Once used only in emergencies, organizations of all types and sizes are now recognizing the numerous benefits of using mass notification technology for routine messages. Here are five of our favorites:
A mass notification service can be utilized for notification of virtually any IT-related issue. Whether your network is down (unexpectedly or for routine maintenance), a destructive email virus is detected, or a server must be replaced, a notification can make staff immediately aware of the situation. Automated voice and text messages can be sent even in the event that email is down.
Increased awareness and quick resolution of IT-related events are must-haves if you are going to keep your organization on track. Consider utilizing your mass employee notification service to communicate your IT-related messages quickly and efficiently, minimizing downtime and keeping information flowing.
Many organizations use conference calling on a routine, if not daily basis, for group communications. Often, these are spontaneous in nature. The process of initiating a conference call can be cumbersome: reserving the conference line, distributing the dial-in number and access codes and inviting participants.
Organizations using automated mass notification services can eliminate many of the tedious and time-consuming logistics of traditional conference calling. The call leader can automatically call all participants at once when the organizer is ready to meet. By pressing one key on their phone keypad, they can be automatically transferred to the conference call number. Initiating conference calls on-the-fly in this way can save your team valuable time.
Gathering Contact Information
Employee contact information can easily become outdated, as personal data, including phone numbers and email addresses, changes often. Without assistance, the process of maintaining accurate employee contact information can be a real chore.
By using an employee notification service to help, however, the process can be simplified and the accuracy of the results improved. Generally, this involves deploying an online Self-Update Portal.
The Portal provides all your intended message recipients with a single, secure web address where they can access and update their own personal contact information as often as necessary. The data within the Portal is then synced to the automated notification service, vastly improving the odds of message delivery for future alerts.
Consider situations where your organization must notify crews of shift openings, backfill sick employees, or even manage after-hours situations, such as necessary maintenance. In each of these instances and others, a group messaging service can easily and cost-effectively replace manual outreach efforts.
You can also schedule messages that automatically escalate through a hierarchy of teams, quickly contacting each level in sequential order if the original one is unavailable to respond to your staffing need.
How does that work? Once a message is entered and launched, the notification is sent to the first tier group while the automated system waits for responses for a designated period of time. If the quota is met, the message will not be sent further. But, if more responses are needed, the system will automatically begin sending the message to the next tier and so on. The messaging system will continue to send messages, calculate results, and respond individually based on the answers supplied. This keeps you from having too many or too few responders from your prioritized groups.
Traditional telephone, SMS and email systems are not easily traceable or auditable. Messages can easily get caught up in a server, buried in a spam folder, or disconnected before the contents are relayed. Even worse, there is rarely any confirmation that a recipient was able to receive the message or that it was delivered.
Because of regulatory requirements or managerial issues, correspondence with certain individuals may need to be auditable. This will ensure you get confirmation on who received the message, at what time, their individual responses, and on which device.
With your employee notification system, you can set your preferences to receive fully auditable details regarding your interactions. A multimodal system will also utilize various methods (call, text, email, push notifications) to reach the intended target when some forms of communication may not be available.
One System, Many Uses
While emergency notification is critical for unplanned events, there are often many planned or anticipated ones that require the same level of communication. These could include scheduled outages or brief supply interruptions by utility providers, construction notices or road closures affecting a logistics company, daily prescription reminders for a pharmaceutical company, a routine holiday office closure by most any organization, and more.
With a mass notification service, you already have the perfect communication tool in place to reach a large group of people quickly and with auditable results. Utilizing your automated system for planned events enables you to send scheduled or on-the-fly messages to existing groups via saved scenarios. This removes the hassle of creating a new message every time.
Whether you are a long-time user of notification services, or just beginning to explore their capabilities, consider these and other ways this powerful, proven technology can fully support your communications needs and business objectives.