Master Targeted Communication in Microsoft 365
Tags: microsoft, sharepoint, workplace
Published: 2024-05-21 06:30:00

**Feeling overwhelmed by emails and generic updates?** You're not alone. Many employees drown in information overload, wasting time searching for relevant details and feeling disengaged. This hurts productivity!

**But there's a solution!** Microsoft 365 can help. Tools like SharePoint permissions and Office 365 Groups let you create a **targeted communication environment**. Imagine employees receiving only the information they need, when they need it.

![Person writing on a white board by Melanie Deziel from Unsplash](https://substackcdn.com/image/fetch/w_1456,c_limit,f_webp,q_auto:good,fl_progressive:steep/https%3A%2F%2Fsubstack-post-media.s3.amazonaws.com%2Fpublic%2Fimages%2F2891475d-d31d-4f07-bdee-d45dbeada443_640x427.jpeg)

**This guide unlocks the power of targeted communication in Microsoft 365.** I'll show you how to understand your audience, considering their work styles and team sizes. I'll also explore powerful tools like Microsoft 365 Groups and SharePoint audience targeting. These tools help you craft clear messages that resonate with the right people.

**Get ready for the benefits!** Targeted communication can boost employee engagement, streamline workflows, and create a more informed and productive work environment.


## Why it's important to set your audience

**Is your inbox a nightmare?** Imagine a cluttered intranet on top of that! Finding what you need becomes a frustrating hunt. This information overload wastes your employees' time and makes them feel disengaged.

**The answer? Targeting your audience!** When you send information only to those who need it, you create a streamlined experience. Think of it like a well-organized library. Employees can easily access the resources they need, leading to higher engagement and productivity.


## Understand your audience's work environment

**It's not just about who you send information to, it's about understanding their world.** Picking the right recipients is important, but there's more to the story. Imagine sending a complex technical report to customer service reps. It probably wouldn't be the best use of their time, right?

### Tailoring Communication to Work Styles

A company can have a variety of work styles.

- **Fast-Paced Teams:** Sales or customer service teams might thrive on quick updates and short bursts of information delivered through instant messaging or bite-sized announcements.
- **Detail-Oriented Teams:** Research and development or engineering teams might prefer in-depth reports and detailed explanations accessible through a central platform for easy reference.
- **Independent Workers:** Some roles might require minimal communication, but clear and concise updates through email or internal wikis can be helpful.


### Tailoring Communication for Impact

Understanding your audience's work environment allows you to tailor your message for maximum impact.

- **Frontline workers:** Consider fast-paced environments and limited access to computers. Bullet points and short, informative messages via mobile apps might be ideal.
- **In-office workers:** Regular meetings or presentations could be effective for sharing complex information. However, keep in mind email overload – prioritize key points.
- **Remote workers:** Detailed reports or recorded presentations might be helpful resources they can access at their convenience. Clear and consistent communication channels are crucial.
- **Hybrid workers:** A combination of communication methods might be necessary. Leverage collaboration tools for real-time discussions and easily accessible resources on a central platform.


## Scope the size of your audience

**The size of your audience matters!** Imagine trying to announce something company-wide with just a text message – not ideal! 

Choosing the right communication tool depends on how many people you need to reach. Matching the tool to the audience size ensures everyone gets the message efficiently, without feeling bombarded.

### Large-Scale Communication

For reaching a large audience, broadcasting tools within Microsoft 365 offer a variety of options:

- **Viva Connections:** Deliver company-wide news and updates directly to employee desktops through a personalized feed.
- **Microsoft 365 Live Events:** Host live presentations or town halls with real-time interaction capabilities for a large audience.
- **SharePoint News:** Publish important announcements and company news on a centralized platform accessible to all employees.
- **Stream:** Share pre-recorded videos or presentations with a large audience for on-demand viewing.
- **Emails:** While emails remain a common tool, use them strategically for broader announcements. Keep messages concise and consider utilizing other platforms for detailed information to avoid overload.

### Smaller Groups and Targeted Communication

For smaller groups or targeted communication, consider more interactive platforms that foster engagement:

- **Email:** Targeted emails remain effective for smaller groups or updates requiring documentation.
- **SharePoint News:** Share news and updates relevant to specific teams or departments within a centralized location.
- **Teams:** Create dedicated Teams for focused discussions and collaboration among specific groups.
- **Teams Channels:** Further organize communication within Teams by creating dedicated channels for specific project discussions or topics.
- **Teams Meetings:** Facilitate real-time discussions and presentations with smaller groups through video conferencing functionalities.
- **Viva Engage Communities:** Foster a sense of community and targeted discussions within specific groups or departments.
- **Stream:** Share pre-recorded videos or presentations with smaller, targeted audiences for on-demand viewing.


## Target content to your audience

**Choosing the right communication app is important, but Microsoft 365 goes beyond that.** It offers powerful tools to guarantee your message reaches the exact people you want it to.

### Organizing for Success with Microsoft 365 Groups

The key lies in planning and structuring your Microsoft 365 Groups based on relevant demographics. Consider factors like role, region, department, or division. This organization becomes the foundation for targeted communication across various applications within Microsoft 365.

### Targeting Across the Suite

Think of Microsoft 365 Groups as the backbone of your targeted communication strategy. Several applications leverage groups to deliver content to specific audiences. For instance:

- **Emails in Outlook:** Craft targeted email campaigns by selecting relevant Microsoft 365 Groups as recipients.
- **Virtual Meetings in Teams:** Organize meetings with specific teams or departments by inviting the corresponding Microsoft 365 Group.
- **Permissions in SharePoint Sites:** Control access to SharePoint sites by assigning permissions based on Microsoft 365 Groups, ensuring only relevant users can view specific content.

### SharePoint Audience Targeting: Tailoring Content on Your Intranet

For communication within your SharePoint intranet, Microsoft 365 offers a dedicated feature called **audience targeting**. This powerful tool prioritizes the delivery of content to the most relevant groups. By enabling audience targeting, you can ensure specific content reaches specific audiences through various channels within SharePoint, including:

- **SharePoint Web Parts:** Target specific audiences within web parts that display content on your intranet.
- **Page Libraries:** Restrict access to specific pages within your page library based on pre-defined audiences.
- **Navigational Links:** Control which user groups see specific navigation links within your SharePoint intranet.

By leveraging these tools, you can transform your communication strategy in Microsoft 365. No longer will information be a one-size-fits-all proposition. Instead, you can create a targeted communication environment where employees receive only the information they need, leading to a more informed and engaged workforce.


## Conclusion

**Feeling overwhelmed by emails and a messy intranet?** Your employees probably do too! This information overload wastes time, frustrates them, and hurts engagement.

**But there's a solution!** Microsoft 365 can transform your communication strategy. Here's how:

- **Understand your audience:** Consider their work style (fast-paced sales team) and environment (office, remote) to tailor messages and avoid overload.
- **Choose the right tool:** Large announcements go through company emails or SharePoint news. Smaller groups or targeted communication benefit from Teams or Viva Engage.
- **Target with Microsoft 365:** Create dedicated workspaces for teams with Microsoft 365 Groups. Use SharePoint audience targeting to send specific content to the right people on your intranet.

**Benefits?** Employees only get the information they need, leading to:

- **Higher engagement:** They feel informed and valued.
- **Increased productivity:** No more time wasted searching for relevant info.
- **Better collaboration:** A more informed and connected workforce.

**Take control!** Use Microsoft 365 to empower your employees and create a thriving work environment.


## References

- *Person writing on a white board by Melanie Deziel from Unsplash: [https://unsplash.com/es/fotos/persona-que-escribe-en-papel-blanco-U33fHryBYBU](https://unsplash.com/es/fotos/persona-que-escribe-en-papel-blanco-U33fHryBYBU)*
- *Step 3: Scope audience size and determine audience preferences: [https://learn.microsoft.com/en-us/sharepoint/audience-profile](https://learn.microsoft.com/en-us/sharepoint/audience-profile)*
- *Target content to a specific audience on a SharePoint site: [https://support.microsoft.com/en-us/office/target-content-to-a-specific-audience-on-a-sharepoint-site-68113d1b-be99-4d4c-a61c-73b087f48a81](https://support.microsoft.com/en-us/office/target-content-to-a-specific-audience-on-a-sharepoint-site-68113d1b-be99-4d4c-a61c-73b087f48a81)*