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Snap – Internal Communications Solutions.
Hot Tips for Internal Communicators
Manage group email lists and don’t deal in internal spam.
Do you receive emails that aren’t relevant?
How often do you or your staff open an email and then spend several minutes deciding if you need to
read it or not? What a waste of time and space!
Radicati Group research in 2005 indicated that a typical email user was responsible for managing and
archiving an estimated 300MB of email received on their desktop annually. The number of emails sent
daily has doubled since 2002 (based on IDC research) so the amount of email storage required by a user
today is almost certainly going to be close if not greater than 500MB per year.
Try appointing an email gatekeeper: someone who knows each email group, what information is relevant
to each group, and what each group needs to know. The gatekeeper ensures each group receives only
relevant emails. The Gatekeeper could also assist with developing clear email policies and procedures, so
staff know which emails to delete, which to keep on file. This will certainly help to improve internal
communications.
However, staff may still want the opportunity to catch up with all the company news and information.
Why not group information and send it out regularly as a newsletter or magazine?
One added bonus to newsletters and magazines is that you can choose a format that expires desktop
messages and articles. Did you know that when messages are delivered via email, they sometimes sit in
email folders forever sucking up storage capacity? Why not chose a format that expires messages and
auto-deletes them from the desktop. Messages can be auto-deleted from the desktop and redirected to
a central searchable repository that users can visit as required.
Try these Snap tools
One company decided to eliminate all ‘news and admin’ emails, by putting the messages into an easy to
read format called Snap Mag that took 80% less time for employees to review. Email inboxes were freed
up and employees were able to focus more effectively on their specific roles.
In addition, Snap Mag has the ability to:
Automatically expire out-of date articles and messages
Re-direct expired articles and messages to a central searchable repository
Ensure that staff can easily able to find and revisit past articles and back copies of Snap Mag
For those important messages, that can easily get lost in someone’s Inbox, don’t forget Snap’s Desktop