How To Create an Internal Company Newsletter for Employees
Personal meetings or internal emails — which communication tool to choose?
According to the BBC’s recent research, 67% of office employees prefer emails to personal conversations. This proves that internal company newsletters are vital for your business growth.
(Phone numbers and names are made up).
There are many reasons why you should prefer emails over Skype. Among them are the following ones:
- There is a descriptive subject line which shows the importance of the newsletter;
- In case some employees decide to comment on the information given in chat, others will have to scroll up. Not everyone has time to do it to finally see the who initiated the entire conversation;
- You can track who of the employees opened an email;
- Personal communication with everyone who answers your email;
- Your colleagues will have important information saved or even starred in their inboxes. So they can easily reach it out.
Certainly, you are welcome to use Slack or Skype for less informal conversations or to discuss some insignificant issues with employees.
Tips on how to create internal company newsletters?
It goes without saying that the email’s structure and design do depend on the idea you deliver to the employees.
Yet, there might be some general recommendations that fit any event and any reason for reaching out.
1. Write descriptive subject lines
Of course, your employees will read your email anyway for two reasons: to stay updated and know all office news, and because they know the sender. But if you want them to open the email ASAP, with the subject line acknowledge them what the message is about.
For example, if it says “Meet Dennis”, then employees will read this email when they have some time to spare. And if the subject line says, “Reports, Due date…” — most people will take a short break to read it.
2. Keep the emails short
There’s no need to write long-reads unless you don’t want your employees to work. Sounds ridiculous? Well, maybe. But this is true. The shorter your company newsletter for employees is, the more chances they will read it to the end. Some companies even believe that any email that takes more than 2 minutes to read will not be finished. Besides, your employees were engaged with their duties, and now you want them to spare ten minutes on reading some reports?
“List of public holidays” — as simple as that. Now everyone who opens the email has a clue and will decide when he or she wants to read this email.
3. Personalize the emails
Of course, we all know how it works — you simply use merge tags when creating employees newsletters, and recipients will see their names when opening them. But this simple trick makes us sound polite.
You can apply personalization with Stripo.
When editing copy in your email, in the tool panel right above the template, you will see the “merge tags” button.
In the editor, you will see “*|FNAME|*”. But employees on their end will see their names.
The below company showed a great internal newsletter example of using merge tags in company newsletters:
(Phone numbers, numbers and names are made up).
Announcing a contest among the employees, the CEO wanted to show their individual chances to win the trip. And also he mentioned the points to improve.
As long as this Gas Filling company has about 10,000 locations all over the world, no wonder, their CEO could not reach out to every employee in person. He wrote a scenario, included merge tags for many variables, like name, gas filling station number, results, and the check-list. All the copy written in bold was dynamic, and everyone saw his or her personal results.
4. Use visual elements in internal communication newsletters
You must have noticed that both previous examples contained images. What photos to choose — we’ll leave it at your discretion. But they are supposed to be somehow connected with the company you work for. Use photos from the last corporate party, for example. It depends on how serious and how formal the email is.
You may certainly use photos of the office if you please.
Yet, it’s quite reasonable to add funny photos, like this one, to entertain your employees and put a smile on their face.
5. Embed interactive elements or videos in emails
Maybe here I was supposed to say “stick to trends” as interaction is the number 1 trend for 2018. But interaction is not about image carousels only. Add some games or embed funny videos.
Certainly, you may say that this is not another email marketing email and that your customers will read your emails anyway. Yet, a minute of relaxing and laughter won’t hurt anyone.
Note: this video does not really have to be connected with your company. It may be just funny and remind you all of a funny event that happened to all of you in the past.
At my previous workplace, on Fridays, our boss used to send an email with a video shot on a previous party night where we all danced. The subject line said, “Thank God, It’s Friday. Let’s go home, everyone!”.
6. Include polls — ask employees for their opinion
Planning Christmas Party? Or looking for a new office? Don’t forget to ask your employees about it. New office location plays essential role in employees lives, especially if you are about to move to another borough/district.
Certainly, the way you are going to celebrate holidays won’t affect anyone.
Including Google Forms into emails is one of the internal newsletter best practices. With Stripo you can do it in two ways:
- Prior to writing an email, create a Google Form, design it, then wrap the link in a CTA button in the internal communications email. Remember to give access to this doc to all your employees;
- create your Google Form, then in the top right corner, click the “send” button, choose “send via email”, then fill out your email address, and the most important — tick the “include form in email” checkbox.
Open this email delivered in your inbox, and with the right mouse, click “inspect” right on the questionnaire, and find the “table align=”center” line. Copy it.
To check whether you have copied the right lines, place a mouse over it — and questionnaire in the email body will get highlighted.
Go to Stripo, pull the HTML block in the template. And paste your embed code:
Done! Now you do not even have to share your document/Google form with others.
What I love about it most is that a questionnaire inserted this way is totally websafe and works correctly in all email clients:
And Google provides you with a complex report: it may be individual and summary.
Note: we discuss polls in an individual paragraph for two reasons: if you simply insert the link and wrap it in a CTA button, then it’s not interaction — your employees just click CTA buttons.
Secondly, polls in emails, unlike photos, are not an engagement element.
7. Add photos of people
If you write an employee newsletter, where you share company news like awards or somebody’s promotion, it is pretty reasonable to add a photo of the very event or the person who got promoted. Especially, if the number of office employees exceeds 20 people or there are some guys who work remotely.
(Phone numbers and names are made up).
Help people meet each other, at least remotely ?
At the end of the email, you may even add CEO’s feedback about this decision.
8. Add signature
Whether you are the CEO or HR manager, employees perhaps have your cell phone number. Yet, some new hires may be kinda shy to request this information.
(Phone numbers and names are made up).
Be sure to add social media icons in an email signature. Your employees will not only follow you on LinkedIn and approve your skills, but also they might prefer contacting you via social networks over giving a call.
9. Choose frequency
Internal company newsletter for employees are not a part of email marketing, consequently, there is no need to send them out on a regular basis. Certainly, unless we are speaking about a monthly report email — it should be sent out on the exact same day of a month.
In other cases, you are to send company newsletters only when you have news to share.
In our company, we insert some unusual photos of the team: the ones where we went rafting, where we played some active games, etc. Such photos are to set the vibe and let everyone realize he or she is a part of the team.
There are numerous internal company newsletter ideas, and you should only those that fit your company. Stick to the tips named above, and certainly remember to stay on-brand.
Create just one or two emails using Stripo email templates, and save them to the library of blocks. Every time when you have to write an employee newsletter, you go to your personal content library, choose the template that fits the event best, and modify just the body of it, as header and footer normally remain the same.