Microsoft Outlook is a popular email platform for day-to-day communication, but when it comes to managing NHS internal communications, it has significant limitations. Sending mass internal emails efficiently and effectively requires tools designed for the job. Here are the four key reasons why Outlook struggles with NHS internal comms, and how platforms like NewZapp Trusted Delivery can offer a better solution.
Outlook was built for individual emails, not mass communication. As a result, it enforces a send limit of 30 emails per minute. If you need to send an urgent message to 7,500 NHS staff, it will take more than four hours for everyone to receive the email. That delay could result in serious problems:
By contrast, NewZapp Trusted Delivery ensures that your emails are sent quickly and simultaneously to all recipients, reducing the risk of delays.
NHS staff receive an overwhelming number of emails each day—126 on average, according to recent studies. When your internal communications are sent via Outlook, they get lost in the inbox, indistinguishable from other work-related or personal emails.
NewZapp Trusted Delivery allows you to create visually engaging, branded emails that stand out in the inbox. With customisable templates, you can ensure consistency and make your internal communications instantly recognisable. Branded emails not only catch attention but also help reinforce the importance of the message being conveyed.
Not every message you send will be relevant to all NHS staff. However, Outlook’s lack of built-in segmentation makes it difficult to target specific groups effectively. You’re left with two unsatisfactory options:
NewZapp Trusted Delivery, however, allows automatic staff segmentation. The system integrates with your NHS personnel data, ensuring that the right message reaches the right group. Whether you’re targeting specific departments, roles, or locations, you can do it effortlessly. You can also personalise emails beyond just adding a recipient’s name, offering a tailored experience that increases engagement.
Once you send an internal email through Outlook, you’re left in the dark. Outlook provides no information about:
Without this data, improving your internal communications becomes nearly impossible. You can’t identify what resonates with staff or refine your messages for better results.
In contrast, NewZapp Trusted Delivery offers comprehensive analytics that give you visibility into email performance. For the first time, you can track how staff interact with your communications, allowing you to optimise future messages based on data. As Becky Parry from Royal Devon University Healthcare NHS Foundation Trust explains:
“Now we communicate with our employees with so much more confidence… For the first time we’re able to see how staff interact with our comms… To say we’re happy is an understatement.”
NewZapp Trusted Delivery is designed specifically for NHS organisations, offering a solution that addresses the key shortcomings of Outlook. It enables you to:
If you’re ready to transform your NHS internal communications, get in touch with NewZapp today.
For further reading on NHS digital communication tools, visit NHS Digital’s Email Security Overview
Operations Director
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