What happens when employees are subjected to an ongoing barrage of company-wide email blasts? In some companies, employees receive several emails a week, or even each day, from various departments within the enterprise. IT might send an email about a technology update; HR sends a few about open enrollment and the new performance management platform; security sends one about the building schedule over the holiday weekend.
I’ll tell you what happens: employees learn to ignore those email blasts. In an inbox filled with pressing business and requests from their immediate managers, the corporate blasts will often drift to the bottom until they’re so old they just get deleted.
That means employees are missing important or urgent messages. The sheer quantity of company emails can make it difficult for employees to tell the difference between the big stuff and the other miscellaneous flotsam that fills their inboxes. It’s tempting to put off reading any of those company emails until they’re less busy. And of course, they’re never going to be less busy.
Here’s a three-step solution than can help improve this email overload:
1. Aggregate all those company emails into one weekly or monthly digest. Instead of being constantly peppered with email blasts, employees will be able to view all pertinent topics in one email newsletter. Organize the content by a hierarchy of importance, to help insure employees see the most critical information.
2. Keep the text on all topics brief and to the point. If employees can quickly glance through the headlines, and perhaps a two-sentence summary and call to action, they’re more likely to notice the news they most need to know. Even better, write headlines to communicate the one takeaway you want employees to understand, so that if all they do is read that one line, they’ll have a basic idea of what’s up.
3. Send them online for more information. In that weekly or monthly newsletter blast, include links to the intranet for additional information about topics that require more than a few sentences. That helps the intranet serve the purpose of the go-to hub for employee communications, and lets employees access the information only when they’re ready to deal with that decision or call to action.
Want to reduce email overload for your employees, while improving readership? Tribe can help.