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The employee comms inbox: A how-to guideA large part of your job is doing ad hoc comms requests which are sent out to existing clients. These are requested either by the client themselves (i.e. the company) or by their Client Relationship Manger. In most cases, you’ll tailor the branding to the company and the final version will be sent out by the employer to their employees via their internal work email. This means most of the emails you create will look like they’ve been written by the employer. 34160152085400Logging and allocating the requestYou’ll find the requests in the “Employee Comms” inbox in Outlook.To allocate the request to yourself, right click on the email as it appears in the list in Outlook. Then select “categorize” and allocate it to yourself. This means the rest of the team know that you’re working on it.Next you’ll need to update the “2020-21 COMMS TEAM spreadsheet”. You can find it here: T:\Marketing\Employee Comms. You should have most of the information you need from the inbox requests. But not all requests have strict deadlines.This spreadsheet allows the team to see who is dealing with a request and what stage it’s at. So it’s a good idea to keep the template updated as you go along. Finding the correct templateFor speed and efficiency, we use tried and tested templates for a lot of our ad-hoc comms requests. You can find most of them here: T:\Marketing\Employee Comms\Core Employee comm templates If AE comms have been requested (i.e. a postponement and enrolment notice), you can find them here: T:\Marketing\Autoenrolment templates\Statutory comms\Templates for bespoke AE commsThe ones with a code and ‘complied’ in the title are ‘signed off templates’. This means, providing you don’t change the wording, you’ll be able to get them signed off by compliance very quickly. All you’ll need to do is add in the details where highlighted and change the branding (more on that later).341337314975300Here are the folders within ‘Core Employee comm templates’ you’ll use most: Visit emails – for when financial well-being specialists are visiting clients on site. You’ll need to find the write template based on what’s being covered in the visit (for example, just a pension review, presentation and 121s, 121s only, etc). Webinar3839367405707An example visit email template 0An example visit email template Promo emails – these aim to help employees get involved with their pension according to the 7 metrics.Saving your draft in the correct folderBefore you start amending the template, you’ll need to save a copy in the correct place. Click on ‘save as’ and then go to the ‘Corporate Vantage’ folder: T:\Corporate Vantage If the request is for a third party scheme, company folders can be found in the accepted folder here: T:\Group Schemes\Accepted. These will come up less frequently.You’ll need to find the company that you’re doing the request for (for example, Daiwa). Once in the company folder, there is likely to be an ‘Employee comms’ folder. If there are more folders within ‘Employee comms’, you’ll probably need to save it in the ‘ongoing folder’. So, for Daiwa, this would be here: T:\Corporate Vantage\Daiwa Capital Markets Europe Ltd\Employee comms\OngoingMake sure you mark your file as a DRAFT as it hasn’t been signed off yet and include a date code. For example, ‘Daiwa webinar email DRAFT 0720’. Requesting an email bannerAs you can see, most of our emails have banners at the top. You’ll need a version with the company branding. You can either take a look at previous emails in the company folder and see if there’s a version that you can use. If there is, simply copy and paste it into your new template.If you want to request a new banner, email our graphic designer, Ian Richards. You can copy and paste the non-branded banner from the template into the email and ask for a branded version for the company you’re doing the request for. Adding in the correct details from the request49262234445000To see the email in the correct formatting, you’ll need to view it in ‘web layout’. You can do that by clicking on this icon at the bottom-right corner of the word document. 4045503352100You can see where you need to add in details by looking at the comments and sections highlighted. Make sure you go to the ‘review’ tab and selecting ‘all mark up’.369830665722500You should now be able to add in the details where shown on the comments and higlighted. This will include things like the date for visits and links to the company branded website. You don’t need to amend the salutation (e.g. good morning/afternoon) or sign off (e.g. name and job title) as the company will do this at their end.For visit and webinar emails, you’ll need to add in the booking links. To do this, right click on the links in the template and select ‘edit hyperlink’. Then you add the booking links into the Address bar at the bottom.If you didn’t receive the links with the initial request, ask the consultant or the financial wellbeing specialist to send them to you.Adding in the company branding3572749-9900As the comms will be sent by the company to employees internally, we need to recreate their branding. Start by looking at previous comms we’ve done for them to see what we’ve done before. You can also google the company to see what their website looks like. In some cases, we may even have company branding guidelines in the folder.3997713151831A draft with company branding 0A draft with company branding Font434147914060300The first step is to change the font style and colour to match to typography used by the company. You can do this using the ‘format painter’ tool on the ‘home’ tab. Highlight the text with the font style you want, click on ‘format painter’ then select the text you want to apply the formatting to. This is helpful for copying the style of the old comms request and applying it to the new template.399910916427800Changing the colours in the footerIf you want to check what colour is being used for the font, highlight the text, click on arrow next to the A on the ‘home’ tab, and then select ‘more colours’. You’ll see the screen on the right. Select the ‘custom tab’ and then you’ll see the R, G, B codes. To apply this colour to new text, select the text you want to change, repeat the process and then add in the code for the colour you want.282003517653000Then you can do the same thing for the shading by doing the same as above but clicking on the bucket icon (right).Sending the draft to the consultantOnce you’re happy with your draft, you’ll need to run it past the consultant who requested it. Send them an email in Outlook with the draft attached.You should to ask the consultant if they want any changes and whether they want to run it past the employer. Here’s a handy pre-written to copy and paste into Outlook:Hi,Please could you take a look at the attached and let me know if you want any changes. Remember, this is only a draft. So once the employer has confirmed they’re happy with it, we’ll need to get it complied.Thanks,NameSending the draft to complianceOnce the consultant has confirmed that they are happy with the draft, you will need to get it signed off by the financial promotions team (compliance). Amy Murray has kindly agreed to help you out whilst you’re finding your feet, so you can email her if you have any questions. You’ll need to send your send the draft as an attachment to the compliance approval inbox. Make sure you include a description of what the comm is and the date you want it by. It’s also helpful to include this as the email subject (e.g. ‘Daiwa visit email – Monday 20 July’).Here’s a handy template you can copy and paste into your Outlook email.Hi,Please could you check the attached email.Thanks,NameBased on templateEnter code found in name of templateRequested byYour nameType of CommunicationE.g. Daiwa webinar emailBy what date comments required?Date you need it checked by?? AM?? PM?? Either fineThe deadline for the comm might be included in the request. Remember, you might need to make changes, so ask for it back for the day before the client wants to send it. If there’s no deadline, 3 working days is a good rule for most simple comms. But it’s worth checking in with compliance every so often to see how busy they are.382385418700300Final sign offThe financial promotions team will check your comms and send it back with any comments. They may have amended some of the wording so you’ll need to check the ‘markup’.If you’re happy with the changes they have suggested, you can click on ‘Accept’ and then ‘Accept changes and stop tracking. Once you’ve addressed the comments and accepted changes, you’ll need to save this version in the folder again. But rather as DRAFT, save it as COMPLIANCE COMMENTS. For example, Daiwa webinar email COMPLIANCE COMMENTS 0720. Then send it back to the compliance approval inbox and ask if they are happy for the comm to be sent out. You might have to do this a couple of times if compliance want more changes.Sending the final versionOnce compliance have agreed that they are happy with your comm, you’ll need to save the complied version in the folder. E.g. Daiwa webinar email complied 0720.Then you’ll need to send the complied comm to the consultant who requested it. If it’s an email, it’s helpful to copy and paste it into an Outlook email for them. That way you can check it displays correctly.So what you’ll need to do isOpen the word document for the comm you want to sendView in web layout (see image below)Use ‘Ctrl + A’ to select the entire documentGo into a new email, right click and select ‘paste – keep source formatting’Above the email, it’s worth adding some text for the consultant to forward to the employer. That way the contact at the company knows how to forward the email to employees.Here’s a pre-written version:Hi,The email below is ready to be sent out.Tell the contactTo send the email, press forward and amend the details where highlighted. Make sure you delete the text of this message (and any other email chain) before sending out. It’s worth sending a test mailing to a colleague first to check everything displays correctly and the links work. If things look odd, send me a screenshot so we can work out what’s going on. Thanks,Name<Copy and paste the complied email here>For AE comms, it’s better to attach the complied versions to the email. That’s because the contact will need to send it out multiple times and will need to change it each time.Here’s a pre-written you can send which explains to the contact what they need to do.Hi,The attached AE comms are ready to be sent out.Tell the contact, to send the emails they’ll need to:Open attached word documentView in web layout (see image below)In the ‘review’ tab, select “All Markup”. Look at the comments and make amendments where appropriate.Add in the details where highlightedUse ‘Ctrl + A’ to select the entire documentGo into a new email, right click and select ‘paste – keep source formatting’Send a test mailing to a colleague first to make sure everything displays correctly and the links workThanks,NameFinal thingsNow that you’ve sent your comms to the consultant to be sent out, you’ll need to let the workplace helpdesk know. This is helpful in case they receive calls about the comms. Simply forward a version to the workplace helpdesk team leader, Emily Herringshaw. It’s worth cc’ing in Aiden Fenlon too as Emily works part-time.You’ll also need to update the 2020-21 COMMS TEAM spreadsheet: T:\Marketing\Employee Comms. Make sure the dates are filled in where possible and fill in the row in green to show it’s complete. ................
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