How to use certified email to communicate changes in internal policies and regulations to employees

When talking about the digital transformation of companies, it is common to focus on everything that has to do with external communications with customers, suppliers and administrations. Without detracting one iota of importance from these relationships, it is essential not to forget the issue of internal communications.

Within this framework, we highlight today the role of certified email as a mechanism for notifications and communications within the company itself. It has numerous applications and advantages that you should know about.

We develop the subject in these points:

• Benefits of using certified email for human resources communications.
• How to implement this certified communications system.
• Tips for drafting certified digital messages used in internal communications.

We would like to remind you of the cost savings and improved efficiency of the certified email compared to other means of notification.

Internal communications take place at different levels within a company. Messages are exchanged between employees with similar status (horizontal communication) and between superiors and their employees or vice versa (vertical downward and upward).

All of them are necessary and important, but not all of them require the use of certified e-mails; ordinary messages are sufficient. Once again, the synergy between different means of communication is the most complete solution.

These are the differences differences between regular mail vs. certified mail.

However, it is also true that there are particularly sensitive internal communications in a company. And among them, those dealing with human resources issues stand out . This is where you can take full advantage of the benefits of using certified email, two of which stand out in particular:

• Security and protection of information. All notifications and communications related to human resources issues require maximum discretion and security of the data handled. certified e-mails are subject to strict regulatory requirements in terms of data protection and confidentiality (eIDAS2 and the RGPD).These messages must guarantee security throughout the sending process and also during the time they are stored. In addition, one of the functions of certification is to certify that the message has been sent and the unalterability of all data and content.

This ensures confidentiality and data protection is ensured with certified email.

• Reducing labor disputes by improving communications.
  But communication between employees and your human resources department must not only be secure and confidential. It is essential that continuous flows are established, so that notifications arrive quickly and no one misses out on access to information in a timely manner. It also improves the efficiency of communication flows by reducing the risk of errors or alterations to documents.

It is important to make the right choice of certified notifications service provider so that the company really benefits from their use in internal communications. These keys are the best guarantees that you will be able to make optimal use of these certified messages.

• Contracting the service through a qualified and trustworthy service provider, which is certified by the competent authorities as complying with all current regulations.
• Look for a platform that is compatible with your company’s systems (ERP, CRM, ECM).
• Opt for providers that also offer other types of services such as electronic signature, online postal bureaufax, registered letter… to be able to use it if necessary.
• It is interesting to choose a multichannel platform to allow the use of all communications, including offline and online channels.

After reviewing the more technical factors related to the implementation of a certified email system, it is not superfluous to add a few tips on how to use this mechanism in accordance with best practices. Basically, it is a matter of applying common sense, which will result in greater employee and company satisfaction.

• The addressee. Be sure to address the message only to those who are concerned.
• Greeting and farewell: These are two basic guidelines of respect. As well as identifying yourself, even if everyone knows you.
• Subject: do not leave this section blank so that the recipient knows what you are going to talk about. Also, be clear and concise when defining it.
• Body text: Use a simple style, avoiding long sentences and endless paragraphs. Visually structure the content in a way that facilitates reading (spaces, margins, use of bullets…).

We review the guidelines on how to send a certified email.

Are you looking for a reference company as a qualified provider of certified communications services? At MailComms Group we guarantee you our qualification and we put all our experience at the service of your company.