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Best Practices for Communicating Through Your Web Portal

Posted on by Jenny Wan
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Best Practices for Communicating Through Your Web Portal

Web portals are often seen as just an informational tool – a way to look up data or fill out forms. However, they are just as much of a communication resource as they are an operations tool. For example, tools like the HPS Content Manager enable your staff to share important announcements and reminders with users in an efficient manner.

However, in order for any message to engage the reader and prompt a response, there are some important communication practices to keep in mind. Below are 3 key principles for effective communications and details of how the Content Manager can support your team in attaining them.

1. Time Your Message Appropriately

As the old adage says, “timing is everything”, and posting messages online is no exception. When users log into your portal, they should see information and announcements that are timely; however, they also should not see messages that are outdated or stale. To ensure that your team keeps its content fresh, the HPS Content Manager enables you to post announcements and control when they display for end users. When an announcement expires, it will automatically turn off, enabling your users to only see the messages that are timely and saving you from having to manually remove old postings.

2. Target Your Message

“What’s in it for me?” We’ve all experienced the frustration of receiving mail, email, or other communications that clearly didn’t apply to us. From a communications perspective, it’s essential that when we post information for our users, we post it only for people to whom it would apply. With the HPS Content Manager, your team can easily control who sees the announcements that are posted – whether it be a particular user type, client, department, or other group of users. This ensures that when those users log in, they’ll see the messages that are meaningful to them and will respond accordingly.

3. Send a Consistent Message

Even if the timing and targeting of your messages is good, users can get confused about your message if it’s not communicated in a clear and consistent format. This is especially the case when it comes to employee benefits, where different vendors have unique benefit communications that can only be found in their portal. Using the HPS Web Portal and Content Manager, your company can post all benefit-related announcements within the scope of your company’s branded portal. Gone are the days of your users logging into differently branded websites for different bits of information. They can now see all of those details by logging into one portal – yours. This enables your company to have a centralized platform for organizing all your communications in a cohesive, consistent manner.

These communication principles are essential in delivering a message that is meaningful, engaging, and prompts the user to take the appropriate action. However, once these principles are achieved, the sky is the limit in terms of what you can post. It could be details about new products, inclement weather notices, or reminders about important deadlines. Whatever the case may be, the HPS Content Manager will support your team in achieving effective communications with the ease and flexibility of posting messages from anywhere and at any time.

To learn more about the HPS Content Manager and other online tools to support your company’s communication strategy, schedule a demo.


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