Shifting the paradigm from internal emails to intranet notifications

Not only does email overload add to our stress levels, but Forbes argues that excessive emails cost companies money due to the time it takes for employees to actually manage their communications. The question this poses: is there an alternative way to reach colleagues with announcements?

In this day and age, most office workers get so many daily emails that many of them get filtered into folders that go unchecked for long periods of time, if ever.  Because of the spam and clutter that fill our inboxes, email communication is becoming less and less effective, particularly when intended for a large audience.  Not only does this overload add to our stress levels, but Forbes argues that excessive emails cost companies money due to the time it takes for employees to actually manage their communications.  The question this poses: is there an alternative way to reach colleagues with announcements? 

How can an organization re-capture the attention of its employees?  With its intranet. 

A good intranet will not only provide a centralized platform for all an employee’s documents and applications, it will also be a medium through which communications can be pushed out to staff based on relevancy. 

Traditionally, a targeted communication within a company has to be written and sent either from top management or a team that has access to various designated email addresses.  Imagine if the burden were removed from those stakeholders so that said communications could be produced by anybody who had access rights to the Content Management System (CMS) in an organization’s intranet.  Permissions could still be installed to allow for approval to be required, but the onus of conducting the actual logistical send of the communications would be removed from the approver. 

With an intranet such as Unily, there is built in targeting for all internal communications, whether that’s simply publishing an article through the intranet or sending a newsletter through the Broadcast Center. This works by all users being tagged for communications and news based on geographical location, department and skills. A user distribution list created within the company would have this high level of targeting so that employees get communications relevant to them, in their own language.  These audiences can either be manually created and tailored, or they can be automated within Unily. 

Get ready for this shift. 

In order for these targeted internal communications to be effective, you have to first be sure that employees see the intranet as the place to go for information. Typically, a successful adoption strategy starts with a top-down approach, where management encourages employees to use their intranet as a browser homepage for example.  However, unless there’s enough of a draw for each individual, users won’t be convinced. Unily helps to combat this by providing a one-stop-shop for everything an employee needs to get done. Whether it’s catching up on the latest communications, accessing essential apps and tools, checking over latest documents produced by a team, completing a compulsory HR form or communicating on social, users can complete all their daily tasks from one place. 

Intranet Notifications are the cherry on top.

Despite having a centralized platform for all information, users can still be hesitant that they’re receiving the most important and relevant information via the intranet, falling back on email to be sure. Unily’s new intranet notification functionality revolutionizes this. If someone publishes an article or announcement, updates a document, starts a conversation on Yammer or comments back on a post, relevant users are sent notifications to alert them. Users know in real-time when there’s something relevant for them to consume, taking away the need to rely on email for essential information and preventing the user having to keep checking back for updates. For remote workers just using the mobile app, push notifications are delivered directly.  Targeting and personalization functionality still applies, with users only being notified on what’s relevant to them and users can tweak their notification settings direct from their profile. Intranet notification functionality can not only reduce stress and time spent on emails, but also reduce anxiety about updates as well.

Arrange a demo of Unily today to see how we can help you shift the paradigm from internal emails to intranet notifications.

Katy Smith Marketing Manager

Katy’s role may not be customer facing, but her work is usually what new clients see first. If it’s beautifully presented, informative, and has a BrightStarr logo on it, she’s normally been involved. Her role is broad, but Katy is a determined go-getter who makes things happen. She looks after the marketing team in the UK, marketing strategy for both sides of the Atlantic, and develops both the BrightStarr and Unily brands. Tactically, that means her team controls everything from ensuring the site comes up in internet search results, to the look and feel of your consultant’s business card.

Katy came from a fashion background, obtaining her degree from Leeds University and via interning at a major women’s magazine, and now applies that same finesse to the BrightStarr brand identity.

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