Guide to creating and managing company-wide announcements, notifications, and communications in EasyDo 365

Company Announcements

Company announcements are a powerful communication tool for reaching all employees instantly with important information, updates, and news. EasyDo 365's announcement system enables administrators to broadcast messages across the entire organization or target specific branches, ensuring critical information reaches the right people at the right time. From policy updates and event notifications to celebrations and emergency alerts, announcements keep everyone informed and aligned.

The announcement module provides a structured way to communicate official company information, distinct from casual chat messages. Announcements appear prominently in employee dashboards, ensuring visibility and acknowledgment. You can schedule announcements for future delivery, attach important documents, categorize messages with tags, and track who has viewed each announcement—features that make organizational communication more effective and accountable.

Whether you're announcing a new policy, celebrating team achievements, notifying about system maintenance, or sharing important business updates, the announcement system ensures your message is delivered professionally and reaches all intended recipients. The ability to add attachments means you can include policy documents, event flyers, forms, or any supporting materials directly with your announcement.

Video Tutorial

Prerequisites

To create company announcements, you need:

Administrative or HR manager permissions
Access to Company Dashboard
Appropriate authority level to make announcements
Content prepared for the announcement
Any attachments ready (if applicable)

Creating an Announcement

Launch EasyDo Tasks App

Open the EasyDo Tasks app on your phone and log in with administrative credentials.

Navigate to Company Tab

From the main interface, tap on the Company tab.

Open Company Dashboard

Within the Company tab, tap on Company Dashboard to access administrative functions.

Access Announcements Section

In the Company Dashboard, tap on Announcement.

The announcement section will open, displaying current and past announcements in chronological order.

Initiate New Announcement

To create a new announcement, tap the plus icon (+) at the bottom or top of the screen.

The announcement form will open with fields for your message.

Select Announcement Date

Tap the date field to open the date picker.

Select the date when you want the announcement to be published.

Options:

Today: Announcement goes out immediately
Future Date: Schedule announcement for later
Past Date: Backdated announcements (for recordkeeping)

Use Cases:

Immediate: Urgent updates, emergency notifications
Scheduled: Planned events, policy changes with effective date
Backdated: Adding historical records

Select Target Branch

From the Branch dropdown menu, select which branch(es) should receive the announcement.

Options:

All Branches: Company-wide announcement
Specific Branch: Location-specific message
Multiple Branches: Select each relevant location

Considerations:

Branch-specific policies or events
Regional celebrations or holidays
Location-specific operational changes
Targeted communication for efficiency

Enter Announcement Title

In the title field, enter a clear, concise title for your announcement.

Effective Titles:

Clear and specific: "New Leave Policy Effective January 1"
Attention-grabbing: "Important: Office Closure December 25-26"
Descriptive: "Welcome New Team Members - Marketing Department"
Action-oriented: "Submit Annual Review Forms by Friday"

Best Practices:

Keep titles under 60 characters when possible
Use title case for professionalism
Be specific about the subject
Include urgency indicators if needed (Important, Urgent, Action Required)
Avoid clickbait or unclear titles

Write Description (Optional but Recommended)

If you want to provide additional details, write them in the description field.

What to Include:

Full details of the announcement
Context and background information
Specific instructions or next steps
Deadlines or important dates
Contact person for questions
Impact on employees

Example Description:

We're excited to announce our new flexible working policy 
effective March 1st. Employees can now choose start times 
between 7 AM and 11 AM, as long as they complete their 
8-hour workday.

Please discuss your preferred schedule with your manager 
by February 15th. For questions, contact HR at hr@company.com.

Full policy document is attached.

Writing Tips:

Use clear, simple language
Break into short paragraphs for readability
Highlight key information
Include call-to-action if applicable
Proofread before sending

Select Announcement Tag

Choose a relevant tag from the available options to categorize your announcement.

Common Tags:

Policy: Policy updates, rule changes
Event: Company events, celebrations, meetings
HR: HR-related announcements, benefits, employment matters
Operations: Operational changes, process updates
IT/Technical: System updates, maintenance, tech changes
Urgent: Time-sensitive or emergency notifications
Celebration: Achievements, birthdays, work anniversaries
Training: Learning opportunities, skill development
Safety: Safety protocols, security updates

Purpose of Tags:

Easy filtering and searching
Visual categorization
Priority indication
Historical organization
Report generation

Add Attachments (Optional)

If you need to include supporting documents, tap the add attachment icon.

Select a file from your device to attach.

Attachment Types:

PDF documents (policies, forms, guides)
Images (event flyers, infographics, photos)
Spreadsheets (schedules, data, lists)
Presentations (training materials, reports)

Attachment Best Practices:

Keep file sizes reasonable for mobile viewing
Use clear, descriptive file names
Ensure documents are finalized (not draft versions)
Consider accessibility (PDF preferred for documents)
Test opening attachment before sending

Common Use Cases:

Policy document with announcement
Event registration form
Updated org chart
Training schedule
Safety protocol document
Holiday calendar

Review Announcement

Before sending, review all details:

✅ Date is correct
✅ Branch selection is appropriate
✅ Title is clear and descriptive
✅ Description contains all necessary information
✅ Tag is relevant
✅ Attachments are correct files
✅ No typos or errors

Send Announcement

After reviewing, tap the Send button.

Your announcement will be:

Published to selected branch(es)
Visible in employee dashboards
Sent as push notification (if enabled)
Added to announcement history

Employees will receive notification and can view the full announcement with any attachments.

Managing Announcements

Viewing Announcement History

The announcement section displays:

Current Announcements:

Recently published messages
Active, relevant announcements
Sorted by date (most recent first)

Past Announcements:

Historical announcements
Archived messages
Searchable record
Useful for reference and compliance

Editing Announcements

To modify an existing announcement:

Tap on the announcement from the list
Update necessary information
Save changes

When to Edit:

Correcting errors or typos
Updating information
Extending deadlines
Adding clarifications

Tracking Announcement Views

Some systems show:

How many employees viewed the announcement
Who has read it
Acknowledgment status
Engagement metrics

This helps ensure message delivery and follow up with those who haven't seen critical announcements.

Announcement Best Practices

Content Guidelines

Be Clear and Concise:

Get to the point quickly
Use simple, jargon-free language
Highlight key information
Break long content into bullets or short paragraphs

Be Timely:

Send announcements when relevant
Don't announce too far in advance (may be forgotten)
Don't announce too late (insufficient notice)
Consider employee schedules (avoid late night sends)

Be Relevant:

Target appropriate audience
Don't overuse company-wide for local issues
Segment by branch when appropriate
Avoid announcement fatigue

Frequency Management

Avoid Overload:

Don't send too many announcements
Batch related updates when possible
Reserve announcements for important information
Use other channels for routine communication

Suggested Frequency:

Daily: Only for urgent matters
Weekly: Digest of updates
Monthly: Regular updates, newsletters
As needed: Event-based, policy changes

Tone and Style

Professional Yet Approachable:

Maintain company voice and culture
Be formal for policies, friendly for celebrations
Show empathy for difficult announcements
Celebrate wins and recognize achievements

Inclusive Language:

Address all employees respectfully
Consider diverse workforce
Avoid assumptions
Be culturally sensitive

Types of Announcements

Policy Updates

Communicate changes to company policies:

New policies or procedures
Modified rules or regulations
Compliance requirements
Effective dates and transition periods

Events and Celebrations

Share positive news and build culture:

Company events, parties, team building
Employee achievements and promotions
Work anniversaries and birthdays
Milestone celebrations
Team successes

Operational Updates

Inform about business operations:

Office closures or relocations
Working hour changes
New system implementations
Process changes
Service updates

HR Announcements

Employee-related communications:

New hires and departures
Organizational changes
Benefits updates
Training opportunities
Leave calendar updates

Emergency Notifications

Time-sensitive, critical information:

Weather-related closures
Security alerts
Health and safety warnings
Urgent policy changes
Crisis communication

Key Features

EasyDo 365 announcement system offers:

Instant Delivery: Immediate notification to all employees
Scheduled Publishing: Plan announcements in advance
Branch Targeting: Send to specific locations
Rich Content: Include detailed descriptions
Attachments: Add supporting documents
Categorization: Tag announcements for organization
View Tracking: See who has read announcements
Historical Record: Maintain announcement archive
Push Notifications: Alert employees immediately
Mobile Optimized: Full functionality on smartphones

Troubleshooting

Announcement Not Showing for Employees

If employees can't see announcement:

Verify you clicked Send (not just saved draft)
Check correct branch was selected
Ensure employees are assigned to that branch
Verify announcement date (future dates won't show yet)
Check employee app is updated
Ask employees to refresh their dashboard

Cannot Send Announcement

If send button doesn't work:

Ensure all required fields are filled
Check internet connection
Verify you have announcement permissions
Try closing and reopening form
Check file attachment size (may be too large)
Contact support if issue persists

Attachment Won't Upload

If file won't attach:

Check file size (may exceed limit)
Verify file type is supported
Ensure stable internet connection
Try different file format
Compress large files
Upload from different source (cloud vs local)

Tips & Tricks

Draft First: Write important announcements in notes app, then copy to announcement form
Timing Matters: Send during business hours for better visibility
Subject Lines: Like email, compelling titles increase readership
Visuals Help: Attach an image/infographic for complex information
Follow-Up: For critical announcements, follow with email or meeting
Templates: Keep template announcements for recurring types
Proofreading: Have someone review important announcements
Archive: Save copies of major announcements externally
Acknowledgment: For critical announcements, ask for response/acknowledgment
Consistency: Establish and follow announcement guidelines

Company Dashboard - Main administrative interface
Employee Dashboard - Where employees view announcements
Branch Management - Managing branch-specific announcements
Company Settings - Related configuration options

Need Help?

Effective communication is vital for organizational success. If you need assistance:

Communication Strategy: Help developing announcement guidelines
Template Creation: Building announcement templates for consistency
Technical Support: Resolving announcement system issues
Best Practices: Learning effective organizational communication
Training: Teaching managers to create effective announcements
Crisis Communication: Guidance for emergency announcements

Well-crafted announcements keep your organization informed, engaged, and aligned—making them a critical tool for effective leadership and management in EasyDo 365!

Company Announcements

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