Constant communication within an organization is necessary to ensure all employees know important business goals, company news, and corporate culture.
However, the challenge we all have as employees is that we are all busy, all the time. In fact, , 51% of white-collar workers believe they are almost at “breaking point” when it comes to information overload. They simply can’t process all the constant communications they receive on a daily basis. Constant communication within an organization is necessary to ensure all employees know important business goals, company news, and corporate culture.
The challenge we all have as employees is that we are all busy, all the time. In fact, according to LexisNexis, 51% of white-collar workers believe they are almost at “breaking point” when it comes to information overload. They simply can’t process all the constant communications they receive on a daily basis.
So, how do you ensure all employees know important company announcements that have a direct impact on them? It’s difficult enough when you consider the sheer volume of information they receive daily (via email, social, intranet traffic etc.). It becomes even more challenging if staff are based in multiple locations, or when a particular situation is changing constantly.
That’s where internal email signatures can be used to empower employees, increase engagement, and provide meaningful content.
Improve internal communication
With internal email signatures, you can reiterate a message without ever irritating your staff. As readers perceive the signature messaging passively, there’s no phone to pick up or invite to open.
To put this into perspective, imagine the number of emails that can inform a conversation. If you see five emails in quick succession and each one contains a subtle message in the signature, you’re more likely to engage with it. Each message then becomes a simple reminder.
If there is a simple line of text, they’ll subconsciously remember the messaging. If there’s a promotional banner, the imagery will leave an impression. The repetitive nature of seeing something over and over again is likely to leave an impression on employees. Like advertising, the more they see your message, the more likely they are to take an action off of it.
Focus on wider events
These email signatures don’t necessarily have to focus just on the internal messages of your company. They can also be used to highlight important global events.
Take the current coronavirus (COVID-19) pandemic, which is having a huge impact on people on a micro and macro level. Many companies are looking at different ways to keep employees informed of the often-daily developments surrounding this viral outbreak. Senior management teams want to keep their staff healthy while ensuring everyone follows important updates announced by governments and medical professionals.
Simple reminders can added to internal email signatures with the latest updates, what to avoid, or if they are need to self-isolate. An organization can implement health messages on all email signatures, irrespective of which office an employee is based in.
An internal email signature can also link to news sites such as the WHO’s (World Health Organization) rolling updates on coronavirus disease (COVID-19) so everyone is up-to-date with the latest developments. Here, a company can provide critical advice, but not in a manner that is seen to be overbearing.
10 Ways to Capitalize on Internal Email Signature Communications
Here are 10 ways that you can increase employee engagement through the use of internal email signatures.
1. Working environment practices
Ensure all employees are aware of current health and safety regulations. Tell staff what is expected of them on a constant basis so that it becomes second nature.
2. Job opportunities
Promote new job vacancies to current staff members before recruiting externally. Tell everyone quickly when new opportunities in different departments become available,
3. Important company announcements
Easily inform everyone about important company news. Ensure everyone is aware of how news may impact on them.
4. Employee reminders
Provide general reminders for all staff such as to turn computers off at night. Get staff to take important actions willingly without nagging them.
5. Training opportunities
Increase enrollment in company training programs and initiatives. Highlight appropriate certifications that employees can partake in as part of their professional development.
6. Company benefits and enrollments
Remind employees to enroll in new company benefit schemes. Inform them of new company entitlements like staff discounts that they should sign up for.
7. Charity and local community initiatives
Increase volunteer numbers for your company’s chosen charity. Offer an easy way for employees to donate their time and money.
8. New internal services & apps
Ask staff to use new tools that will help them with their working day. Showcase the latest apps designed to make their lives easier.
9. Latest content
Tell everyone about the latest white paper you’ve written. Get additional views on important videos. Ask staff to review proof-of-concept materials and get their feedback quickly.
10. Staff recognition
Get employees to vote on the best performing members of your company. Make sure people are given the chance to recognize those who have gone above and beyond.
You need to ensure that your staff are positively engaged with your brand, thereby turning them into company advocates. However, getting this advocacy can prove difficult if employees are low on time or are not aware of important company news.
With a dedicated internal email signature, you don’t have to work as hard to get your employees’ attention. They will see the content appear at the bottom of every corporate email they send internally. And by seeing this content repeatedly, they are subconsciously being asked to take an action without being forced to.
The signature can focus on simple prompts like reminding people to wash their hands or a large company announcement telling everyone to work from home.
The larger your company is, the more essential the email signature channel becomes. Staff may work in separate locations; a small message under their email can be an effective way to reach all of them.
Signatures are trusted, relevant, and contain valuable content. It becomes easy to control the context in which they appear, ensuring appropriate actions are carried out by employees.