Un-spamming Your Employees and Internal Team Members

By Andrea Susman


You’re at work, trying to focus, when all of a sudden your office computer blares out an alert. Next, your phone vibrates, indicating that something new is waiting for you. Minutes later, it vibrates again, you’ve received a reply to the original message. Clearly, someone sent a group email with you cc’ed, and then another contact responded. Before you know it, both your computer and your phone are going crazy, trying to keep up with all the incoming traffic from your inbox, calendar etc.


Now multiply this scenario several times, and you have the average experience of the modern employee. It’s common for team members to feel burdened by the sheer amount of emails and notifications they receive during a given day.


Some of this can’t be remedied, as there are notifications and alerts undoubtedly related to a team member’s work-life. However, it is possible to mitigate internal communications to cut down on the volume of alerts an employee has to deal with.


You are effectively placing all the burden on your employee or workforce. They need to prioritize what comes in, what they spend the most time with, and what’s relevant to their work. Yes, they should be able to do this, as time management is a natural process of all employment opportunities. But it’s a different matter entirely when they are bogged down. The average inbox contains a mere 38% of relevant content, leaving the excess 62% to be waste, and or processed in bulk - such as mass delete or mass archive. There must be a way to clean that up, right?


How to Filter the [Right] Noise?

Consider your own life, notifications, and experiences. Any time the information you are receiving is not relevant you overlook or dismiss it. With email, you can archive messages for later, or simply leave them to read at another time. The issue, lies with the emails themselves, as you may have experienced with your own team. You see, when important communications are sent out, there’s a chance they’re not being looked at, especially when sent en masse.


How can you be sure that all the important communications are being seen by the right people, and not getting lost in the excess noise? Furthermore, how can you be sure you’re not spamming your employees so much, to the point that they programmed to ignore internal communications?


Why Would This Happen In the First Place?

As discussed, we tend to overlook or ignore messages, material and content that is not relevant in the moment. If it’s not useful right then and there, it gets brushed aside, no matter how important. Boiled down to the most basic level, this is how we prioritize alerts and communications in our lives.


Consider, for example, a text that comes in from a long time friend. You might read it, process it, and then move on with your business, making a mental note to answer later. But if a message comes in from family asking a question, that’s usually more pressing. You answer as soon as you can, hopefully.


The same is true of internal communications. You need to find a way to help your audience - coworkers - naturally prioritize internal alerts. A whopping 86% of corporate executives, employees and educators name ineffective communications as a major contributor to workplace failures.



So, What’s the Solution(s)?

The trick is to transition or convert your communications so that they offer more of a ‘community’ approach, wherein you take your communications mobile, and offer more streamlined channel(s) for receiving different types of information.


There are several reasons for this:

  1. When chats or messaging channels are focused on a community, the content is tailored to a specific group. In other words, it’s usually always relevant to everyone on some level.

  2. Mobile-first communication strategies ensure that content can be accessed anywhere, anytime. That includes mobile devices and on-the-go, which means if they ignore or dismiss it the first time, they can always come back to it.

  3. Knowing what your employees or team members are most interested in allows a fine-tuned approach, so that the messaging channels are contextual and relevant to all participants, right down to each individual user.

  4. Mobilized employees are always-on, even if they don’t know it. They can access communications from anywhere, anytime, even at home or on vacation. While it’s a good idea to give them time to go off the grid, it’s still beneficial to many that access is always there.

  5. Mobile chats or communications see increased engagement levels, due to the nature of the platform.

  6. Productivity will skyrocket. The average worker spends 13 hours a week on just emails, which equals about 28% of the workweek. Streamline that through mobile communications, and that time will shave down considerably.

It’s Time to Convert to a Digital Workforce

Did you know that 75% of American workers feel they don’t have access to the latest and most efficient tech? In the end, the only solution is really to get with the times, or more specifically to mobilize your employees. You can do this by taking your internal communications, emails, and messaging into the app world. Y


ou see, only a mobile app can deliver the kind of offline and online experiences that are necessary for this to happen. Furthermore, your employees gain valuable access to a system that can be used wherever, whenever. And that’s without all the hassle of standard email, which forces you to sort through dozens of junk or irrelevant messages, and the notifications that arrive along with them.



Tags: Blog, Communities, Digitization

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