrong formats or lost entirely in the wrong channels.

• Formatting inconsistencies across platforms erode trust and clarity.

3. They Overlook Change Management Principles

• Communication templates are often deployed without considering the human side of change.

• Leading change frameworks—like Prosci’s ADKAR model—highlight the need for Awareness, Desire, Knowledge, Ability and Reinforcement.

• Most templates skip straight to the "Knowledge" part without supporting the other essential stages of behaviour change.

What Good Internal Comms Templates Should Do

To actually drive clarity and action, your internal communications templates must do more than look polished. They need to be:

1. Contextual

• Adapt messaging for different departments and roles.

• Use tone and language that feels native to your internal culture.

2. Channel-Aware

• Built specifically for the platform it’ll be delivered on.

• A Slack update isn’t the same as an all-hands deck or an email bulletin.

3. Aligned with Change Management Best Practices

• Use templates that scaffold the communication process: raise awareness, build buy-in, educate, support action, and reinforce behaviours.

• Consider breaking down messaging over time, not just one-off announcements.

4. Flexible by Design

• Offer structure, not rigidity.

• Templates should help guide communication—not straitjacket it.

The Future of Internal Comms Templates with Thesmia

Thesmia is rethinking the role of templates in internal comms. Instead of dropping a doc into a folder and hoping for the best, we:

• Map communication needs to your actual tech environment.

• Offer pre-built templates tailored to Slack, Teams, and more.

• Embed change management thinking into each template, so you're not just sending messages, you're supporting transformation.

• Give comms teams tools to adapt, test, and improve their messaging over time.

Final Thoughts

Internal Comms Templates should be a catalyst for clarity, not confusion. But for that to happen, they need to reflect how your people actually work, communicate, and adapt to change.

If you're tired of copy-paste communication and want templates that truly move the needle, Thesmia is here to help.