Today, organizing a strong corporate communication strategy lays the foundation of the company’s framework on a bigger scale. Most organizations around the world use corporate mailing system to manage daily tasks, share information, and reach out to prospective customers. Thus, it is crucial to ensure its’ uninterrupted functioning.
- 1 What Is a Corporate Communication Strategy
- 2 Why Incorporate a Custom Mailing System
- 3 First Step: Choose the Best Provider
- 4 Second Step: Create Email for Company’s Domain
- 5 Third Step: Set Clear and Memorable Addresses
- 6 Fourth Step: Distinction between Business and Personal Communication
- 7 Fifth Step: Set Up Profile Name and Picture
- 8 Sixth Step: Protect Your Accounts
What Is a Corporate Communication Strategy
In brief, internal corporate communications are built through a multi-level mailing system. The company’s email is used for its daily business processes. It plays a crucial role in the activities of modern companies. It is much more convenient compared to all other communication tools. Why do modern organizations use it? The answer is simple – most businesses nowadays strive to switch to paperless workflow or at least reduce the use of papers in the office. Instead, they use online services for faster and simpler information exchange.
Fundamentally, corporate mailing in an organization can be supported in two ways: independently, by its’ own IT department, or with the help of an outsource service. Both options have specific pros and cons. However, the second one saves time and money needed to support the server and communication infrastructures.
Why Incorporate a Custom Mailing System
The use of a well-organized mail delivery system within an enterprise is no longer an opportunity, but a standard. It enhances the company’s professional image, simplifies the interaction of employees, and makes teamwork simpler and more productive. Besides, modern systems allow all employees to stay in touch with each other pretty much 24/7 and provide simple access to the inbox from any devices.
But how to set up corporate email? Handy organizational tips provided in this article will help you receive the most benefits from the corporate email.
First Step: Choose the Best Provider
The first step requires finding some good corporate mailing services. There are many options out there. However, keep in mind that the safety and productivity of your workflow will significantly depend on the chosen company, so you need to choose wisely. Some of the main things to consider are:
- Features – using digital mailing system is not only about exchanging information but also about cooperating with the team more efficiently. That’s why many services offer handy features like calendars and task managing tools that make teamwork simple. Be sure to look for those features!
- Safety – this one goes without saying! Looking for a perfect provider, businesses must consider safety matters.
- Management – with the right provider, managing your account should be easy. You want to make sure that the chosen provider will offer stability, high accessibility, and convenience!
Second Step: Create Email for Company’s Domain
There are numerous reasons for this. First of all, addresses tied to the company’s domain look much better than just a set of profiles registered in some of the public services. It contributes to higher brand awareness and professional image of the enterprise. Besides, such addresses add credibility and trust, which is important in the business world.
Third Step: Set Clear and Memorable Addresses
Creating a pack of addresses for all team members, it is vital to make a certain distinction between them. For example, a good idea would be to indicate the department each person works in along with the full name. This will help avoid misunderstandings and confusion in the team.
Besides, clear addresses not only benefit the internal mailing system but also help in communication with customers. This way they would tell that the recipient trying to reach them is a trusted business representative.
Fourth Step: Distinction between Business and Personal Communication
This may sound obvious, but many organizations seem to make this mistake. When you create a corporate email, it is vital to ensure that no personal correspondence is held through it. Filling corporate email with personal communication is simply inconvenient and generally unacceptable. Thus, it is important to make it clear to all employees and control this.
Fifth Step: Set Up Profile Name and Picture
It should go without saying that the business account shouldn’t be unnamed. If the name isn’t indicated in the address itself, it is important that it is at least somewhere visible.
As for the profile pictures, the best idea is to create the same-styled professional photo for every employee.
Not only this will make reaching out to the right person simpler, but also make your team look more professional in the eyes of partners and customers!
Sixth Step: Protect Your Accounts
In fact, there are more threats to business communication than you could ever think. Phishing, spam, and hacking activities – all of this is real and can cause too much harm to your business. Thus, business accounts need better protection. This implies more secure spam filters and passwords.
Using an automated mailing system for business correspondence is beneficial in many ways. As was mentioned earlier, it helps to improve collaborative culture in a business, as well as brings teamwork and communication within the company to an entirely new level. It increases the productivity and efficiency of all business processes, but, most importantly, it helps businesses to grow!
Using this tool wisely, enterprises can significantly improve both internal communications and customer experience and sales. Don’t miss out on these opportunities and use the tips from this article and make the most of your corporate communications!