“Our target audience notice our communications, they’re not getting lost”
Cosima Wagner, Marketing & Communications, Wipro Retail.
"The Communications team worked out that they are asking reps to read the equivalent of ‘To Kill a Mockingbird every month" CTC
Multiple, uncoordinated mass internal emails from different parts of the business such as; planned outages from IT, product information updates from Marketing, new policy information from HR, social club notices, and so on, can add up to an incredible flood of uncoordinated information hitting employee inboxes. This can cause important messages to become buried and employee productivity and engagement to drop.
Summarize Internal News
Coordinate the people and business units sending mass internal emails and consolidate them into an electronic newsletter. Keep messages brief and add hyperlinks to relevant supplementary information on the intranet/ SharePoint.
Employee Screensavers provide an excellent format to communicate visually with employees in a way that doesn’t interrupt them or add to information overload. This is ideal for messages that may not be urgent but are important from an employee ‘awareness’ perspective. These type of internal communication often end up buried and unread when delivered by mass email or posted only to the intranet. For example:
Broadcast Screensaver Messages
"The average information worker spends 13 hours per week on email at an average cost of US$21K per employee." IDC
Research your audience, segment by needs and interests and use internal communication channels that allow you to target communication to specific employee groups.
Internal Network Alert
Expire out-of-date internal communications from communication channels and make information that is still relevant available via a central searchable repository.
Desktop Employee Quiz
Train staff of the effective and appropriate use of internal email but remember that in 30 days people typically forget 80% of what they’ve learned. Reinforce training with Staff Quizzes and follow up communication(s). You can also use internal quizzes to:
Choose a quiz format that allows you to push quizzes directly to the desktop, so they do not add to internal email overload. Quiz recurrence and escalation options, if used, can help drive participation.
Staff Survey tool
Ensure that internal communication channels provide reporting options which allow you to see exactly what employees are reading and what is being ignored. Refine and improve your internal communications based on the evidence and continue to monitor and improve.
Internal Social Media Channel
Ever received 60 reply all messages to a single unimportant email? Transfer any messages that will require group collaboration into discussion forums. Use a plug and play format that allows you to quickly target access and usage rights to specified employees and groups.
Reduce email overload infographic
Bringing line managers on board
Example Internal Communications Strategy
Case study - How Vodafone reduced internal emails
Case study - Reducing internal email overload within Wipro
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Case Study - Addressing email overload within an insurance company