2Know Magazine: Sharing KM Knowledge
2Know: Sharing KM Knowledge
December 2018 - Magazine No. 231
December 2018 - Magazine No. 231
Edition:

They say timing is everything in life. While this phrase is an obvious exaggeration, timing is nevertheless critical when sending email to workers or customers. In the age of Smartphones, in which people are constantly connected to the web, communicating with workers/customers via email is quite common. Prior to sending the email to your target audience, you invest much thought in the content, design, mailing list, etc.

These are highly important elements; equally important is when you send said email. Optimal timing will lead to maximal exposure to the content and a more effective call to action.

So, how can we assess when is it best to send the email?

Obviously, there is no precise answer to this question, as it relies on several factors: what your target audience is and its nature (workers? Customers?), geographical location, and the nature of the mailed content (newsletter, organizational message, marketing message) and many more.

Nevertheless, let us try to understand the answer by taking a look at the conclusions of several global studies on the subject.

Global studies  consistently show that the following days are the best for sending mail:

  1. Tuesday: most studies show that Tuesday's "good place in the middle" makes it the best day in terms of mailing.
  2. Thursday- studies show that if you send two mails a week, choose Thursday for your second email, since it is the second attention peak of any week.
  3. Wednesday- while no study shows Tuesday to be the most popular, it came in second in many studies.

 What do the studies say regarding the best time of day to send email? Is there an optimal hour?

  1. 10:00-11:00 AM: following the early morning hours in which mails are usually "cleaned" from the freshly opened inbox while not yet nearing the lunch break hours in which we slightly lose our focus.
  2. 14:00 PM: usually, the best timing for mailing since immediately after lunchbreak workers tend to slightly shift out of their "work mode" and are therefore more easily distracted.
  3. 20:00-00:00 PM: sounds strange, right? Yet according to global studies, it seems that there is a higher percentage of availability late in the evening in which they review emails they didn't have the chance to read. This is a phenomenon directly derived from most people checking their mails via their cellular phone.
  4. 6:00-7:00 AM- another surprising finding! When considered, this makes much sense: many workers start their work day by reading their email via their cellphone while still in bed.

Despite some surprising results, I believe that the results presented above are a good start for understanding when it is best to send email. Nevertheless, the best way is to stop for a second and try to understand what most suits your target audience.

For starters, study your target audience: does the receiving side consist of organization workers or customers? What is their schedule? What type of mail are your sending (newsletter, commercial brochure, organizational message, etc.) and how long will it take them to read its content?

What, in your opinion, is the best possible time to send the email in order to call for the action described in it.

You may better understand what suits your situation best by dividing your mailing list into groups, each receiving the exact same email on different days in different hours (according to the aforementioned studies). You can then analyze the results and review which days and hours provided the best results (percentage of availability, percentage of video viewings, sales, etc.)

 You can use the table below to conduct your research:

 

תוצאות

Hours

Day

 

Option 1

9:00-10:00 AM

Tuesday

 

Option 2

14:00

Tuesday

 

Option 3

6:00   AM

Tuesday

 

Option 4

20:00-0:00

Wednesday

 

Option 5

9:00-10:00 AM

Wednesday

 

Option 6

14:00

Wednesday

 

Option 7

6:00   AM

Wednesday

 

Option 8

20:00-0:00

Wednesday

 

Option 9

9:00-10:00 AM

Thursday

 

Option 10

14:00

Thursday

 

Option 11

6:00   AM

Thursday

 

Option 12

20:00-0:00

Thursday

 

 

So, before you click "send"- ask yourself: is now the best time to send this email?

 

References

  • MailChimp’s insights for send time optimization. – Customer.io’s research on best day to send emails.
  • GetResponse’s research on the best day to send email. – WordStream’s research on the very best time to send email newsletters.
  • GetResponse’s research on the best days to send email newsletters. – Experian’s email marketing benchmark.
  •  CampaignMonitor’s research on the best time to send email campaigns.
  • GetResponse’s roundup of the best time and day to send email.
Review: Quick set-up
Written By Ella Antes

Usually, when planning a new website, we begin from analyzing needs, components, User Experience, and design; structuring and optimizing content; planning the division to main and subsidiary categories, etc. A similar process usually takes place for every organizational website and takes several months and occasionally longer.

Now imagine a different scenario. A scenario in which we analyze and set up a single website, design it and plan the page and template layouts while considering navigation between pages and all desired functional aspects within them.

Besides planning templates, design and functionality the content must be prepared as well. Content is relevant for the organization as a whole. Obviously, there is unique content that changes between different units in the organization yet when a body of processed, ready for use content is divided and organized according to main categories, etc. it is simple to add its additional unique content.

Think of it: what's easier? To begin writing on a completely blank page? Or one that is already framed by a certain outline or division to subjects that requires some alterations and additions?

Once we have a structured website complete with design, navigation (including main and subsidiary categories), useful tools, organizational structure, and prepared full content pages, all that waits is the final stage.

The final stage would be planning the segmentation process or implementing it in the organization. Only now, the process will not begin from a clean canvas in form of a conversation beginning with "we need a component like…" etc. The conversation will begin from a rich place in which an actual website can be viewed and experienced, on which we examine functionality, reuse structured content, etc. The intra-organizational customers will be required to merely "complete the picture" and perform alterations according to their specific needs. As a result, the amount of resources and time required for setting up a website, both in terms of IT and business, can be reduced substantially- from several months to mere weeks. The reduction of the amount and resources will allow the organization to effectively and efficiently support the various organizational units' knowledge needs, especially in the dynamic world of our times- to begin from an initial structure, set up quickly, then enable its development in further stages over time.

 

 In 2020, Microsoft's extended support of SharePoint 2013 is expected to come to an end. This is one of many reasons to focus on the future and examine what new abilities can SharePoint 2019 offer the world of Knowledge Management.

  1. Heavily relying on UI components that serve SharePoint online. The new SharePoint features a new and modern design for both websites and pages for better responsiveness. This will allow a better mobile display of pages/websites and other browsers.
  2. Expanding the OneDrive abilities in SharePoint 2019: a new component that allows synchronizing with SharePoint files both when said component is stored on organization servers on premise and when the files are stored on the OneDrive cloud environment. The new version allows users to enter both from anywhere. Furthermore, SharePoint 2019 enables 'push' messages for users of OneDrive file synchronization regarding changes in the content of the synchronized files. Another OneDrive feature offered by this version of SharePoint allows users to view all files in all websites either followed by the user of subscribed to by the user. Thus, they can get a comprehensive update on all relevant files.
  3. New abilities of the website homepages: website homepages allow users to display an array of messages from different websites associated with the users of followed by them. Furthermore, there is another component that allows quick access to websites said users are following. This leads to the creation of hub websites in SharePoint which concentrate a number of related websites in one display.
  4. Communication sites: These sites are meant to replace publishing sites, another type of websites originating in the SharePoint online information. Such a website enables sharing news when its central component is "hero webpart" that allows users to display up to five items that include a picture, text and links to attract users' attention to promoted content.

Hereby is an example of utilizing this component:

https://support.office.com/en-us/article/use-the-hero-web-part-d57f449b-19a0-4b0d-8ce3-be5866430645

 

  1. Search: the SharePoint 2019's search also provides the modern experience in which users can see the search results before completing the search word. Furthermore, the result page displays the accumulated search results catalogued according to type.
  2. Use of new abilities in lists and libraries: users can copy and relocate files using the taskbar. Also, there is an ability to add files as links.

 

What will be removed from the new version of SharePoint?

Hereby are the main applications that are omitted from the 2019 version:

  1. SharePoint designer will not be featured on this new version of SharePoint. However, the SharePoint designer 2013 will be continuously supported till 2026.
  2. The ability to download code-based application/components. Microsoft decided to remove this ability from SharePoint 2013. Replaced by SharePoint add-ins.
  3. Visio: Visio charts can be displayed on SharePoint in two manners: one is a .PNG picture while the other involves using the Microsoft Silverlight component. This component will not be supported on the new version of SharePoint.
  4. The Newsfeed component featured in previous versions of SharePoint will be replaced by new and existing relevant abilities on SharePoint 2019.

For more on the abilities/applications that will wane away with the emergence of the new version, click here.

 

References:

https://www.cmswire.com/digital-workplace/sharepoint-2019-says-hello-to-6-features-and-goodbye-to-6-others/

https://techcommunity.microsoft.com/t5/Microsoft-OneDrive-Blog/What-s-New-with-OneDrive-in-SharePoint-Server-2019/ba-p/218924

https://support.office.com/en-us/article/differences-between-sharepoint-server-2016-and-2019-public-preview-ba84c8a3-3ce2-4252-926e-c67654ceb4a3

 

Written by Rom Knowledgeware
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