Internal Employee Communications
Internal Employee Communications
Q: We have an 'Update' that is sent to all users every week. This is done in a Word document, converted to a PDF and sent out. Do others do something similar to this, but use software or a “drag and drop” newsletter of option so that it is not so clunky and visually appealing?
A: We use Contact Monkey. It's not a drag and drop, but it's easy to use and looks professional.
A: We send an electronic newsletter (named e.Stream) every week. Currently, we use the email software “emarketeer”. We went with this particular software as it has the functionality to "Add to calendar" to make it easy for our staff to keep track of events, though Mailchimp and any email software would work. Content ranges from HR updates, events to new provider/services information, etc. We utilize a work request system for staff to submit content. We switched to a digital platform about six years ago, from a hard copy monthly newsletter. We have an average 75% open rate of a staff of approximately 300. The benefits of digital communication are it's trackable and easy to put together. The downsides are if you have any portion of non-desk workers, it makes it more difficult for them to access it and have time to read the information.
Q: We have also been looking at switching from .pdf format to digital for our internal newsletters. When you send out your email newsletters, do your employees need to "download" the images in their outlook in order to see your content? My concern has always been that employees wouldn't want to take that extra step.
A: Our eNewsletter, has a "read on web" link at the top of the newsletter to help with that problem. Most of our content is typed in the body of the newsletter and images are reserved for photos and limited art.
A: It depends on what systems you are using. Our agency created a template in Outlook for the in-house marketing department at a very large health system in multiple states. It was a drag and drop template that provided the "sections" so there was consistency and so other subunits could use it for their team if they wanted. it also wasn't an "attachment" so got better readership.
For a health insurer with multiple teams across the organization in multiple locations, we created a template update on the home page of SharePoint, which was used as the single source of truth for everyone, so they were in SP every day.
For a hotel system, we created a document that was updated (each day in that case) that connected to the startup of every computer so once their computer was on, it popped up automatically. They had to close it to get to their programs (obviously in partnership with IT and troublesome now with people who never shut down). This was essential to make sure everyone in the hotel knew our VIPs for the day, the groups arriving, the check-ins and check-outs/occupancy, and any other special announcements.
For one ASC, we went to a text based system - with an initial opt in and then it was sent to SMS and emails so more folks could see it, or the ones that weren't at a desk (i.e. housekeeping, facility, etc.) got the news as well.
Finally, for smaller clinic sytems, we added screens in the breakrooms (a layer of the waiting room screens) with electronic announcements and used good old printed versions in the primary staff areas (cafeteria, breakroom, etc.) Sometimes non-electronic is best.
