Corporate mailing helps to communicate information to employees based on templates. It is necessary and relevant for a long time. E-mails can be informational, congratulatory, survey or advertising.
You can set up such a mailing by yourself, but it will require a lot of time and resources, because for each email you need to create your own template, identify recipients, set the time and date of mailing certain emails. To simplify the process of corporate mailing it is more practical and efficient to use specialized mailing services.https://mailchimp.com/
Tasks of corporate mailing
Various businesses use mail as a tool for communication with subordinates. This is especially true in a large team or a large corporation, when there are branches in another city. The purpose is to convey information to employees. With the help of letters, ideas are promoted, the team is aware of events, interaction is established and it is in time to respond to changes. It is better to outline the necessary material in a letter and send it to everyone at once, than to make employees go to meetings and spend a lot of time.
Why a business needs corporate mailing
- Informing – distribution of various information to employees. For example, it can be an announcement of an event, a reminder of an important meeting or deadline for completing a task, a message about changes in work regulations and alerts about other significant events in the life of the company.
- Sending out instructions for working with organizational tools, training materials. This will help to deliver to each department the necessary materials for study and implementation into the workflow. In addition, these materials can always be returned to by going to the corresponding email.
- Optimize communication within the company. For this purpose, it is necessary to leave a mail address where an employee can address his or her question, suggestion or wish. Communication is also simplified if you set up groups of recipients by departments, positions and other parameters.
- Issuing or collecting feedback to analyze important points in the organization to optimize work processes.
- With the help of corporate mailing, the interaction necessary to improve the quality of products or services is established.
For whom corporate mailing will be useful
Corporate mailing is not only necessary for the company’s management. It is a great opportunity for the management to reduce paperwork and quickly notify employees of the latest changes or deliver necessary information. Now the team will be aware of the beginning of a work meeting or a meeting, employees will have an agenda.
But it is also necessary for employees. They will be able to stay in constant contact with management, get the latest news, have time to react to changes and give feedback. The team will simultaneously receive information about a meeting, a corporate event or an upcoming holiday. Place, time, subject matter – everything is contained in the email. There is no need to organize an unnecessary meeting. The necessary information should be sent out and wait for feedback.
Ignoring the corporate newsletter is definitely not worth it. It is a budget-friendly way of engaging in the corporate culture and creating a team spirit. It is also an effective tool for instant information. If you build a competent scheme of work, it will allow you to go very far in the work.
Mailing will become very important in case of agreements and discussion of any issues. This advantage is achieved by saving correspondence.
Info reasons for mailings
An employee newsletter will be a great excuse to make communication easier and simpler. It is convenient and helps to create an established pattern of communication. A newsletter will never replace live communication, but it will help speed up the communication process.
For newbies, create a newsletter that outlines the intricacies of the job, values, and other information. This tip will always be at your fingertips. A corporate newsletter can be designed in any style so that it’s inviting and memorable. Give an example of the daily routine, tell about the current rules and requirements. Allocate a paragraph for company values and specifics of work. Include a contact person who can help and advise if needed.
Have a mailing list with information about vacant positions. It may be that employees know people who are looking for jobs and who would be useful in that position or may be interested in moving to another position themselves
Emails give the director the opportunity to address all employees personally. The message should be written in a strict and businesslike style. This will help to maintain authority and cause respect and trust among employees.
Very often corporate mailing helps to collect feedback. This is an opportunity to conduct a survey. Highlight the main issues that interest you and prepare common themes.
To strengthen team spirit, create letters that highlight the company’s achievements. Insert pictures of employee awards, upcoming events and nominations in there.
Congratulations are always nice. And when your favorite company doesn’t forget about you, it’s doubly nice. Colorful, bright congratulations, designed in a thematic style with a couple of pleasant wishes, will cause trust and openness.
The main thing to remember is not to overdo it with the number of letters. If there are a lot of them and they come constantly solid stream, they just do not have time to read, delve into and sometimes even open. The set task of mailing will not be fulfilled, and there will be no use for it either.
It is worth prioritizing tasks and gradually begin to implement them.
Work on starting a mailing list
To start a mailing, you will need either a specially trained person who will be paid for his work, or try to create a mailing on your own through the service. The first option is quite costly, given that you will need several mailings during the month. And services are quite a lot and to master them is available on your own. There are paid and free options with a variety of functions. It all depends on the number of recipients and letters that will be sent.
To start a mailing list, you need to take the following actions:
Create a corporate mailing list email
All employees of the company should have a corporate mailing list. If the company has different departments, some department will not be interested in information compiled by another department. This is a segmentation that should be honored. After sending the first email, ask employees to review it and add the address to their email wish list. This will help prevent it from going into spam.
Identify trigger
Think about the types of emails you plan to send. You can adjust the infopoints as you go along, but we’ve covered the most basic ones above.
Prepare email templates for each info trigger
An event announcement, employee congratulations, and feedback collection questionnaire should differ in structure and appearance, so you need to create a recognizable unique template for each type of email.
Customize sending by time
For example, emails about achievements can be sent once a month in the last days of the month, announce events once a week. It is possible to customize the mode by which prepared emails will be sent automatically.
Collect feedback to make improvements to the newsletters
This will help to understand which emails are more readable, what interests employees more. You should create a survey among employees, what they are most interested in, how they like the idea of a corporate newsletter, what should not be sent out at all.
Before sending out letters, you need to work out all the options. When and whom to congratulate, choose dates, prepare a text, or a motivational letter, mark the topics that definitely should not be touched, develop several variants of templates, divide the list of addresses by groups, select those with whom you should coordinate sending.
To summarize, it’s worth noting that creating a working corporate newsletter requires understanding what interests employees and the team as a whole. Do not write unnecessary things, things that can bore or direct in another direction, make doubts or cause a negative reaction. Everything should look businesslike with respect for the chain of command. Text should be accessible and understandable.
Follow simple rules that will help retain the reader:
- Everything is readable and clear,
- Letters should not be too long
- No one wants to look for the essence in a long letter;
- The subject should reflect the essence, so that you can immediately understand what is in the content;
