Creating Company Announcements

Company announcements are a powerful communication tool in EasyDo 365 that enable leadership and managers to broadcast important information to the entire organization or specific branches. Whether you're sharing policy updates, celebrating achievements, communicating schedule changes, or making urgent notifications, the announcement system ensures your message reaches every employee quickly and efficiently.

Unlike chat messages that can get lost in conversation threads, announcements are prominently displayed in dedicated sections, ensuring high visibility and engagement. Each announcement supports rich formatting, file attachments, categorization through tags, and branch-specific targeting, giving you complete control over who sees what information and when.

This guide will walk you through the complete process of creating, managing, and tracking company announcements. You'll learn how to access the announcement section, structure your messages for maximum impact, target specific audiences, and leverage various announcement features to keep your organization well-informed and aligned.

Video Tutorial

Prerequisites

To create company announcements, you need:

• An active EasyDo 365 account with administrative privileges
• Access to the company dashboard
• Manager or Authority Level permissions
• A company/organization configured in the system
• At least one branch set up in your organization

Creating an Announcement

After Publishing an Announcement

Employee Experience

Once you send an announcement, employees receive:

• Push Notification: Immediate alert about the new announcement
• Dashboard Display: Announcement appears prominently on their dashboard
• Announcement Feed: Visible in the announcements section
• Tag Filtering: Ability to filter announcements by category
• Read Tracking: System tracks when employees view announcements

Tracking Engagement

As an administrator, you can monitor announcement effectiveness:

• View Counts: See how many employees have seen the announcement
• Read Receipts: Track which specific employees have viewed it
• Time Metrics: Understand when announcements were opened
• Engagement Rates: Calculate the percentage of employees who engaged

This data helps you understand communication effectiveness and follow up with employees who may have missed important information.

Editing or Updating Announcements

If you need to modify a published announcement:

1. Navigate to the Announcement section
2. Find and tap the announcement to edit
3. Tap the edit icon (if available)
4. Make necessary changes
5. Save the updated version
6. Employees receive notifications about the update

Note: Editing capabilities may be restricted based on your organization's policies.

Deleting Announcements

To remove outdated or incorrect announcements:

1. Open the announcement
2. Tap the delete icon (trash can)
3. Confirm deletion
4. Announcement is removed from employee view

Best Practice: Instead of deleting, consider posting a correction or update announcement to maintain transparency and communication history.

Announcement Types and Use Cases

Policy and Procedure Announcements

When to Use: Communicating official company policies or procedural changes

Example Scenarios:

• New or updated HR policies
• Change in working hours or schedules
• Dress code updates
• Security or safety procedures
• Compliance requirements

Best Practices:

• Attach the full policy document
• Highlight key changes if updating existing policy
• Provide effective date
• Include contact for questions
• Consider follow-up training or acknowledgment

Event and Celebration Announcements

When to Use: Sharing information about company events or celebrating achievements

Example Scenarios:

• Company parties or social events
• Team building activities
• Holiday celebrations
• Milestone achievements
• Employee recognition and awards

Best Practices:

• Include date, time, and location details
• Specify RSVP requirements if applicable
• Add event flyers or images
• Create excitement with engaging language
• Provide agenda or schedule if relevant

Urgent or Emergency Announcements

When to Use: Time-sensitive information requiring immediate attention

Example Scenarios:

• Office closures due to weather or emergency
• Security alerts
• System outages or technical issues
• Health and safety warnings
• Last-minute schedule changes

Best Practices:

• Use "URGENT" or "ALERT" in title
• Tag appropriately for visibility
• Keep message clear and action-oriented
• Provide specific next steps
• Include emergency contact information
• Follow up with additional details as available

Operational Updates

When to Use: Communicating changes to daily operations or business processes

Example Scenarios:

• New tool or software implementation
• Process improvements or changes
• Department reorganizations
• Vendor or supplier changes
• Facility or resource updates

Best Practices:

• Explain the rationale for changes
• Provide training resources if needed
• Set clear timelines and milestones
• Identify point persons for questions
• Link to additional documentation

Recognition and Achievements

When to Use: Celebrating employee or organizational successes

Example Scenarios:

• Employee of the month/quarter
• Sales targets achieved
• Project completions
• Work anniversaries
• New certifications or qualifications

Best Practices:

• Name individuals or teams specifically
• Include photos when appropriate
• Explain the achievement's significance
• Express genuine appreciation
• Inspire others through recognition

Announcement Best Practices

Writing Effective Announcements

Clarity First:

• Lead with the most important information
• Use simple, direct language
• Avoid jargon unless universally understood
• Break complex information into digestible sections

Action-Oriented:

• Clearly state what employees should do
• Provide specific deadlines or timeframes
• Include step-by-step instructions if needed
• Make next steps obvious

Appropriate Tone:

• Match tone to content (serious for policies, celebratory for achievements)
• Maintain professionalism while being personable
• Show empathy for how changes affect employees
• Use positive framing when possible

Visual Formatting:

• Use short paragraphs (2-3 sentences)
• Include bullet points for lists
• Bold key dates, deadlines, or requirements
• Use white space for easy scanning

Timing Considerations

• Advance Notice: Give employees adequate time to prepare for changes
• Avoid Fridays: Important announcements may get missed over weekends
• Morning Preferred: Early day announcements get more visibility
• Avoid Holidays: Don't bury important information during holiday periods
• Consistent Schedule: Regular announcements (like weekly updates) on consistent days

Frequency Management

• Don't Over-Communicate: Too many announcements cause fatigue and reduced engagement
• Consolidate When Possible: Combine related updates into single announcements
• Priority Filtering: Reserve announcements for truly important information
• Alternative Channels: Use chat or email for less critical updates
• Weekly Digests: Consider compilation announcements for multiple small updates

Advanced Features

Scheduled Announcements

If your system supports it, schedule announcements to publish automatically:

1. Create the announcement
2. Set a future publication date and time
3. Save as scheduled
4. System automatically publishes at the designated time

Benefits:

• Prepare communications in advance
• Ensure timely delivery even when you're unavailable
• Coordinate announcements with events
• Maintain consistent communication schedule

Multi-Branch Targeting

For organizations with complex structures:

• Create different versions for different branches
• Localize language or details for regional offices
• Respect cultural differences in messaging
• Ensure branch-specific relevance

Announcement Templates

Create reusable templates for recurring announcement types:

• Monthly newsletter format
• Event announcement structure
• Policy update template
• Recognition announcement format

Analytics and Reporting

Track announcement effectiveness through:

• Read rates by department or branch
• Time-to-read metrics
• Engagement trends over time
• Most effective announcement types
• Optimal posting times

Troubleshooting

Announcement Not Visible to Employees

If employees aren't seeing announcements:

• Verify correct branch was selected
• Check employee notification settings
• Ensure announcement was actually sent (not saved as draft)
• Confirm employees have app access
• Verify no system-wide notification issues

Cannot Access Announcement Section

If you can't create announcements:

• Verify you have administrative permissions
• Check with your system administrator about access rights
• Ensure you're accessing the correct company workspace
• Update app to latest version
• Re-login to refresh permissions

Attachment Upload Fails

If files won't attach:

• Check file size (may have limits)
• Verify file format is supported
• Ensure stable internet connection
• Try compressing large files
• Use alternative file formats
• Upload from different source (cloud vs. device)

Wrong Branch Received Announcement

If the announcement went to incorrect branches:

• Send correction announcement immediately
• Clarify to unintended recipients it was sent in error
• Resend to correct branch with apology for confusion
• Review targeting settings before sending future announcements

Tips & Tricks

• Preview Feature: Use preview to see how announcements appear to employees before sending
• Save Drafts: Create drafts of recurring announcements for quick editing and sending
• Rich Media: Include images and videos to increase engagement and clarity
• Acknowledge Received: Ask employees to acknowledge receipt of critical announcements
• Follow-Up: Reference important announcements in team meetings to reinforce messages
• Archive Organization: Maintain well-organized announcement archives for future reference
• Feedback Loop: Encourage employees to ask questions in designated channels
• Translation: For multilingual workforces, provide translations of critical announcements
• Mobile Optimization: Remember most employees view on mobile; keep content scannable
• Call-to-Action: Include clear calls-to-action when employee response is needed

Related Resources

• Company Dashboard - Overview of company management features
• Company Settings - Configure announcement preferences
• Branch Management - Managing multiple office locations
• Employee Communication - Alternative communication channels
• Company Reports - Track announcement engagement metrics

Need Help?

If you need assistance with announcements:

• In-App Help: Tap the info icon (i) in the announcement section
• Best Practices Guide: Review communication strategy documentation
• Support Team: Contact support for announcement-related issues
• Admin Training: Request training on effective organizational communication
• Community Forum: Share announcement strategies with other administrators