How to know who read an internal statement

This is an automatic translation of the Spanish original and may contain errors. Read the original in Spanish

With the usual methods you can know who opened a message or who pushed a confirmation, but none of them tell you that someone read it and understood it. This article is for those who work in Human Resources or internal communication of a medium or large company and needs follow-up per person. If you just want to know if a notice came to a team of ten, it's enough to ask at Monday's meeting.

What exactly do you want to know?

Before choosing method, separate four facts. Each one is tested with a different signal and none implies the following.

Many methods remain in the second row. If your need is the fourth, for example for a policy that staff must comply with, you need a mechanism other than a reading charge.

Can you tell who opened a mass mail?

It depends on the method, and in none is a firm test.

Mail with reading confirmation

Outlook allows for a reading confirmation, but according to Microsoft the consignee may refuse the shipment and there is no way to force it. The same page distinguishes the delivery confirmation, which only indicates that the message reached the mailbox, from the reading page, which indicates that it was opened. Result: If someone doesn't answer, you don't know if he didn't read it or if he didn't want to tell.

Mail with remote tracking content

Some mass shipping tools insert a remote element into the mail and record when it is downloaded. Mail customers can block it. Apple explains this for its Mail application: Remote content allows the sender to get information about you when you read it, and Mail privacy protection prevents the sender from getting it. With that active lock, the data that comes to you no longer serves as proof of anything.

Double-branded messaging

Messaging groups show delivery and reading marks. What you see and what you can keep depends on the tool and the configuration of each person, so check yours if you get a list per person you can save and how many people must have read to change the brand. In addition, using a personal messaging for work matters requires the sharing of personal phones, and not all people can or want to, so that part of the staff stays out of the group. For those without corporate mail, the possible channels are compared in how to communicate to workers who do not have corporate mail.

Intranet or digital board

A visitor counter tells you how many times the page was seen. Depending on how it is configured, each visit adds up to one, so the same person can add up to several.

Application with reading report per person

An application designed for internal communication can return a reading follow-up per person and per ad, and the product offers it. It is the option that gives the most information and, therefore, the one that asks the most carefully when deciding who sees that information and what it is used for, as explained below.

What to do with who didn't read the ad

The list of earrings serves to act, and these steps maintain the action provided:

1. Set before sending the deadline after which you look at the list. Look at it at ten minutes, it only generates noise.
2. Distinguish between those who did not open and those who could not: holiday, low, different shift or lack of access to the channel.
3. He insists on another channel and with a specific person. A second identical mass shipment reaches the same ones who have already read it. For an urgent warning, look. how to warn of an emergency or closure.
4. If the content forces something, request express acceptance and leave it registered rather than just reading. The mandatory product reading agreements record who accepted or rejected, something a reading charge does not give.
5. Use the list to complete communication and avoid evaluating people with it. You'll see why it matters.

Before you activate a register per person

A search per person links a name with an action and an hour, so it's information about specific people. Three things should be solved before it is activated.

Explain to the staff what it is used for. Those who know that the record serves to complete a communication live it other than those who discover it when they reproach them not to have opened a message.

Just ask what you need. If a total per ad answers your question, the list per person is over. If you need the list, you can send it to the ad and the time it makes sense to look at it.

He writes, before starting, that the record serves communication and not to value anyone, and he captures it. A reading list that ends in a performance evaluation changes the way staff respond to ads.

The above are communication practices. Before activating a register per person, contact your company's legal advice or data protection delegate.

When you don't need a record per person

There are two cases where this solution is enough or not enough.

The first is the announcement without consequences: a novelty of the office, a year-end greeting. A total of openings, or no measurements, is enough, and you avoid processing data you don't need. If you're missing the text, there's internal ad models by situation.

The second is the ad on which something depends. A reading report, also that of the product, records a reading signal and does not know whether the person understood. If you need to prove that it was understood, ask a question of understanding, a session with each team or an express confirmation. If the content requires acceptance, the reading report does not replace it either.