Campaign Communication Best Practices

Campaign Communication Best Practices - Converge Community

Frequency of Campaigns

The best practice is to engage with employee population at least twice a year in order to keep engagement. The recommendation is to send out the Code of Conduct attestation at the beginning of the year and the Disclosure questionnaire the second half of the year. This would also be a time to include other policies for attestation. Other policies, based on target groups, can be sent other times of the year.
If there are multiple activities for a target audience within the quarter, it is best practice to include them in the same campaign.
For companies only wanting to engage employees once a year we recommend sending both the Code of Conduct attestation and disclosure questionnaire within the same campaign.
Note: Convercent is here to support your team in changing the disclosure questionnaire once a year with translations provided by your team. If changes are wanted more than once a year Convercent will scope out the work and provide the cost.

The best practice is to provide 2-4 weeks to complete a campaign. The team should allow more time, up to 6 weeks, when it contains a questionnaire.
It is important to balance the number of reminder emails sent based on the length of the campaign. For a 30-day campaign we recommend sending an initial email, a 2-week reminder, a 1-week reminder, a 3-day reminder, and a due now reminder. After the campaign continue to send late reminders every couple of days or once a week until you retire the campaign.
If you are only giving 2-3 weeks to complete a campaign, we recommend sending the initial email, a 4-day reminder, and a due now reminder.
When writing emails be specific about what the employee needs to complete. For example, if the campaign involves a COI say that instead of “you have something to do”.
When writing the email reminders change the wording based on how much time is left for employees to complete the campaign. For late reminders, make sure the employee knows they are past the due date but still need to complete the campaign.
As the campaign is in progress and after it completes it is important to monitor employee engagement. If most people are completing the campaign in the beginning, there may not need to be many reminders. If people are not completing the campaign, there may need to be more reminders. There is also the option to send ad-hoc reminders as needed throughout the campaign.

Emails should be branded with the company logo and signature. Work with your Convercent team to make sure that the emails are branded correctly.
The best practice is to include contact information for the compliance team in the email signature.