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How often should you email your employees?

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Email is one of the most common and effective internal communication channels for many organizations. It allows you to share important information, updates, feedback, and recognition with your employees in a timely and convenient way. However, email also has its drawbacks, such as information overload, low engagement, and miscommunication. How often should you email your employees to balance the benefits and challenges of this channel? Here are some tips to help you find the optimal frequency and quality of your internal emails.

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Serena Jweinat
Valentina Müller Frizza

Experienced in international teams, having worked in Argentina, Spain, and Austria.
Gladstone Samuel

Qualified Independent Director | ESG Practitioner | PMP?

1 Know your purpose

Before you hit send, ask yourself what is the purpose of your email and how it aligns with your internal communication goals and strategy. Is your email relevant, timely, and valuable for your employees? Does it support your organizational culture, vision, and values? Does it address a specific need, problem, or opportunity for your employees? If your email does not have a clear and compelling purpose, you may want to reconsider sending it or find a different way to communicate your message.

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Valentina Müller Frizza

Experienced in international teams, having worked in Argentina, Spain, and Austria.
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In my experience, I send emails only if they address a specific need, problem, or opportunity for my colleagues. If not, I avoid it.

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2 Segment your audience

Not every email needs to reach every employee in your organization. In fact, sending irrelevant or excessive emails to your employees can reduce their trust, attention, and engagement with your internal communication. To avoid this, you should segment your audience based on their roles, interests, preferences, and needs. For example, you can use different email lists, groups, or categories to target your emails to specific departments, teams, projects, or topics. This way, you can tailor your email content, tone, and frequency to each segment and ensure that your employees receive only the emails that matter to them.

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Serena Jweinat
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Take a dual approach of audience segmentation and strategic planning through an editorial calendar. An editorial calendar acts as a navigational guide, ensuring the right content reaches the right people at the right time. This method prevents email overload, respects employee time, and enhances the relevance of messages. Coupling segmentation and calendaring makes your comms more precise, resulting in a more engaged, informed, and responsive workforce.

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3 Choose the right timing

The timing of your email can also affect how often you should email your employees. You should consider factors such as the urgency, importance, and relevance of your email, as well as the availability, workload, and expectations of your employees. For example, you may want to send an email as soon as possible if it contains critical information, feedback, or action items for your employees. However, you may want to wait or schedule your email for a later time if it contains less urgent or more general information, such as newsletters, announcements, or surveys. You should also avoid sending emails during peak hours, weekends, holidays, or after work hours, unless it is absolutely necessary.

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4 Measure the impact

One of the best ways to determine how often you should email your employees is to measure the impact of your email communication. You can use various metrics and tools to track and analyze the performance of your emails, such as open rates, click-through rates, response rates, feedback scores, and sentiment analysis. These data can help you understand how your employees perceive, engage, and act on your emails, and identify the strengths and weaknesses of your email communication. You can also use surveys, polls, interviews, or focus groups to collect qualitative feedback from your employees on their preferences, opinions, and suggestions for improving your email communication.

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5 Adapt and improve

Based on the data and feedback you collect, you should adapt and improve your email communication to suit the needs and expectations of your employees. You may need to adjust the frequency, content, format, style, or tone of your emails to enhance their effectiveness and appeal. You may also need to experiment with different email strategies, techniques, or best practices to find out what works best for your organization and your employees. You should also monitor the changes and trends in your email communication and your internal communication environment, and be ready to adapt and improve your email communication accordingly.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Gladstone Samuel

Qualified Independent Director | ESG Practitioner | PMP?
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One of the key considerations wrt to email in our corporate communication policy is to avoid sharing bad or negative news. Another aspect is when there might be nuance or context that can’t be appreciated by written words; to express feelings.

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How often should you email your employees?

1

2

3

4

5

6

1 Know your purpose

2 Segment your audience

3 Choose the right timing

4 Measure the impact

5 Adapt and improve

6 Here’s what else to consider

Internal Communications

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How often should you email your employees?

1

2

3

4

5

6

1 Know your purpose

2 Segment your audience

3 Choose the right timing

4 Measure the impact

5 Adapt and improve

6 Here’s what else to consider

Internal Communications

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