Understanding the debate: Video vs. Email for Internal Communications

The comparison between video and email for internal communications isn’t about choosing one over the other permanently, but understanding when each format shines. Email has long been the backbone of workplace communication – it’s quick, convenient, and provides a written record. However, video brings a human element that text simply cannot match.

As the workplace becomes more digital and teams more distributed, the limitations of text-based communication become apparent. Emails can be misinterpreted, overlooked in busy inboxes, or fail to convey the intended tone. Video bridges this gap by delivering non-verbal cues, making messages clearer and more impactful.

Combining both formats creates a more comprehensive communication strategy. For example, a brief email can introduce and provide context for a video message, getting the best of both worlds.

Why is Video Becoming Preferred for Internal Communications?

Video is increasingly becoming the preferred medium for internal communications because it creates a more authentic and engaging experience. When employees see their leaders or colleagues on screen, it establishes a personal connection that text alone can’t achieve.

Video communication leads to better retention and understanding of important information while making your message more accessible to everyone in your organisation. The visual and auditory nature of video accommodates different learning preferences and allows for creative, dynamic presentations that foster human connection, particularly valuable in remote or hybrid work environments.

When Should You Use Video Instead of Email for Internal Messages?

Video is particularly effective for internal communications in situations that benefit from emotional connection, visual demonstration, or when the message complexity requires more than text. Here are specific scenarios where video outperforms email:

• Executive announcements – When leadership needs to share important news, strategic changes, or company updates, video humanises the message and demonstrates authenticity.
• Culture-building moments – Celebrations, team introductions, and values-related communications gain impact when delivered through video.
• Complex explanations – When you need to explain a new process, system, or concept that would be difficult to describe in text alone.
• Training and development – Instructional content is more effective when demonstrated visually rather than described in text.
• Crisis communications – Sensitive situations benefit from the reassurance that comes from seeing and hearing leadership directly.

Email remains useful for quick updates, scheduling, and information that needs to be referenced later. The best approach is often using them in tandem – a video for the main message and an email with key points and links.

How Can You Implement Video in Your Internal Communication Strategy?

Implementing video in your internal communications doesn’t need to be complicated or expensive. A practical approach is having employees record content while professional editors handle the post-production.

1. Identify priority messages – Start with monthly news updates, leadership announcements, and training materials.
2. Develop repeatable formats – Create simple templates that can be reused to improve efficiency.
3. Set up basic equipment – Use smartphones with proper lighting and a simple microphone.
4. Leverage professional editing – Transform raw footage into polished, branded content while preserving authenticity.
5. Establish distribution systems – Choose appropriate platforms (intranet, video platforms, email embeds) for consistent delivery.

This approach gives you the best of both worlds – authentic content from within your organisation and professional-quality videos.

What Are the Common Challenges of Video-Based Internal Communications?

While video offers many advantages, implementing it does come with challenges:

The main challenges include production complexity, inconsistency in quality and branding, distribution limitations, and measurement difficulties. These can be addressed through a collaborative approach that separates filming from editing, using consistent visual identity guidelines, utilizing dedicated video platforms instead of email attachments, and setting up proper analytics systems.

These solutions make video creation accessible to any organisation regardless of their technical capabilities.

Key Takeaways: Creating a Balanced Internal Communication Approach

The most effective internal communication strategies use both video and email as complementary tools rather than competing options.

Start small with a few key video communications and measure their impact compared to previous email-only approaches. This gradual implementation allows your team to develop skills and confidence while demonstrating the value of video to stakeholders.

A collaborative model provides an ideal balance – allowing your team to capture authentic content while professional editors ensure the final product meets your quality standards. This approach makes corporate video production services accessible without requiring extensive in-house expertise.

Remember that the goal is improved communication, not just using video for its own sake. When you focus on delivering your message in the most effective way for each situation, you’ll naturally find the right balance between these powerful communication tools.

If you’re interested in learning more, contact our team today