eLetter instead of bulletin board10 good reasons why eLetters improve internal communication
Digital options for internal communication have been increasingly used in recent months. Due to the pandemic, the classic bulletin board has become rather obsolete. This will probably remain the case for some employees in the long term, as the need to come into the office has been reduced in many companies. Therefore, we would like to introduce the eLetter as a possible alternative to the office notice board. Newsletters are an effective tool not only for external communication, but also to inform and engage your own employees.
In order for the internal newsletter to really be a success and for you to benefit from all the advantages, you need suitable software for it. The AGNITAS EMM is a professional e-mail marketing solution that optimally supports you in this regard.
These are the advantages of eLetter
The use of eLetters has many advantages – both for the company and for the employees. Used consistently and correctly, it creates a win-win situation for both sides. An e-mail is also considered a reliable source of information and is used at all organizational levels.
1. Targeted
Individual content can be sent to specific target groups using the EMM. For example, there can be special newsletters only for trainees or certain functional areas. This also allows you to communicate with employees more frequently and in smaller chunks. At the same time, the content gains relevance if the recipient does not have to filter out the points that really concern him or her.
2. Location independent
Unlike a printed publication, the eLetter also reaches colleagues at other locations at the same time – regardless of whether they are just in the home office or the office is in Mexico or Australia.
3. Individual and personalized
An eLetter can be personalized and individualized with a professional e-mailing tool and thus receives increased attention from the recipient. This additionally supports the motivational effect of a thank-you letter or an executive mailing.
In addition, the encryption of the eLetter means that no one can access the data from outside. This means that confidential information or non-public information can also be communicated securely.
4. Push instead of Pull
In contrast to many other instruments, the eLetter is a push medium, i.e. it reaches the recipient without the recipient having to take action. Particularly when it comes to conveying information, it can overcome an initial hurdle that the intranet, for example, often fails to overcome.
5. Flexible and brand compliant
The design template (the EMM offers several templates by default) of the eLetter can be customized with just a few clicks and is thus always in line with corporate design and identity specifications. What’s more, it also looks great on a smartphone or tablet – an important plus in the age of BYOD (Bring Your Own Device) and growing mobility. Unlike other digital platforms, such as social media, organizations are completely self-sufficient when it comes to designing the eLetter.
6. Additional benefit: Marketing tool
Most companies, government agencies and NGOs already use newsletters as standard for marketing or service communication with various stakeholders. So the basic mechanisms and IT solutions are established. With different distribution lists or mailing lists, you can easily separate internal and external communication.
7. Enhances the connection
The internal newsletter contributes to motivation and loyalty through regular communication and valuable content. This strengthens employee loyalty and positively influences the working atmosphere. As a result, the employee sees himself more as a member of a community.
8. Central information hub
The eLetter can serve as a center for internal cross-media communication. As a central information hub, it can point to topics that are covered in more detail on the intranet, for example. In this way, several topics can be summarized briefly and clearly in an eLetter, giving employees a quick overview of all topics and enabling them to obtain further information on them in a targeted manner.
9. An eLetter informs in real time
Due to the fast medium, information about the very latest topics and developments reaches employees immediately. Whether communication with employees is successful can also be measured using a variety of key figures. In the long term, those who are responsible can thus also increase effectiveness and promote employee motivation through successful communication.
10. Promoting dialogue
Readers can respond directly to an eLetter – questions on specific topics or answers to deadline notices can be transmitted without a media break. In contrast to chat tools, internal newsletters can also be better managed and controlled in the case of feedback and will end up at the wrong place or get out of hand altogether.
These are the occasions, internal newsletters are suitable for
The occasions for eLetters are very diverse. Internal newsletters can be created and sent just like marketing mailings, either automatically or manually. There is some overlap with external communication in the occasions, but the content should of course be adapted accordingly. You can find possible ideas here:
1. Anniversaries and celebrations
For example, the following evetens are suitable as anniversaries:
- Birthday:
Automatically congratulate your employees on their birthday. That way, no one will be forgotten. The individual touch can be achieved with the help of placeholders, which are filled from the employee’s profile, and target group-specific modules.
- Anniversaries:
Thank your employees for their loyalty and congratulate them on special events.
- Name day:
Your employees will appreciate a nice name day message or a small gift.
- Personal events:
Personal events such as a wedding or the birth of a child can also be addressed via eLetter.
2. Company news
There are a variety of topics that concern the company and its employees. The following topics, for example, provide an occasion for an eLetter:
- Staff: Open positions, introduction of new employees, honors, training measures
- Organizational: New responsibilities or “A department introduces itself”.
- Legal and formal: Workplace rules, policy changes, protocols or manuals.
- Announcements: Sales figures, deadlines, organizational charts or process descriptions
3. Subject and function-bound messages
Provide targeted information to the relevant group of people on specific topics. Examples of use:
- Trainees: training plans, confidant, block teaching and training camps
- Departments: Topics that exclusively concern a specialist department, e.g. accounting, IT, call center or support
- Functions: All topics affeting to middle management
4. Local messages
Companies are often spread across different locations. Inform about regional events, renovation measures or about the current canteen offer at a specific location.
5. Special days and entertainments
The calendar of events offers many occasions that can also be taken up in internal communications. Either World Women’s Day or Men’s Day, Environment Day, etc. A joke of the day or a small competition on the occasion of a special event can also lighten up the working day and improve the working atmosphere.
6. Events
For events, the internal newsletter is particularly well suited. It can even simplify event management. From invitations to sending reminders and confirmations of participation to event photos afterwards, everything is possible!
- Company parties: Christmas party, summer party, open day, company anniversary, afterwork party
- Teambuilding Events: Sportevents, joint outdoor activities, competitions and much more
- Events: Meetings, trade fairs, customer training, road shows, seminars or open Sundays
7. Holidays and other occasions
Classic holidays are also very suitable occasions for eLetter. Besides, of course, there are other occasions that you can communicate via eLetter.
- Holidays: Christmas, New Year, Easter, Carnival – even if it seems flat, the majority is still happy to hear a few kind words
- Other occasions: One-off bonus payments for particularly successful fiscal years, lessons learned from negative situations e.g. closing windows when leaving the building
How to make the internal newsletter a success
In external communication, it is natural to address the recipients correctly and appropriately; after all, you don’t want to leave a bad impression or even be perceived as unprofessional or unserious. Internal communication should be no different.
1. Well maintained database
The key to a successful eLetter is a well-maintained database. This is the only way to guarantee that your employees are addressed correctly and to prevent embarrassment caused by incorrect salutations. If you accidentally address your head of finance as ‘Dear Ms. Doe’, you may get a laugh, but it will be of the unpleasant variety. This is exactly why it is important to set up the internal newsletter correctly to avoid unnecessary slip-ups.
2. High quality
An internal newsletter should also be of high quality. You should pay special attention to the following points:
- Optics: eLetters to employees should be just as visually appealing as newsletters to customers. This also conveys a certain appreciation.
- Readability & responsive design: The texts should be error-free and easy to read – on all devices.
- Content: FSoft topics, e.g. a review of the last company celebration, ensure particularly high response rates. Of course, there are also more serious occasions, but different topics can also be combined well in a joint eLetter.
3. Data protection and security
You don’t want employee data to be spread across servers all over the world? Then opt for a solution in which the data is managed in your own data center.
In addition, personal information should not be exchanged via e-mail. For highly confidential data, it is also advisable to use appropriate encryption.
4. Suitable IT solution
In general, it is possible to send an eLetter from an employee’s personal mailbox. But as a rule, a separate mailbox with bounce filter function should be used for this. And a recipient list in CC or BCC is also not recommended. Because that simply looks impersonal and makeshift.
Professional e-mail tools offer far more options. They also offer better conditions in terms of data protection and encryption.
Companies, government agencies, NGOs and other organizations usually enter into a long-term relationship when they choose an email marketing tool. That’s why they should take enough time to select the right software.
Here you can find all infographics in cumulative form for download or print:
About AGNITAS
With E-Marketing Manager (EMM), AGNITAS offers intuitive marketing automation software for creative multi-channel campaigns via email, web push, SMS, fax and print. The award-winning software meets individual data protection requirements as an in-house or SaaS solution and flexibly adapts to customer needs. From open source to high-end, there is a suitable variant for every budget.
When Martin Aschoff founded the company in 1999, AGNITAS was a pioneer of email marketing in Germany. Today, AGNITAS is one of the most renowned and innovative providers of high-quality marketing automation software, which is used around the world for customer-oriented communication.
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