Start a Company Newsletter

In order for any company to be successful there must be clear communication between all parties. But how do you keep communication flowing when everyone is so busy? Why not start a company newsletter?

Newsletters, particularly e-newsletters are a great way to keep employees updated on the latest company happenings as well as other important information. They save time, paper and energy since there is less memo writing, printing and copying going on.

It's easy to start a newsletter. By following a few simple steps you'll have your first issue out in no time!

1. Brainstorm

What kinds of things do you think the newsletter should include? Do you want it to include a fun aspect like birthdays or trivia, or should it be strictly business related?

2. Recruit

Organize a meeting and tell everyone about your newsletter idea explaining why you think it will benefit the company. Ask for volunteers of anyone that might be interested in contributing. You may want to put together a small team that would be in charge of putting out the newsletter each month or you may opt for delegating the responsibility to an assistant or other creative individual. It depends on the size of your company and the size of your newsletter.

3. Create Content

If there is a team involved in producing the newsletter, have them split up the responsibility of writing the content. It would be a good idea to keep a running list of topics so there is never a shortage of ideas. You might want to include one or two standard categories or headings that you use each time like (i.e. "Productivity Tips" or "ABC Company Monthly Meeting Schedule"). You can then announce additional company news as it comes up or include fillers like fun facts, monthly birthdays, etc. The possibilities are endless, but here are some ideas to get you started:

• Employee Birthdays/Anniversaries
• Company Events (Picnics, Potlucks, Parties, Charity Events, etc...)
• Helpful Resources (Include links to useful websites)
• Product or Website Review
• Featured Staff Member Profile 
• Company News (Policy Changes and other important notices)
• Fun Corner (Trivia, Employee Surveys, Contests, etc...)

You may also want to include a paragraph at the end of the newsletter that requests content ideas, suggestions, and comments should be sent to you@yourcompany.com so you can keep feedback and ideas for future issues in one place.

4. Design It

Newsletters can be designed quickly and easily with programs like Microsoft Publisher which comes with pre-made templates that only require you to fill in the content. Alternatively, you could design your own. Once you decide on a design, save the document as a template for future issues of your newsletter. After the newsletter is created you would want to use a program like Adobe Acrobat Pro to turn it into a PDF, which ensures that most everyone who receives it will be able to read it. A PDF also protects the information so it cannot be altered. You might also opt for a service like Constant Contact which allows you to create html newsletters easily and embeds them right into the body of an email. The service is inexpensive and has a variety of uses from newsletters to business letters to e-cards.

5. Send It

Schedule a regular monthly date that the newsletter will be sent. If you created your newsletter with a program like Publisher and made a PDF, create an email announcing the newsletter and attach the PDF sending it to everyone in your company contact list. You may even want to create an email group called "Newsletter" or something similar specifically for this purpose which will save you from having to enter each name individually every time. If you've used a service like Constant Contact to create your newsletter, you can create your contact list there and schedule the email to be sent in advance. This way it is done for you and you don't have to worry about remembering.

Tips for Creating Dynamic Newsletters:

• Keep it Simple: Creating a newsletter that is too long will bore readers and make reading the newsletter a chore. Try to stick to a limit of two or three pages.
• Use Color and Images: Newsletters are easier and more fun to read when they are visually interesting. Use photographs, clip art and color to bring life to your pages, but try not to overdo it.
• Keep it Light: Newsletters should include well - news, but by adding small elements of fun throughout you will keep readers awake, entertained and anxiously waiting for the next issue. 
• Stay Consistent: Don't change up the color scheme and headings every month. Try to stay consistent with your format and style so there is a sense of familiarity with your readers.