The problem with Outlook when sending internal communications

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.

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Why Outlook Isn’t Cut Out for NHS Internal Communications

1. Outlook Slows Down Mass Email Sending

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:

  • Staff receiving important or time-sensitive information late.
  • Rumours spreading before official communications reach the entire team.
  • Inefficient workflows, particularly during critical events or emergencies.

By contrast, NewZapp Trusted Delivery ensures that your emails are sent quickly and simultaneously to all recipients, reducing the risk of delays.

The same email – one designed in Outlook, the other designed in NewZapp Trusted Delivery

2. Outlook Emails Look Like Every Other Email

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.

3. Outlook Struggles with Segmentation and Personalisation

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:

  • Send the message to everyone and risk disengagement from staff who don’t need the information.
  • Manually segment staff, a time-consuming process prone to error.

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.

4. Outlook Lacks Insight and Tracking

Once you send an internal email through Outlook, you’re left in the dark. Outlook provides no information about:

  • How many people opened the email.
  • Whether links were clicked.
  • The best times for engagement.
  • Which sections of the email were most read.

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.”

The Alternative: NewZapp Trusted Delivery

NewZapp Trusted Delivery is designed specifically for NHS organisations, offering a solution that addresses the key shortcomings of Outlook. It enables you to:

  • Send emails quickly to all staff without delays.
  • Create branded, engaging messages that stand out.
  • Segment your audience automatically, ensuring that each email is relevant to its recipients.
  • Track performance with detailed analytics, allowing you to continuously improve your communications.

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

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darren hepburn

Darren Hepburn

Operations Director

Passionate about using my 30 yearsof owning my own businesses to help create better workplace environments.  A Bon Jovi loving TikTok junkie. I spend most of my time thinking about the impact technology is having on our society. And my pug Winston…