Organizations must communicate with on-roll and off-roll employees (field force teams) across geographies and partner networks.

Effective Internal Communication, from Management (new company initiatives, updates, messages from CEO/HR) or within the Team (training materials, sales targets, upcoming deadlines), is crucial for the success of any organization.

Broadcasting relevant information promptly to a wide audience with differing business goals or purposes is the answer to effective internal communication.
However, organizing messaging platforms with customized groups and communities and finalizing what is to be sent and to whom on a daily basis can be very difficult, especially at scale.

Quickwork's solution to this problem is the Internal Communication Broadcast Tool. It was initially developed for a bank that wanted to broadcast media, training materials and target numbers to its sales teams. They needed a tool that let them choose the recipients, select the message and accompanying media and, with the click of a button, send it to their target audience. They also wanted to download the supporting broadcast metrics as reports.

Let’s look at how it works.

Quickwork's Internal Communication Broadcast Tool

The Broadcast Tool is integrated with the client's unified messaging platform (for instance, WhatsApp). The dashboard provides two features - Broadcast and Reports.

Broadcast

This forms the primary capability within the tool. It requires these inputs.

  • Sender's Unique ID (Phone Number)
  • List of recipients (Name and Phone Number)
  • Whitelisted Message
  • Media (if any).

The list of recipients can be fed into the tool either through an Excel Upload or the Employee Master.

With the Excel Upload, the Team downloads the template, updates the recipient details and uploads it onto the tool. Then they can choose the whitelisted message and attach media (if any). The message and media are sent to the list of recipients mapped on the tool for that broadcast.

The only difference with an Employee Master is the use of an existing database at the client end, which can be mapped to the tool. The Team sending the broadcast can then add filters to identify their target audience for the broadcast. A quota or upper limit on the number of broadcasts sent in a month can be defined.

Reports

This capability is used to view and download the broadcast metrics, i.e. total messages sent, delivered, failed and read.

Benefits of the Internal Communication Broadcast Tool

The tool adds immense value to the way Internal Communication flows down in business -

1. Communication Channels: It helps broadcast using various channels, with WhatsApp being a popular choice. Other options include Slack, Microsoft Teams, or any messaging platform where employees or agents have a unique ID (email id, phone number)

2. Targeting Employees: The tool enables organizations to send personalized sales targets or other communication to both on-roll and off-roll employees. This is particularly useful for off-roll employees who may not have official email accounts or access to internal systems.

3. Automation and Customization: It leverages data from Human Resource Mgmt System (HRMS) or manual formats like spreadsheets. The information is constantly updated, and the broadcast messages can be customized based on relevant employee data. Unique identification, such as mobile numbers, employee IDs, or partner IDs, ensures targeted communication.

4. Accessibility and Instant Communication: The tool facilitates instant communication through easily accessible channels. Internal messengers like Slack or Microsoft Teams can be used depending on configuration constraints, while external messengers like WhatsApp, Facebook Messenger, Progressive Web Applications or mobile applications are also options.

5. Configurable Broadcasting: It allows for configuring multiple combinations of broadcast messages and media (audio, video, image). Messages can be sent to specific teams, the entire user base or customized for specific purposes, such as sales targets for a particular business team or region-specific offers. It can also be used to communicate organization-wide messages from the CEO or daily target achievements.

6. Analytics and Feedback: The tool generates reports capturing broadcast metrics and analytics, providing information on total messages sent, delivered, failed and read. This feedback is available for known users with unique identifiers. The broadcasting tool can also be used for polls, surveys, NPS research, forms, and internal employee motivation initiatives.

Other Uses of the Broadcast Tool

Community Engagement

  • The tool Identifies employees who may have an interest in shared knowledge/skills.
  • Employees with similar interests get notifications to build a stronger community/think tank.
  • A peer-to-peer discussion platform gets created to engage and share knowledge and skills.

Online Employee Engagement through Knowledge

  • The tool asks/identifies the interests of employees’ in different fields.
  • Broadcasts relevant information related to employees' areas of interest.
  • Periodically poses questions related to employees' interests.
  • Employees can also voluntarily ask to start a quiz session about a particular topic.

Quiz Program

  • Employees enroll in the quiz program
  • Tool poses questions related to employee's interests
  • Collects employees’ answers and shows analyzed results
  • Suggests relevant content to improve employees' knowledge about the field/subject.
  • Employees can assess their knowledge levels in a particular field/subject based on results/analysis.

Polls and Surveys

  • Tool conducts Polls and Surveys by posing a set of questions based on the objective of the poll/survey
  • Employees can share their views and opinions in natural language.
  • The tool identifies common themes (Company Mission, Professional Development) through polls and survey results.
  • Action items are assigned to the concerned department/person to address common themes.

By leveraging Quickwork's Internal Communication Broadcast Tool, organizations can overcome several challenges associated with employee communication, accessibility, and personalization, while ensuring secure and controllable messaging across various channels.

To explore this solution for your business teams, contact deepak@quickwork.com and amit@quickwork.com for details/demo.