19 Mimecast Notification Sets Best Practices

In the modern business landscape, effective communication is paramount. Mimecast, a leading email security and archiving solution, offers robust notification sets to ensure critical information reaches the right people at the right time. In this blog, we explore 19 best practices for configuring Mimecast notification sets to optimize your organization's communication flow.

1. Define Clear Notification Goals

Before configuring your Mimecast notification sets, it's crucial to define clear goals. Determine what information needs to be communicated, who the recipients are, and the desired action or response.

2. Segment Your Audience

Mimecast allows you to segment your audience based on various criteria. Utilize this feature to ensure that notifications are tailored to specific groups, departments, or roles within your organization.

3. Use Templates for Consistency

Creating standardized notification templates ensures consistency in messaging and branding. Mimecast supports customizable templates, making it easy to maintain a professional and unified communication style.

4. Optimize Delivery Times

Timing is everything in communication. Configure your Mimecast notification sets to send messages at optimal times, considering time zones and work schedules, to maximize engagement.

5. Leverage Mimecast's Rich Text Editor

Mimecast's rich text editor allows you to format notifications for clarity and impact. Use bolding, italics, and hyperlinks to direct recipients' attention to key information.

6. Include Clear Call-to-Action

Every notification should have a clear call-to-action (CTA). Whether it's to review a report, update settings, or respond to an incident, make sure the CTA is prominent and unambiguous.

7. Test and Refine

Regularly test your Mimecast notification sets to ensure they're performing as intended. Collect feedback from recipients and refine your strategy accordingly.

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8. Utilize Mimecast's Reporting Features

Mimecast provides robust reporting tools to track notification performance. Use these insights to identify engagement patterns and areas for improvement.

9. Integrate with Other Systems

For maximum efficiency, integrate Mimecast notification sets with other business systems, such as CRM or ticketing platforms. This ensures seamless data flow and reduces manual intervention.

10. Maintain a Clean and Up-to-Date Recipient List

Regularly update your recipient lists to reflect changes in roles, responsibilities, or staff turnover. This ensures notifications reach the right people.

11. Prioritize Critical Notifications

Use Mimecast's prioritization features to ensure critical notifications stand out. This could include using different colors, sounds, or vibration patterns for high-priority alerts.

12. Provide a Way to Opt-Out

Respecting recipients' preferences is key. Offer an easy way to opt-out of certain notifications to reduce information overload.

13. Monitor and Adjust Frequency

Too many notifications can be overwhelming. Monitor the frequency of your Mimecast notifications and adjust as needed to maintain a balance between keeping people informed and avoiding inundation.

14. Use Plain Language

Keep notifications clear and concise, avoiding jargon or complex language. This ensures the message is easily understood by all recipients.

15. Include Relevant Links and Resources

Provide links to relevant resources or documentation to support the information conveyed in the notification.

16. Consider Accessibility

Ensure your Mimecast notifications are accessible to all, including those with visual or hearing impairments. Use alt text for images and consider offering audio alternatives.

17. Follow Up

For critical notifications, consider sending a follow-up message to confirm receipt and understanding. This can be automated using Mimecast's workflow features.

18. Train Your Team

Ensure your team is familiar with Mimecast's notification sets and best practices. Regular training sessions can help maximize the effectiveness of your communication strategy.

19. Continuously Improve

Communication is an evolving process. Regularly review your Mimecast notification sets, collect feedback, and make improvements based on real-world usage and recipient needs.

By following these 19 best practices, you can ensure that your Mimecast notification sets are effective, efficient, and tailored to your organization's unique communication needs.