Quick Summary: Part 1 of this series discussed how an employee survey can help your organization prepare to begin (or readjust) a wellness program. Once you understand what employees want from a program, it’s time to send an email that promotes the survey and elicits participation.
The answers to your survey questions will help map out your organization’s wellness program. But that map will be blank unless employees actually respond and answer questions.
One way to generate interest in the wellness program (and to get people to complete the survey) is to send an introductory email that arms employees with a summary of what you’re doing and inviting their participation.
Introductory Email Insight
Think of this particular email communication as a door. Send it effectively, and wellness opportunities open to employees. Do it haphazardly, and workers might close their minds before the program even begins.
Keep these tips in mind:
• Be brief. Concentrate on quick clarity, rather than expounding on the virtues of wellness. (There will be time for that later.) Send employees a quick-read email that includes the important “who, what, when, and why.”
•Consider using an HTML template. A more appealing email design generates a higher percentage of recipients who open the message and gives you the ability to easily organize content. A simple Internet search yields many free or inexpensive options for HTML templates (software from Constant Contact is one example).
•Track who opens the email and have responses sent to a specific email address so you can track the communication and respond accordingly. These features are often part of the software you use.
•Use the subject line wisely. The subject line should simply provide a brief description of what the email is about. A good one is descriptive and states a benefit to the recipient or piques his or her curiosity. An example: Opinions needed. Take the wellness survey.
Feel free to use the email in the following box as a time-saving starting point for constructing your own—add, modify, or delete material as you see fit.
Tool to Use: Wellness Introductory Email
Our company is excited to begin a wellness program. Our goal is to help participants make healthier decisions through education, encouragement, support, and fun. The idea is to work in a setting that will support the values of choosing a healthy lifestyle.
Your input will serve as the program’s foundation. Drawing ideas and involvement from all employees gives us the best opportunity to facilitate a successful program, so we’re asking for your insight on several health-related topics. Please download <or click on> the attached survey <or this link>.
The survey is completely anonymous and should take only a few minutes to complete. Please submit your survey no later than <date>.
Thank you very much for helping us launch our wellness program. This is a great opportunity for all of us to come together.
—The Wellness Committee
• Complement the email with other media. Before sending the email, hang a poster that entices or “teases” employees to expect the message at a certain time, or include a brief message about the importance of completing the survey during a staff meeting.
• Click here to read a Hope Health article about avoiding common email mistakes.
• Click here to read the first article in this series.
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