VisualSP - Info on End User Adoption, Support and Governance

Communicating with Employees by Email Doesn't Work Anymore

Posted by Asif Rehmani on Nov 1, 2019

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image_Communicating with employees by email doesnt work anymore

As a department head, how many times do you get questions from your staff about things you had already communicated?

In your company's internal communications, do people actually read the messages that you email to them? If no, you are not alone.

In today's overwhelming digital world, there is a problem with internal enterprise communication. People don't read all the internal emails that they receive.

Even IT leaders struggle when trying to communicate with everyone within a team, a department, or the entire company, especially during a migration process to a new or upgraded application. You may be familiar with the following scenario.

  • You would deploy a new tool, implement improved governance policies, kick-start the user adoption process, launch a new help site … and, you expect emails to drive the necessary communication campaign.
  • You send out an announcement, an instruction, or a newsletter but most recipients don't even open it.
  • You add the messages on your company's communication site but most visitors don't even read them.
  • And, ultimately, your communication campaign fails.

Even HR departments mostly fail to communicate effectively to their workforce.

Information overload may explain it. Due to quantity and frequency of emails received daily, employees have learned to ignore many of them and rarely consume the content of those they open. No matter how important the message: it may be about a scheduled fire drill or a new regulatory compliance guideline, people would most probably not open the email. In fact, later, they would even say to you, "I never saw that email".

Furthermore, most companies don't even have alternative communication channels through which to reach employees.

Inboxes are private spaces...? not really

Instinctively, you would think that your inbox is an area where you receive messages addressed to you. That is not really the case; it is a place where people hope to get not exactly “your attention” but the attention of people who share your description, people who are similar to you. You definitely receive messages that are addressed to you as well as messages addressed to people from other departments or people outside the company, such as contractors.

With a daily deluge of incoming emails, it is hard to read them all, remember the content, and be able to use the information, while remaining productive with your regular work.

Often, it is in trying to communicate everything important that companies end up over-communicating, prompting employees to develop the habit of ignoring emails. Messages are so many that the most important are lost in the threads. Ultimately, employees wouldn’t even know where to look when they need an answer to a question.

There is a simple way to make sure that employees read the important information that you email out: you have to focus on delivering messages not only to inboxes but also to places where they hangout often.

Have the messages show up in places where they go to do their work; have the messages displayed in front of them during the process of completing their daily tasks. As the only message present in that space, they will be happy to read it, and, in case there is a probability they may skip it, you can force them to read it before they proceed.

Simple; here is how.

How to deliver messages that are actually read

Use VisualSP, the plug-and-play add-on application that delivers and displays messages on specific windows, workspaces, and pages of software applications.

To succeed in your internal corporate communication campaigns, install and configure VisualSP to expose your colleagues to your messages as they open their most frequently used digital tools.

As a digital adoption platform, VisualSP allows you to overlay your message as a popup, a splash screen, or an auto-display window over the most visited welcome pages of applications such as Outlook, SharePoint, OneDrive for Business, Word, Excel, etc.

The walkthrough capabilities help you deliver context-specific messages to employees, making it impossible for them not to consume the content.

Here is an example.

Almost everyone checks their inbox every day. Using VisualSP, you can overlay a popup message over their Outlook inbox workspace so that it can be the first thing they see before they open their emails. The message, instruction, announcement, or news can be about anything. You can do this with all the applications comprising Office 365 as well as many other applications.

Many VisualSP users prefer to add splash-screens over a SharePoint intranet homepage for their colleagues to see the second they open the site. To catch people's attention, they add colorful graphics, bold formatted text, and, sometimes, videos.

You can actually overlay an important message on the welcome windows of all the popular Office 365 applications so that all users can see it the same day. The result is that every time someone opens an application deployed in the company, a message auto-displays, they have to view it before they proceed to use the application.

As a digital adoption platform, VisualSP drives internal corporate communication in an organic way, similar to how information goes viral on social media platforms.

With the ability to communicate via many relevant areas of digital tools, you can deliver a considerable number of messages without the risk of overwhelming the recipients. You to deliver the right message, to the right users, in the right place, at the right time.

As examples, here are VisualSP overlay windows with walkthroughs explaining how to fill a form, give an instruction, provide guidelines, and enforce a governance policy.

Fig 1. Explaining how to fill a form.

Explaining how to fill a form VisualSP 2

Fig 2. Giving an instruction

Giving an instruction VisualSP

Fig 3. Providing guidelines

Providing guidelines VisualSP

Fig 4. Enforcing a governance policy (notice that the user is forced to read content before they proceed).

Enforcing a governance policy VisualSP

Moreover, as an admin or team leader, using VisualSP analytics, you are able to see exactly who has seen the message and when, getting insight into the overall reach of your communication campaigns.

Use VisualSP to communicate to employees successfully

VisualSP gives you a way to ensure that everyone reads your important communications before they can continue with their daily work. Easily surface the most important content and keep your workforce informed within a team, a department, or the entire company.

Many VisualSP enabled companies extensively use the communication capabilities to continually educate SharePoint and Office 365 users about governance policies, regulatory compliance, and best practices. Many more use the capabilities to simply communicate to digital tools users, successfully. Actually, the more you use VisualSP communication capabilities, the better you get at discovering opportunities for message delivery.

In the realm of internal corporate communication, it used to be that message-received is not always message-read; now VisualSP has closed that gap.

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