How to Improve Employee Engagement with E-mail
Intranets used to be something that collected dust some time ago. Nowadays though, companies use them effectively, and they have noticed an increase in employee engagement, as well as more productivity and efficiency.
This is one of the most important things in a company. Employees who feel comfortable and engaged with the ideals and values of their employers do better and do more.
The best companies in the world don’t treat this as something that is simply good to have but rather as something essential and integrated with all of their business and marketing efforts. This impacts your bottom line and your organization’s success.
However, not all companies can afford an intranet that allows for the same kind of efforts big companies invest in. They often struggle with how to make it work—they want to, but they just can’t afford the right tools.
That old, dusty tool most companies dismiss in lieu of social media and other funnels. But e-mail is making a big comeback—or rather, it never left. E-mail has proven to drive more conversions to businesses than social media ever could. The same can be applied in your employee engagement efforts, if used properly.
Small companies all over the world opted for this mean of communication because of its inexpensiveness, simplicity, and accessibility. And it’s paying off, big time.
Here are some tips on how to use e-mail to improve employee engagement:
1. Formulate your messages properly. Communicating with your employees is all about saying things in the right way. Think of them as your target audience and create e-mails that appeal to them.
Employees like to be kept in loop, for instance. So, sending e-mails with updates, news, and so on will make them feel like they are a part of a community. “You are an expert in your niche, so giving them some tips on productivity or simply suggesting a product they could use for their back pain is also a good idea. Invite their feedback and questions—make them feel appreciated,” suggests Constance Dear, a Human Resources manager at Academized.
2. Maximize accessibility. One of the perks of e-mail is that it goes wherever you go. This means you’ll be able to reach your employees at any time. Maximize this effectiveness by sending micro e-mails of moments and important bits of that particular day. However, don’t overdo it and stay away from sending files that require filling out a complex form—this decreases the value of e-mail used as an on-the-go tool.
3. Optimize and adapt. When you notice problems or recognize a need for some incremental improvements, it’s definitely time for optimizing. Find useful tools or plugins that could help fix a problem or add more value to your efforts.
4. Create a dialogue. An e-mail is not built to host one-sided conversations. Invite your employees to respond, to give feedback, or ask questions. You'll learn more for further improvement.
5. Build a fun environment. Not everything needs to be formal. Be casual, funny, and interesting. Talk to your employees as you would with friends. This is a small detail to you but a big deal for them. They’ll be prouder of working with you if they perceive you as a friend rather than a big, scary boss.
6. Work on engagement consistently. Employee engagement is not something you can do once and then forget about it completely. You have to work on it all the time and remain consistent with your efforts. If you do this, you’ll see great results.
How to Write An Accurate and Engaging E-mail
One of the main elements of a successful employee engagement process is writing accurate, compelling e-mails. There are a few things to consider once you start writing them.
The first one is tone of voice. While you want to keep it casual and easygoing, the best technique is to employ some basic copywriting rules. Focus on them, not on yourself; be persuasive without being too intrusive; and be concise.
Accuracy is also very important. You don’t want to send e-mails full of grammar and spelling mistakes. It can make you look unprofessional and cause confusion. Proofreading and editing is essential.
Another thing to consider is formatting. You don’t want to suffocate your employees with continuous blocks of text but rather spark their interest and invite them in with short paragraphs, lists, and plenty of white space.
There is a lot more to this. For more tips and assistance, check out these sites:
- Viawriting: Basic copywriting is necessary when you are communicating with your employees. This site can help.
- Stateofwriting and Ukwritings: Editing can become tedious after a while, so getting some help from tools like these is a good idea.
- Academ advisor: Grammar often confuses people writing e-mails. It’s the pressure of what the other person will think of you. Use this tool to make sure everything is up to standards.
- Boomessays: Subject lines matter just as much with your employees as they do with prospects. Use this subject line generator to create great subject lines.
- Mywritingwayand Essayroo: Proofreading, just like editing, is tiring. Instead of doing it on your own, consider these tools.
- Paperfellows: As mentioned, formatting can be essential to the success of your e-mails. This tool offers professional help.
Over to You
If you can’t use expensive technologies for employee engagement, there are still tools such as e-mail that can be used to advantage. Learn how to use e-mail right and you’ll reach the same level of employee engagement that you could with an expensive intranet.
Freddie Tubbs is an internal communications manager at Bigassignments. He regularly takes part in Human Resources conferences and Webinars, and contributes professional columns to the Australian help and Oxessays blog.