3 steps to building a

communications supply chain that

supports the future of work

Sponsored content
By FedEx Office

As the pandemic shifted large segments of the knowledge sector to a remote work
model, HR executives moved mountains to embrace the digital transformation that
would ensure an unbroken communications supply chain.

But there's just one problem — the shift to remote work has turned out to be not-so-
temporary. Gartner reports that 80% of company leaders plan to permit remote work
after the pandemic, and McKinsey & Company estimates that as much as 20% of the
workforce could work remotely 3-5 days per week as effectively as they could from
the office indefinitely.

HR executives could soon find that a communications supply chain that relies
entirely on digital connection like applications, email, and instant messaging software
may not deliver the results they need for the long-term.

"When faced with an immediate shift requiring quick action, most HR executives
perceive digital to be easier, cheaper, and faster," says John Sullivan, National
Account Manager at FedEx Office. "But that’s only true some of the time. To support
the hybrid future of work, executives must have all formats available to them. Only
then can they choose the best option for the best opportunity—not just the one within
reach."

Here are three considerations to help guide employers as they move away from their
pandemic response mode into a long-term, effective model of employee
communications in a hybrid work environment.

1. Put suppliers in place for every format

Preparation prevents poor performance—and in this case, poor communication. One

of the biggest threats to an employer's communications supply chain is losing access
to different formats because the administrative processes become stagnant or the
lack of an existing relationship makes it suddenly and prohibitively expensive, as an
employer might be required to quickly onboard a supplier and make payments for
expedited services.

To prevent this, an organization can proactively assess its current options to ensure
processes are in place to engage employees in any format that might be relevant,
including, but not limited to, the following formats:

Digital

• Email
• Instant messaging
• Secure document sharing
• Secure document routing and signature

On-Demand Print

• Recruiting flyers and brochures

• Benefits guides and pamphlets
• New hire paperwork
• Policies and procedures
• Training manuals, presentations, and booklets
• Company newsletters
• Business cards and stationery
• Morale and wellness packages or shipments
• Recognition certificates and awards

"Many employers don't often think about their communications supply chain until
they need it, and if you don't have these relationships in place in advance, you can
miss out on the best format to bring a message to life," said Aimee DiCicco, Senior
Vice President of Commercial Business Development at FedEx Office.

2. Consider employee context

Ultimately, the most effective communication is the one an employee will open, read,
and respond to. Early in 2020, when the shift to remote work was still in flux, that
format was often digital. But in an increasingly digital environment, employers need
to make sure they can cut through the noise of notifications to get their message
across in print.

"During the first wave of remote work right when the pandemic started, the surge in
digital interactions felt more efficient and connective for employers and employees
alike — everyone was on high alert for information," says Sullivan. "But these
behaviors quickly led to digital overwhelm and Zoom fatigue, leaving employees
primed to engage with another format."

To get a better sense of the most effective formats for employees, employers can
capture a benchmark of how the organization is reaching out or connecting. What
statistics can be collected around how many emails employees send and receive
each day, as well as instant messages on corporate platforms? Which formats do
employees welcome, and which are stressful?

Answers to these questions will be subjective, but they'll empower companies with
valuable insight into how employees experience communication and which formats
they prefer. It will also give companies an opportunity to ensure they're providing a
seamless, holistic experience across all channels.

3. Understand the nuances of sustainability

Many employers assume the only sustainable communications are digital ones, but
that's not true. In reality, print providers like FedEx Office have come a long way in
awareness of and progress towards sustainability issues, like removing any
unnecessary printing or paper usage from the order process through digital forms
and allowing employers to create re-usable signs, images, and messages on
substrates like aluminum, vinyl, and PVC.

"The positive impact on the environment created by people working from home and
traveling less has brought sustainability back into focus," explained Sullivan. "While
digital communications often don’t incur an upfront cost to the environment, the
leading print providers in the world are doing great work in limiting the energy
consumption and waste associated with creating effective, high-quality print
materials, including FedEx's promise to be carbon-neutral by 2040."

Everywhere you look, a clear path forward

Looking into the future, most successful organizations probably will not have made a
choice between print and digital. They will have put processes and suppliers in place
to make sure they can use both formats to their fullest advantage. Only then can HR
leaders and managers be free to focus on more pressing priorities: the people
looking to them to lead.

"There's a place for digital and a place for print," said Sullivan. "Employers that don't
have access to both won't be able to balance the onslaught of communication
coming at their employees at any given time — and they'll run the risk of losing
people's attention when they need it the most."