11 Ways to Use PoliteMail for Internal Communications 

11 Ways to Use PoliteMail for Internal CommunicationsIf you’re looking for powerful email measurement software, PoliteMail is the best option on the market. Fully integrated with Microsoft 365, the platform possesses several proprietary features designed for the modern hybrid workplace. 

But more than 20% of S&P 100 companies aren’t customers just to keep tabs on open rates. There’s more to it. Far more. 

Read on to discover 11 ways PoliteMail can enhance internal communications and boost employee engagement. 

1. Send unlimited emails to any distribution list size  

When you need to send a message to a particular audience yet can’t because it’s too big, that’s a problem. PoliteMail allows internal communicators to bypass Outlook’s limits of 500 recipients per message and 10,000 emails per day. There are no restrictions on attachment sizes, either. 

2. Measure employee engagement with Read Rates, Attention Rates, and Effective Rates 

Go beyond mere open rates with more detailed metrics. A Read Rate, for example, measures how many people kept an email open for at least 30% of the time it takes to read the message’s content. An Effective Rate, meanwhile, excludes people who ignored the message and captures how many clicks your email received.  

3. Schedule emails to arrive in any time zone and during employee working hours 

Not every employee works in the same city. Sometimes they don’t even live in the same country. To increase readership rates and avoid annoying your colleagues, schedule messages to arrive in their inbox during their working hours and timezone—whatever time that may be. 

4. Suppress Auto-Replies to avoid cluttering your mailbox with undeliverables 

Although auto-replies can serve an important purpose—it’s good to know if someone isn’t checking their messages because they’re away on vacation or parental leave—they can quickly bring chaos to a sender’s otherwise tidy inbox. Avoid this problem with a few clicks that prevent these types of notifications from popping up in your inbox. And if you do want to keep a record of your auto-replies, PoliteMail’s Direct Replies To feature will allow you to funnel them to an appointed inbox. 

5. Measure email reach, readership, and engagement across the enterprise 

Despite its many features, PoliteMail didn’t forget about the basics of email measurement. With reach, readership, and engagement features, internal communicators can see the ratio of emails opened and viewed compared to total sent, the time spent reading a message, and a combination of time spent reading with clicks on links, respectively.  

6. Send from a recognized sender without accessing their inbox 

Sometimes an internal communicator needs to send a message from a shared account or on behalf of a colleague. Benchmark data reveals that messages sent from a recognized sender enjoy a 7% increase in open rates. PoliteMail provides a privacy-friendly option to do so that denies access to an individual’s inbox. Simply grant permission to specific employees to send emails from another account when desired. Remove permission just as easily. 

7. Compare your email’s results against 10 S&P industry benchmarks 

It’s difficult to know how well your internal communications strategy is doing without a reliable reference point. With PoliteMail—which examined more than 4 billion emails sent to over 15 million employees around the globe in its 2024 Benchmark Report—internal communicators can compare their metrics with those of other companies of a similar size in the same industry. This data is integrated directly into the software, so benchmarking is as simple as clicking a button in Outlook.  Consider any shortcomings an opportunity to grow. 

8. Prevent employees from opting out of your emails (unless you want that option!) 

Because staff members need to stay updated with important deadlines and news pertaining to the company, PoliteMail prevents employees from unsubscribing to internal mailing lists. If, however, you want to provide more flexibility, the email tool can add opt-in and opt-out options in the footer. 

9. Build campaigns to see the results of groupings of messages 

Sometimes one message isn’t enough. With PoliteMail’s Campaign feature, internal communicators can bundle several emails together to measure their average metrics over time. You can create a Campaign either before or after sending a message and combine new Campaigns with existing ones, too. 

10. Compare the results from two list segments for better targeting 

Since effective communication is all about sending the right message to the right audience, the practice requires its fair share of testing and learning. PoliteMail can help by dividing employees into different segments according to various characteristics, such as tenure, work location, or benefit enrollment status. Craft tailored subject lines and body text to make the message more relevant to each target group.   

11. Feed your AI projects, PowerBi, or Tableau dashboards with our data 

PoliteMail’s robust Outlook analytics provide no shortage of statistics. Plug them into your AI projects for training or data visualization tools for insights using our Application Programming Interface (API) key and Open Data Protocol (OData) connection. Use this information to help propel your business forward. 

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