Communication Guide 03

Deliver important employee documents they can always find

A practical guide to choosing the right approach for different employee communications, from reminders and live HR information to important documents employees may need to keep for years.

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A complete approach to employee documents

Different documents do different jobs

HR systems, email and messaging, employee portals and Documentd each serve a different purpose. The right choice depends on the job: creating and managing employee information, communicating, providing access and interaction, or permanently delivering an important document to the employee. Using each in the right way creates a better employee experience and reduces avoidable HR support queries.

HR systems Create & manage

Manage employee records, payroll information, benefits and HR documents.

Email & messaging Communicate

Reminders, announcements, requests and everyday employee communications.

Four complementary roles The right tool for the right job

Better experience · fewer HR queries

Documentd Deliver, keep & find

Deliver permanent, employee-owned copies that remain private, accessible and easy to find.

Employee portal Access & interact

Secure access to live employment information, benefits, requests and self-service.

No single channel is right for every communication. Email works well for transient messages, employee portals for live information and self-service, and Documentd for important documents that ought to become permanent, employee-owned records.

HR in practice

Choose the right approach for each communication

Employee portals are the right place for live employment information, self-service and ongoing interaction. Email and messaging handle reminders and transient communications. Documentd is designed for important, point-in-time documents employees may need to retain during and after their employment. Using each appropriately gives employees a clearer experience and helps reduce avoidable HR support queries.

Email & messaging

Communicate

Best for short-lived information, reminders and prompts to take action.

Training reminders
Benefits reminders
Policy announcements
Requests for action

Employee portal

Access & interact

The right place for live information, self-service and ongoing HR interaction.

Current benefits
Leave requests
Personal details
Live payroll information

Documentd

Deliver & retain

For important point-in-time documents employees should keep.

Employment contracts
Payslips
Tax documents
Benefits statements
Leaving documents

Where Documentd fits

Employee portals provide access. Documentd gives important employment documents a permanent home with the employee.

Employee portals are excellent for live HR information, benefits, payroll access, requests and self-service. Email and messaging are efficient for reminders, announcements and other transient communications. Important point-in-time documents have a different job: employees may need to retain them for financial, tax, legal or personal records and find them again years later.

Documentd is designed for those documents. It delivers a permanent, employee-owned copy into the employee's own private document home, independent of continued access to the employer's systems and easy to find again whenever it is needed.

HR systems create, manage and control employee information and HR documents.

Email & messaging communicate reminders, announcements and other short-lived information.

Employee portals provide secure access to live information, requests and self-service.

Documentd delivers permanent, employee-owned copies of important employment documents.

Business Case 03

See the business case for this approach

See how Documentd can reduce portal complexity, improve customer service and phase out unnecessary post.

View the business case