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Keeping distributed teams aligned and informed is one of HR's biggest challenges. Important updates get lost in Slack threads. Emails feel impersonal and get ignored. All-hands meetings exclude people in different time zones or get forgotten as soon as they end.
Video is changing this. More HR and internal communication teams are using video to share company updates, explain policies, and build culture across distributed workforces. Here's why it works and how to use it effectively.
Video captures attention. A video message from leadership is harder to ignore than another email in an overflowing inbox. Seeing and hearing someone speak creates a sense of importance and presence that text can't match.
Video works across time zones. Record once, and everyone watches when it works for them. No one misses critical updates because they're in Berlin and the meeting happened at 2 p.m. EST. The video doesn't disappear after the meeting ends. It becomes a permanent record people can refer back to when they need a reminder.
Video adds clarity and context. Tone and intent are immediately clear. Complex updates like benefits changes, restructuring, or new policies are easier to explain when you can walk through them visually. There's less room for misinterpretation when people can see your expression and hear your reasoning.
Video feels more human. Even when it's pre-recorded, video builds connection. Employees feel more engaged with company news when they see their CEO or HR lead speaking directly to them rather than reading a memo. It maintains culture and connection across physical distance in ways that text-based communication simply can't.
Company updates and announcements. Quarterly reviews, strategy shifts, policy changes, and organizational news all land better via video. Leadership messages feel more personal and accessible when delivered on camera rather than through a company-wide email.
All-hands recaps. Not everyone can make the live all-hands meeting. Record the key points or the full session so people can catch up on their own time. Add timestamps so viewers can jump to the sections most relevant to them.
Policy explanations. Benefits enrollment changes, new HR policies, compliance updates — these topics are confusing enough without trying to explain them through text. A visual walkthrough with voiceover makes complex information more digestible and reduces follow-up questions.
Culture building. Team spotlights, employee recognition, milestone celebrations, and welcome messages for new hires all work well as video. These moments help remote employees feel connected to the broader team and reinforce company values.
Change management. Major organizational changes (restructuring, leadership transitions, pivots) require clear, empathetic communication. Video helps you convey not just what's changing, but why, and with the right tone to acknowledge concerns and build confidence.
Keep videos concise. Aim for five to ten minutes. If you need longer, break it into multiple videos organized by topic.
Be clear about whether the video is informational or requires action. If people need to do something after watching, state it explicitly at the beginning and end.
Make videos easy to find and reference later. Store them in a central location where employees can search and access past communications.
Add captions for accessibility and for people who prefer to read along or watch without sound.
Follow up with a written summary or key takeaways. Some people will want to skim the highlights or reference specific details later.
For critical updates, consider tracking who's watched to ensure everyone received the information.
Video won't fix all internal communication problems, but it solves many of the gaps that plague distributed teams. Information reaches everyone regardless of time zone. Tone and intent are clear. Employees feel more connected to leadership and company direction. And HR stops repeating themselves because the video is there for anyone who needs it.
Start small. Record your next company update or policy explanation as a video instead of writing an email. See how your team responds. Refine your approach. Over time, you'll build a library of communications that keeps your distributed team informed and aligned.
Ready to improve how you communicate with your team? Tools like Castify make it easy to record, share, and organize internal communication videos.
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