Are you a hospital administrator? Or are you responsible for a team of first responders like police, firefighters, or healthcare workers? Here’s an effective, two-step communication strategy to deliver updates about your organization’s COVID-19 vaccination process.
Many first responders haven’t gotten their COVID-19 vaccination yet. As an administrator, your job might include information about first responders, healthcare workers, and coronavirus vaccination—including reminding your team to follow through with their vaccinations.
In situations like these, it’s better to over-communicate rather than under. For that reason, relying on your antiquated hospital notification systems might not be your best bet for making sure everyone gets the message.
That’s why we recommend adding a two-step approach for critical COVID-19 communications—in addition to any in-house tools you might be using:
- Text message updates
- Detailed email instructions
1. Send Critical Text Message Updates to Your Team
When you’re working 12 hour days, you aren’t sitting in front of your computer making sure your inbox is clear.
Text messages have significantly higher open and response rates than any other type of communication (often 90% or better). That makes them an effective way to make sure everyone gets the message you need them to see.
By sending updates via text, you have the best chance of giving your employees trustworthy, reliable information about what’s happening. You can also let them know what they can expect in the vaccination process and (more importantly) what steps they need to take.
2. Follow Up with Emails to Reinforce Your Text Message Communications
After sending a text message campaign, follow up by sending more detailed information via email.
Email is not as fast as text messages for communication. However, it does create a history that’s easy to search for if you need information, and you can go a little bit more into detail as well.
Just like regular people, some first responders have been confused by misinformation about COVID-19 and vaccines. Providing reliable, trustworthy information will help you mitigate those doubts and help your first responders get vaccinated.
For COVID-19 updates, we recommend sending your instructions by both text message and email.
This two-step approach gets information across to your team as fast as possible. It also creates an easy-to-search email record they can refer to later if needed.
How to Use MailKing to Create Text and Email Campaigns Directly from Gmail
You don’t need new email accounts or a new text message service to send text or email campaigns to your team.
Both can be done from any Gmail account using MailKing.io, cloudHQ’s all-in-one solution for text message and email campaigns.
Here’s a 3-minute video showing how you can use MailKing to create and send text message campaigns from any Gmail account:
And here’s another short video showing how to create and send email message campaigns:
A Communication Strategy for First Responders, Healthcare Workers, and Coronavirus Vaccination
To communicate your rollout strategy for first responders, healthcare workers, and coronavirus vaccination, here’s what we recommend:
1. Send text message campaigns with instructions
Don’t count on your employees to do this research on their own. They’re already working long hours and may not have the energy to do the research.
2. Follow up with an email campaign delivering the same information
If someone didn’t see or take action from the text message campaign, an email gives you a second opportunity to reach them.
3. Use MailKing’s read receipts to track who saw your messages
MailKing can show you who received your communications. Check them daily during the vaccine rollout to make sure everyone is at least seeing the information you’re providing.
4. Send additional texts and emails to anyone who did not confirm receipt of your messages
If necessary, contact the person’s supervisor to ensure they know what to do next to follow through with vaccination.
5. Repeat the above steps until all your first responders and healthcare workers know what to do
This process will ensure everyone on your team knows what’s happening and what to do next.
After all, it’s true that you can’t directly take action on behalf of your employees.
But you can use broadcast tools with built-in tracking (like MailKing) to ensure your team knows what they need to do next.
Your Communication Strategy for First Responders, Healthcare Workers, and Coronavirus Vaccination
You can install MailKing for free from the Chrome Web Store. It takes only seconds to install, and you can start creating email and text campaigns for first responders, healthcare workers, and coronavirus vaccination in just a few minutes.