Communicating with clients, customers, employees and business contacts is a vital part of your company’s success. Customers appreciate feeling important. Therefore, keeping them notified of things that appeal to them builds their trust. There are internal communications with employees and staff where notifications and alerts are essential.
Notifications can be emails, voice messages, texts or various types of ad campaigns. You may want to keep customers up-to-date on product changes or new opportunities. To handle these assorted notifications, it can be beneficial to use an automated notification system. Here are 5 basic steps for choosing your new automated notification system.
Steps for Automated Notification Systems
You should consider all the intentions or reasons for your notifications before you begin implementing your system. Here are the steps to setting up an automated notification system that will cover an array of objectives. For systems that involve an emergency management program, consult with a professional agency.
1. Pick a System
As the capabilities of an automated notification system are improved, new options become available. You should assess the importance of your notifications before deciding on an alternative.
As mentioned, if your notices involve emergency response systems, always choose an automated notification system that is designed specifically for such situations. Other systems are available to handle a variety of notices and messages. You can select a system that sends automated reminders for invoices, time sheets or employee-related notices.
The level of diversity you need for your notifications will determine how elaborate a system you need. There are basic systems that handle automated email accounts to full-range alternatives that control website notices, emails, texts and even App notifications.
2. Communication Type
Addressing the type of communication you want to use for your system is a question for every situation. Frequently, the type of notifications will follow the format for customer communications or advertisement campaigns.
The widely accepted suggestion is to try to maintain consistency with your notifications. If you send emails, use an automated email notification system and so forth.
There are automated notification systems that handle multifaceted communications. For instance, you can divide clients and customers into age and demographic categories. This way, you can send a targeted notice depending on their preferred method of notification.
With the prevalence of mobile devices, it is recommended to always include text, voice, and app notification capabilities. You should opt for this feature from the start even if you don’t employ them initially.
3. Set Notification Frequency
This step should blend with the actual composition step. You should consider the type of communication you chose as well. No one likes to be bombarded with excessive text messages or emails.
There is a fine line between keeping people informed with useful notifications and becoming a nuisance. For customer communications and notifications, the worst thing that can happen is they become frustrated with the frequency and block future communications.
Setting a schedule for customer notifications requires planning and forethought. Employee notices usually follow a more standard format. Work schedules, payroll calendars, and job reports will adhere to particular timelines.
Many of the notices in your automated notification system can be set for specific times and may never change. There will be seasonal considerations for advertising campaigns or other date-specific triggers that may benefit from sending messages or reminders.
Establish a schedule and monitor results. That is one excellent feature of an automated notification system. They provide you with real-time data to constantly analyze the effective use of your notifications.
4. Notification Composition and Layout
The composition and layout of your notifications are critical. Once you have a system in place and have selected how you want your messages distributed, you must compose effective notices.
Frequently, unless you have trained writers on staff, it is wise to consult with a professional to write your notices. Advertising specialists are adept at crafting engaging communication messages as well.
With your message type in mind, you can check readability criteria to make sure your notifications are eye-catching. Notices that aren’t visually attractive are frequently ignored or immediately deleted.
For text messages, emails, and especially marketing campaigns apply the Flesch-Kincaid readability test to all your notices. You can also input texts, emails, and blogs into other readability tests.
The idea is to follow layout and composition guidelines that get the most out of your automated notification system. Even the best system will be ineffective if your messages aren’t being read.
5. Analyze Effectiveness
One of the biggest benefits of using an automated notification system is the ability to analyze the effectiveness of these notices. This can be critical for emergency systems, plus boosts productivity and sales from advertisements or customer interactive notices.
You can set up your automated notification system to signal when emails and texts are being read. Data that calculates response time, frequency, and other parameters can help pinpoint target markets.
Once you set up your automated notification system, you can track various aspects of your notices. Employee adherence to any changes you announce in an automated notification system can help you deal with efficiency and productivity.
One useful feature of a good system will be the ability to hit target markets. An automated system will break down your notices by geographic, demographic, age or gender classifications.
This database can help you direct messages towards specific customers or those that respond to certain types of notices only. Whether it’s your customers, clients or employees, having access to good data will help you analyze the effectiveness of all your notifications.
Using an automated notification system will expand your ability to control how your notices are sent, who gets them, and how often they get issued. Once you decide on a system and type of communication, you can set up strategies to make sure you notices are getting the attention they deserve.
If you have questions about what system will work best for your needs, consult with a specialist. There are software packages to manage your needs internally. On the other hand, you can hire communication consultants to take care of everything. Follow these steps for implementing an automated notification system to handle a number of communications your business needs.