Tag Archives: PoliteMail

2016 Internal Communications Measurement Survey Results

PoliteMail Software commissioned Gill Research to conduct the 2016 Internal Communications Measurement Survey to examine how internal communications professionals define and measure the success of their efforts.

Nearly 600 internal comms professionals participated, giving us a deep look into the world of measurement: Who measures and to what extent, what challenges and obstacles they face, which channels and tools they use, and more.

Who Is Measuring?

90% of respondents are located in the Americas, and organizational size split almost evenly across three tiers: 37% have 1,000 or fewer employees, 34% have 1,001 to 10,000 employees, and 29% have more than 10,001 employees.

Although communicators are making an effort to measure internal communications efforts, most are still unsure of what to measure, how to measure success, and, in particular, how to measure behavioral changes. 20% of respondents admit they measure very little and 15% don’t measure at all. More than half (60%), however, measure at least some of their work.

Benefits of Measuring Internal Comms

Those who do measure internal communications cite a variety of benefits:

  • Stronger employee engagement (76%)
  • Support of senior executives (54%)
  • Proof of ROI (44%)
  • Larger internal communications budgets (22%)

Top Measurement Challenges

Since PoliteMail’s 2014 survey, more communicators report that lack of time, tools, and staff are the biggest obstacles to measurement. More than half of current respondents struggle with understaffing, which in turn makes it difficult for them to spend time on measurement.

  • Lack of time and/or personnel 63%)
  • Lack of tools (63%)
  • Lack of budget (42%)

Get the Complete Survey Results

The 2016 Internal Communications Measurement Survey found that despite the many challenges, communicators are refining their strategies to deliver maximum impact.

To learn more, download a copy of our complete 2016 Internal Measurement Survey Results. 

How Modern Internal Communication Affects the Role of the Communicator

There has been a lot of talk lately about the shifting nature of and purpose of internal communications. the question is, how are these changes affecting the role of the communicator themselves. A recent Melcrum article discusses these changes, examining what skills and characteristics the modern communicator is going to need.

Internal communications practices today are a lot more complicated than they were in the early stages. As the article notes not only are business communications taking place on an increasingly global scale, but there are a number of other external factors such as change management, political concerns and even social psychological influences.

There are now more platforms on which to communicate than ever before; from email to social media and company intranets, communicators must find new ways to engage and inform employees and coworkers.

As well as knowing what to say- and how to say it, they must also know how to create engaging content with visuals, understand the latest technologies, and use data and research to reinforce their messages. Keeping this in mind the article offered an “ABC” guide on the roles that today’s internal communicators will need to embrace:


It’s not just about knowing who has received your messages, but also how they’re acted upon and what changes they will lead to. As time goes on, and as business leaders from all types of organizations expect faster changes in staff behavior, campaigns will become less about boosting employee engagement and more concerned with change management.

Business Person

Communicators will need to become more involved with the business itself, rather than writing from a distance (mental, physical or both). Being able to consult and give advice are important skills, but so is having a detailed knowledge of the business and wider industry.


Often, communicators are the point of contact across all departments within a company. Communicators need to have the ability to integrate messages, align strategies and replicate their efforts. It is becoming more common that internal communications professionals are now having to work in accordance with external communications teams.

Read the full article from Melcrum here.

What’s the Difference

Between PoliteMail and other online email marketing services like Constant Contact, iContact or VerticalResponse?


Unlike the hundreds of nearly identical online email marketing services, only PoliteMail allows you to send and track email messages to lists, groups and individuals right from Outlook.

Why Leave Outlook, Just to Send Tracked Email to Lists?

PoliteMail enables you to create, send and track your email, right from Outlook. From regular text email with links, signatures and attachments, to branded campaigns and HTML newsletters, now all your business communications can be sent using Outlook.

As Quick and Easy as Your Regular Outlook Email

With PoliteMail for Outlook, you don’t have to login to a web service and follow some sequential process for every message you want to send. Simply start a new email like you normally would in Outlook, quickly insert content and templates from the shared Content Library alongside your Outlook editor, edit and send. It’s that easy.

See Opens and Clicks, Without Leaving Your Inbox

PoliteMail’s Recent Interactions panel sits right alongside you inbox, showing you open and click activity as it happens, providing the opportunity to make more effective and timely follow-up, without having to login to a website and run a report to see your communication results.

Send to Individual Addresses, Existing Outlook/Exchange and Active Directory Distribution Groups, or Imported Lists

PoliteMail enables you to send to individual email addresses, any of you existing Outlook contacts or Exchange Distribution Groups, mailing lists you have imported, or all of the above. With most online systems, you are limited to sending to your entire opt-in list, all or nothing. With PoliteMail you can send and track multiple lists, groups or to just one person.

On-Premise Corporate Solutions, Without Sending Limitations

Because PoliteMail for Outlook and the PoliteMail Server are available as licensed software packages and not just online services, you can install and run PoliteMail inside your own network operations center, behind your firewall. The PoliteMail solution provides your IT with the email data security they need, within a fixed budget, and without many monthly service charges for list size or send volumes.

Send From Your Own Outbox For Better Inbox Deliverability

Only PoliteMail gives you the ability to send individualized messages to lists through your Outbox using your own Exchange server (or dedicated mail server). This results in authentic 1 to1 messages from you to your recipients, not bulk from a shared mail server. This means your email is more likely to reach the inbox, and get opened when it does.

But Don’t Take it From Us, See What Our Customers Have to Say About PoliteMail!

“I really don’t think we should be using the same email marketing service as our local club and PTA for our corporate newsletters and campaigns.”
Communications Manager, Global Agricultural Equipment Manufacturer

“PoliteMail works because we send to our Outlook contacts and distribution lists everyday.”
-V.P. Sales & Marketing,
Leading Educational Software Company

“Using an external broadcast mail service prevented our email from being delivered. Using PoliteMail solved it.”
Director of Communications, International Financial Organization

communicating during crisis

Communicating Change to Employees

Business is brutal, and things can happen at the drop of a hat that can change the way you communicate with employees. With more businesses today experiencing layoffs and closure, you have to wonder how to deal. One of the most crucial goals should be keeping in touch with employees. When crises or other incidents arise your employees may feel alienated from your company. It’s important to keep employees in the loop and let them know you are actively dealing with the situation. Change happens, and with a great communications strategy the transition can be made more effectively.

communicating during crisis

5 Tips for Communicating Change to Employees

  1. Provide regular, weekly e-mail blasts from leadership describing the changing events
  2. Let employees know when major decisions are expected to be made; for example, communicate when benefit and personnel information will be released
  3. Encourage dialogue between managers and their teams. If needed, have leadership step in and directly communicate with employees through town hall-style meetings and discussions.
  4. Create a channel for two-way, open communication. For example, create a virtual suggestion box or a forum for discussion between employees and leadership. Posts can remain anonymous for employees
  5. if there is no information available or something hasn’t been deciding yet, let employees know that, but don’t keep them guessing. Employees who have to wonder about their futures are not engaged in their jobs and productivity and loyalty will be affected

For more on this topic check out the full article here

PoliteMail for Outlook

What’s the Difference

Between PoliteMail and email broadcasting solutions like Lyris or ExactTarget?


Unlike complicated broadcast email marketing products, PoliteMail enables Outlook users to create, send and measure branded email communication to lists and groups of external or internal contacts.

No Complicated Process, No Communications Bottlenecks

Other more complex tools require dedicated, trained personal to learn and operate them. Sending an email message becomes a complicated process to build, approve and send, what should be a simple email. Why not empower your communications personnel using Outlook, and put an end to all the waiting and resource dependencies?

Leverages Your Existing Outlook/Exchange Infrastructure

PoliteMail enables you to create, send and track email right from Outlook, using Exchange server, without changing the email process. No complicated software to learn, no outside services required. PoliteMail adds simple tools to your corporate standard email program- Microsoft Outlook.

Ideal for Internal Employee and Partner Communications

With PoliteMail, simply send to your existing Exchange distribution groups and Active Directory lists as your normally would in Outlook, no imports/export/update processing required. Now send, track and measure your communication results with ease. Your internal email stays internal, there are no outside mail servers to deal with, which means your email gets delivered and you gain 100% open and click tracking. Now you’ll know exactly who received your email and took the desired action, who didn’t- and effectively follow-up with each segment.

Create and Share Branded, Standardized Communications

Whether you need to send a simple text email with links and a signature, or a professional style HTML email, PoliteMail helps you take advantage of both. Outlook compatible HTML templates and tools allow you to easily build your own impressive email pages with logos, banners, colors and fonts, or import your existing HTML frameworks, then edit content right in Outlook. Easily manage and share standardized templates with your team, using the PoliteMail content library in Outlook.

On-Premise Corporate Solutions, Without Per Send Fees

Because PoliteMail for Outlook and the PoliteMail Server are available as licensed software built on standard Microsoft platforms, you can install and run PoliteMail inside you own network operations center, behind your corporate firewall. Email and tracking data stays within your network, with no outside servers, providing the data security your IT department wants, within a fixed budget, and without any additional monthly service charges for send volume.

But Don’t take it From Us, Hear What Our Customers Have to Say!

“There is a reason why Outlook is on every desktop-a complex email broadcast tool has its place-but our employee and partner facing people don’t benefit from a complicated email process. We like PoliteMail because it’s simple, and all my people can use it.”
-V.P. Communications, Worldwide Leader in Networking

“They wanted tens of thousands for a few users, plus 1.6 cents per email, so I think the PoliteMail solution makes a lot more sense for a lot less dollars.”
-IT Administrator,
Global Logistics & Transportation Provider

employee communications

Four Ways to Improve Employee Communication


Improving Communications is Easier Than You Think

Your employee communication is essential to connecting with employees. With the increased use of technology in the fast-paced world we live in, getting people’s attention is becoming increasingly difficult. A recent article on the CIO website spoke to a number of marketing and communications experts for their thoughts on the best ways to get employees to notice, read and respond to internal company messages.

Social Collaboration Platforms

Implementing a social collaboration solution is one of the best ways to improve internal communications in a workplace, it allows staff to work together all on one network. Employees are able to share news, work and information, and allows for decision making and problem solving, regardless of where employees are located. Each company will benefit from different software, so keep in mind what your primary uses will be. Regardless, your staff will have a better way to communicate more effectively.

Online Forums

Create an online space where staff can easily share information and speak to each other, using enterprise social networks. Employees will be able to share documents, start conversations, collaborate on projects, regardless of their location. Some platforms allow employees to showcase special skills and expertise on their profiles, so others may request feedback or advise.

Maximize Email Subject Lines

Email should be one of the main sources of communications in a workplace, meaning that staff can receive dozens of emails each day. So, if somebody’s immediate attention is required, make sure you are using action words- such as act or urgent, in the subject line. This allows receivers to identify which messages should take priority and needs to be dealt with first.
To maximize your internal email communications even further, consider using a email measurement tool. These tools allow you to track open rates, click through rates, read time, email campaigns and much more.

Direct Contact

With more people working from remote locations, physical location is one of the biggest obstacles to collaboration. There are many solutions to help combat the issue, including video chat and conferencing. Both are both cheap and effective solutions to bring your staff together to discuss projects and ideas. Another form of forgotten communications is though the telephone- having a real conversation can be more productive and may be easier than communicating through email.

For more information check out the article, here.

On Measuring Employee Engagement

With Gallup’s latest “State of the Global Workplace” report revealing that 63% of the world’s workforce are not engaged – and a further 24% are actively disengaged – employee engagement is as hot a topic as ever.

A recent Ragan article points out four new ways to measure staff engagement levels, as methods such as surveys, mood monitors and focus groups have become increasingly outdated, unpopular and perhaps not entirely accurate.



How a member of staff interacts with others is a good indication of their level of engagement in the workplace. A person’s colleagues significantly affect how they feel, act and operate on a day-to-day level, and the ratio of highly-engaged to lesser-engaged workers impact overall morale.



Similarly, the number of close or strong connections an employee has at work affects their level of engagement. Regular interaction with co-workers increases engagement, and variability is important, exposing employees to different ideas and inspiration outside of their immediate day-to-day network.


Management quality

Generally speaking, the more time an employee gets to spend with their leader or manager – either direct or organizational – the higher you can expect their engagement levels to be.



Having an irregular or disorderly schedule will drastically reduce engagement levels, as will too many distractions in the workplace. Engagement can be determined by the amount of ‘meaningful work’ that an employee is able to do between meetings, events and so on.

Read the full article here: http://www.ragan.com/InternalCommunications/Articles/49278.aspx

5 Tips For Effective Communication During A Cyber-Attack

With more and more companies falling victim to cyber-attack, many are taking measures to encrypt their data and improve overall security efforts. But as an article on Fast Company reports, failing to communicate properly with staff is one safety precaution that is all too often neglected.

In light of this, the article offers some guidelines for ensuring that staff are updated and know what they need to do should a data breach occur.

1. Be proactive

Staff should be informed immediately if there has been a data breach – not by the media or through office whispers, but by management itself. Tell them what has happened and what they can do to help lessen the effects.

2. Be honest

Honesty is the best policy in the workplace, and it’s better to have your employees’ trust than to have them find something out later. So even if you don’t yet know the full impact of the hack, explain that to your employees; similarly, don’t hold back any information that you do know.

3. Communicate often

Having their private details stolen from company computers can be frightening for staff, so in the aftermath of an attack it’s important to keep communication lines open at all times. If nothing new has happened, put their minds at rest by informing them that you are still working on the issue.

4. Empower managers

In many cases employees will trust their direct manager more than a senior executive, whom it’s likely they will have never met. Give your mid- and lower-level managers some talking points they can use to discuss with their teams; they can also report back any issues to those at the top.

5. It goes both ways

Perhaps not immediately, but sometime after the breach employees should have the opportunity to share their thoughts and concerns. Offer an e-mail address or phone number for them to contact, ensuring that the person on the other end has the right information and is able to respond quickly.

Read the whole article here