Are you an internal communications professional with a budget to spend on new software? Are your goals around increasing employee engagement? Do you wish you could better understand what internal content is resonating with employees? Do you need an effective way to collect employee feedback?
💡 If any of the above questions have crossed your mind lately, then keep reading. Without the right internal communications software to fit your context, you can run into a host of problems when getting in touch with your employees.
When it comes to successful internal communications, plenty of workplaces and professionals admit to huge gaps in their processes. Examples of these can be:
- Sending too many emails to employees and having some ignored
- Being overly transparent by sending unnecessary communications
- Not making the intentions of internal communications clear
- Creating good internal publicity for the organization without presenting solutions or solving issues
If you’re currently operating without internal communications software, a lot of things may be slipping through the cracks. For example, you likely have no idea whether or not employees are opening the emails you’re sending out.
If you’re sending out mass emails, you’re not going to take care around personalizing your emails if you have a lot of recipients, which results in lower engagement.
Internal communications software and tools aren’t just limited to internal emails or employee newsletters. There are a lot of others on the market, such as:
- Intranet (like Jostle)
- Chat services and forums (like Slack)
- Podcasts (like Storyboard)
- Video communications (like Vidyard)
- Collaboration tools (like Trello)
- Video conferencing (like Zoom.us)
Although we love a lot of the other internal communications options, and use some of them ourselves, we feel that we’re best suited to the email space.
That’s why we created an internal communications software that lets you create, send and track beautiful responsive HTML and personalized messages to dozens, hundreds or even thousands of employees using Outlook Distribution Lists or Google Groups, straight from your inbox.
How Internal Communications Software Benefits Organizations
Employee newsletters are written by employees, for employees. As an internal communicator at your organization, you are crucial to bridging the gap between leader and individual contributors.
Employees want to feel in the loop, and receive information that is relevant to them. Treat the internal newsletter like a mirror; find a way to have employees see themselves in the content you create with them in mind.
Three direct benefits of implementing internal communications software:
1. Empowers employees to talk about relevant internal topics
In a study by SHRM, it’s noted that Fortune 500 companies are losing $31.5 billion annually by not sharing purposeful knowledge.Transparency and sharing knowledge with employees works wonders for ROI (return on investment) figures, and they go hand in hand with employee satisfaction and retention.
The larger an organization becomes, the harder it can be for leadership to keep up with communications. People want to hear from the people they work for, as it builds trust.
According to Ragan, 57% of employees stay at jobs where leadership communicates with the team directly and transparently. In a nutshell, internal communications needs to be a priority, even if it has to be done at scale.
2. Internal communications helps remote employees feel more included
Remote work is growing in popularity, and seems to be a large part of the future of work. One of our customers, Exemplis, uses ContactMonkey to meet the challenge of having a team in multiple locations, and an entirely remote sales team.
The reality that is remote work is a result of globalization, as teams are not only in a number of different countries, but also time zones. To move with the times, organizations are more apt to allow employees significant flexibility, such as work from home days.
Not only are organizations opening themselves to a larger talent pool, but there is an opportunity to experiment with different collaboration styles.
3. Improves morale through employee recognition
When employee morale decreases, the team is less productive and finds it taxing to perform at their best. When low morale is felt throughout the organization, people are more likely to leave in order to escape the stressful atmosphere.
Boosting morale can be as easy as sharing a kind word. Make a point of letting workers know that they’re valued, and that their hard work has positively impacted the business.
How ContactMonkey’s Internal Communications Software Integrates with Your Email Client
ContactMonkey’s internal email tracking tool lives in your Outlook or Gmail inbox as a sidebar, providing you the ability to build and send emails without ever having you leave your inbox.
From an efficiency standpoint, this is a better option, rather than relying on a third party software such as Mailchimp for your internal communications. Don’t get us wrong; Mailchimp is still an excellent tool. However, it’s better suited to external marketers who are focused on sending content to external audiences. Overall, it’s best not to use tools made strictly for marketing to perform internal communications.
Our tool is available for Outlook for Windows, Outlook for Mac, Office 365 and Gmail, and lives as an Outlook add-in or Chrome extension for Gmail.
With our internal communications software you’ll easily be able to build and send responsive employee newsletters, gather employee feedback and track both individual (right down to each individual employee) and overall aggregate campaign engagement.
How to Create and Send Responsive Employee Newsletters in ContactMonkey
1. Choose your newsletter template
Choose from dozens of predesigned internal email templates – or upload your own existing email designs to ContactMonkey.
As long as they exist within the tool, the email templates will be responsive on both desktop and mobile.
2. Add custom design elements to your email template
Our easy to use email template builder makes it easier to give your internal newsletter creative, personal touches without sacrificing brand consistency.
Customize your email template design to match your company’s brand colours, messaging, and imagery style.
3. Create a mobile-responsive design
Before you press send on your internal email, preview your email designs on both desktop and mobile to make sure your messages are responsive and look just the way you intended.
Attention to detail will only build appreciation and credibility among your fellow employees.
4. Send and track your employee newsletter
Once everything looks how you want it to, you’re ready to send and track your beautifully designed HTML employee newsletter.
ContactMonkey saves you the pain of having to build a new recipient list. With a couple of clicks, you can queue up your internal email to send to existing Outlook distribution lists or Google Groups in your Outlook or Gmail inbox.
How to Gather Employee Feedback with Internal Communications Software
Asking for feedback from employees is an excellent way to get a handle on how the organization functions as a result of company culture. The results you gather may even identify trends around issues that are beginning to surface.
Once you have knowledge around employee concerns, you can begin to take action on improvements, which only stand to benefit employee satisfaction ratings.
With ContactMonkey, you can gather employee feedback in real-time without a great deal of effort. With our drag and drop email template builder you can add emoji reactions, employee pulse surveys, comment boxes, and a dichotomous scales in the form of a thumbs up vs. thumbs down.
To input these elements into your internal newsletter, you just need to drag and drop the block into your HTML email template. All of these are contained within our easy-to-use email template builder.
These give your employees the ability to love, like, and laugh at the content you send them via email. With emoji reactions, your internal communications team can seamlessly gather feedback rooted in employee emotions.
The results provide internal communicators with meaningful, quantitative data. For example, if you ask your team how they feel about the monthly All Hands meeting, and you find that more employees are leaning towards a sad face 🙁, you can send out a follow-up survey to better understand what they’re not enjoying about the meeting.
With pulse surveys, you’ll also get actionable data on your email communications. You’ll be able to see all of the responses live in real time on your ContactMonkey dashboard.
Usually, pulse surveys don’t go past 10 questions but sometimes, all you need is one. For example, you can ask something like: “On a scale of 1-10, how happy are you to be working here?”
Once you collect the responses, you can identify trends and come up with an action plan 🤗
Your employees are already liking content on all the social media platforms they use on their own time. By adding like buttons to your own internal emails, you’ll be able to engage your employees with your content and actually learn what they like 👍
If you’re bringing in new snacks to the office, you can ask people how they feel about the selection. If you’re more dislikes 👎 than likes, it might be a good time to poll people about what they’d like to see offered instead.
Receive employee comments on any internal communications newsletter you send from Outlook or Gmail. All you have to do is enable “Comments” through the email template builder. All comments or answers to questions will be funneled into the dashboard.
How to Use Internal Communications Software Metrics for Measuring Employee Engagement
Curious about some of the most common metrics used to determine the success of internal emails once software has been implemented? Although they are all effective, it may make more sense to pick and choose which metrics to pay attention based on what you are trying to understand about your employees.
Need help identifying what to measure? Check out this post on measuring internal communications in the workplace.
Open rates provide insight into whether people are being informed about key company news. If you’re finding your open rates to be low, you can try testing different send times or subject lines. Our customer, Cimpress, uses ContactMonkey to better understand which subject lines are resonating with employees.
A high click-through rate tells you that the content you’re sending out is relevant. If you find that the majority of people aren’t getting past the first link in your internal email, you can play around with link placement and length of email body copy.
Being able to tell where employees are opening their emails can be helpful for big companies. For instance, if employees are not opening internal communications at work, this can lend to a decision to alter the send time to either before or after the work day.
Employee Engagement Surveys
More often than not, internal communicators are sending out yearly surveys that fail to accurately measure employee concerns and satisfaction. Thanks to pulse surveys, this situation can be avoided and data can be collected more frequently.
Bonus: How to Personalize Internal Communications
With ContactMonkey, you can easily personalize email subject lines for each employee on your distribution list, dynamic distribution groups in your inbox, or you can upload a CSV file.
Once you hit “send” and employees start engaging with your internal email, you can measure success at both an individual employee or aggregate campaign level. Include metrics such as open rates, link clicks, location opened, and device used to get the full picture.
With the delivery of real-time data, internal communicators are able to identify what works, what doesn’t, and continually improve your employee communications.
There’s no need to keep it a secret, either, with our shareable reports feature that proves your team’s success.
You should now have a better understanding of how internal communications software, especially when it comes to employee newsletters, can benefit your organization, the sorts of metrics you can pay attention to, and how all of this plays into improving employee engagement.
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With ContactMonkey, creating internal emails and newsletter while simultaneously gathering employee feedback has never been easier. Want to better understand how our tool can fit into your day to day? Schedule a personalized demo today, as it’s never too early to better understand the people that you work with every single day!