Tips to Reduce Internal Communications Email OverloadAggregate Internal Communications Email UpdatesEliminate “mass internal communications emails”. Snap Mag allows any member of staff (or nominated people within departments) to click to submit messages or articles into pre-specified formats. The Administrator sets up the layout of each e-magazine and simply reviews and approves appropriate articles prior to publication. This is an exciting option which significantly reduces information overload. For example, rather than IT sending an email update about an outage, or marketing sending product information updates and HR sending their staffing updates out via email, with the social club organizers utilizing the same medium, all of these messages can be consolidated into the same magazine by each department as quickly and easily as them sending a group email. Deliver Important Messages a Different WayCut through for important messages. Important internal communications delivered by email will not achieve the necessary message cut through. To ensure that staff have received important messages and then track who has read them, you could use a Desktop Alert tool. This delivers important messages, via an on-screen message alert window, to targeted employee groups, with full reporting facilities on who has read the message and/or followed links to further information. Can you get your message across in a single headline? Instead of an internal communications email, think about using Snap Ticker. Snap Ticker delivers information as an on-screen scrolling alert to targeted employee groups. There's absolutely no need to set up RSS or understand XML. Simply write your own headline, include a quick summary and add click through links or message boxes if required. Then specify the target audience. Snap Ticker feeds headlines and information updates directly to your target employee group. If employees see a headline of interest, they can click through to read it there and then, or make a mental note to review their news feed history at a later time. Recurrence options can ensure that unread news feeds get cut through. Put messages into screensavers. Snap Screensavers allows the administrator(s) to turn employee screensavers into a series of dynamic sequencing billboards. This format is ideal for messages that may not be urgent but are important from an employee ‘awareness’ perspective. For example:
Employees who are suffering from email overload are unlikely to notice these types of messages when they are sent as internal communications emails. Screensavers however, can act as a subtle but very powerful way to raise awareness and communicate key themes. Where appropriate, specific screensavers can be targeted to specific employee groups. Also, employees can click links on the screensavers to be taken to further information as appropriate. Target your Audience and Make Messages RelevantTargeting. One of the key benefits of all of the Snap Internal Communications tools is that every communication can be easily targeted to specific employee groups. You can target employee groups via existing network structures set up by IT (e.g. Marketing, Finance etc) and/or you can set up you own communications targeting groups. Know what is hitting the mark. The Snap content management system provides reporting options that allow you to see exactly what people are reading and what is being ignored. Get feedback. Why don’t you try a short opinion poll, using the Snap Poll tool, and really find out what’s working and what isn’t? This is a way to find out much more about your audience. Deliver surveys and quizzes another way. SnapComms provide the means to push interactive employee surveys and quizzes to the desktop, so they do not add to email overload. Employee specific desktop reminders (to only those who have not responded) can also be set up to drive participation. Train StaffTrain staff regarding appropriate email use. Why not invest in some staff training to improve written communications? If you do, remember that, statistics show that in 30 days, staff forget 80% of what they've learned. An easy way to reinforce training is to use Snap Quiz.. With Snap Quiz you can:
Don’t forget that if you have invested in staff training, you may wish to reinforce key messages using Snap Screensavers. Manage Data Storage and Document Version ControlSnap’s ability to save and archive information could assist you here. It is possible to expire Snap Content from individual's computers after a defined period of time and make only available via a central searchable repository. This eliminates the issue of out of date internal communications emails sitting in inboxes. Use the Right Channel for the JobAvoid adding to email overload by using other more effective internal communications channels:
Related Resources |
 
Aggregate internal communications emails into a magazine format
Deliver important messages via a desktop alert
Messages on a news feed
Screensaver messages
Staff survey tool
Ways to reduce internal communications email overload |
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