How to announce personnel information

The task of "announcing information on personnel changes (change of assignment or position) to in-house" is tricky.

There are various types, such as promotion / relegation / recruitment / retirement / leave of absence / department transfer / seconded ... and also individual circumstances differ from each other.

As a feeling of a HR staff, he or she may want to let everybody know about it a few months in advance, if was a case where, for example, "a happy retirement of an employee who has been trustworthy". Whereas, in the case where "being headhunted by a competitor", HR may want to keep that secret. Also in the case of "taking a leave for family care", there are people who want to positively let it known to their colleagues or related people in advance (in consideration of breach of confidentiality obligations), while some other people may want remain in silent.

Basically, we should solemnly switch the "information that is secret within the HR department" to "information publicly known inside the company", according to the "prescribed disclosing rules". (Personnel notice)

Challenges on practical operation

In Japan, many companies adopt "in-house posting" as a publication method.

However, with the way of printing on paper and stick it to "bulletin board" or "wall", there is only few chances of looking at if, for employees who go out often, who are on long leave or teleworkers. On the other hand for staffs of HR, the tasks of "posting the notice at a fixed timing" or "stopping the posting at the scheduled timing" is unexpectedly a big burden.

Whereas, other companies adopt the way of "announcing verbally at morning briefing". However, also it must be said that it is difficult for people who are on long leave and teleworkers to obtain the same amount of information as attendance at the morning briefing. Moreover, there are also risks that 'date of change' or 'change department' etc. are not accurately conveyed because of being verbal.

[Personnel Change Information Publication]

Analytics tells 'particular building company is in trouble'?

In the last article and the one before the last, I introduced you (nearly unmanned) Workflows that informs "trends of web access of the last week" to in-house.

Once this business process is in operation, employees will be able to check the latest information obtained through the "Google Analytics Reporting API" every Monday morning by e-mail. As the result, daily work for "Customer support" or "Sales" will be more efficient.

However, it might be better if "Information that is not in Analytics" is written as well. That is, it may be possible to gain deeper understanding and insight on trend information such as "links that a lot of inflows" and "Pages that referred by specific customers", if it also has included information which is not in Analytics such as;
  • 'delivered a press release on last Tuesday'
  • 'held a user seminar on last Thursday (in which the particular building company participated!)'.

API acquisition of calendar information as well

The following Business Process Definition is a mechanism in which information of the events of last week, that have been written in the in-house calendar for "Public relations schedule and exhibition schedule" (Google Calendar), is added to the email notification.

When operating this Workflow, employees who would receive notification emails will be able to see "related information that may have affected Web access" at the same time.

[Website Operation Report 3]

Ranking on popular pages

In the last article, I introduced you a way of automatic generation of "weekly reports" by automated communication with "Google Analytics Reporting API".

The point was the automated Step (Service Task Addon) which automatically retrieves data aggregated in the following rule.
  • Dimension: ga:hostname, ga:pagePath, ga:pageTitle
  • Metrics: ga:pageviews, ga:sessions

In this Step, "List of web pages that got a lot of access" is gathered into a multi-line text. If you set to "filter" something like "ga:pagePath=~/blog/" you can also automatically get the ranking of "web pages under blog folders".

Notification email that is embedded these texts would be very useful information for Marketing team.

Tens of thousands of other patterns of aggregation method

But now, I would like to aggregate data of Google Analytics in more different perspectives.

While in the previous example, ranking was retrieved with the above "three dimensions" and "two metrics", Google Analytics has about 260 dimensions and about 230 metrics. In other words, a wide variety of data aggregation is available, by changing its combination.

For example, when you aggregate not only on the aspect of site contents ("Behavior (BEHAVIOR)") but also "AUDIENCE" or "ACQUISITION", you should be able to extract information such as "What kind of people are accessing?" or "What kind of site has it been derived from?".

Reference: Dimensions & Metrics Explorer

[Website Operation Report 2]

Is it an analysis tool, or an aggregation tool?

Anyone who is involved in the web industry knows about the existence of "Google Analytics".

Although I might not need to explain again, "Google Analytics" is a service that is to know the number of visits and visitors on particular website, and it is an indispensable tool for people who work in the industry, for surveying such as "popular pages" and "unpopular pages" or "investment effect of online ads".

On the other hand, for many people it can be said "a too much functional tool".

In order to display the information which you want to see, you must go through complicated procedures because its multifunctionality. Even those who log in to "Google Analytics" every week, to make "in-house weekly newsletter" for example, actually use only a few functions of it. Therefore, many people use "custom reports" (dashboards) and "custom alerts" (email notifications) trying to make the every time work efficient.

No abnormality in aggregated value this week!

The following Business Process Definition is "Website Operation Status Reporting Process" to be conducted weekly. Every Monday morning, "a draft of report that aggregated data of Google Analytics has been inserted" will be prepared. Therefore, marketers can complete a report for the entire company just by entering a brief commentary. You do not need to log into "Google Analytics" unless remarkable changes occur.

[Website Operation Report]

Maintenance on Google Group registrants

In the last article and the one before the last, I introduced you Business Process Definitions which automatized addition or deletion of members of "Google Group" to be carried out.

If Google Group is being used as "In-house information sharing tool" in your company, these functions such as automatic addition and automatic deletion could be very useful as "mechanism to guarantee timely update".

Height of reliability requirement

However, even if you introduced such a mechanism, "maintaining correct members" is not easy.

In some cases, for example, you could have added a member to a "wrong group" (system administration screen) in corresponding to a rush-request. Or, there may be cases where a user him/herself commits "unsubscribe processing" (User setting screen). Those cases are state of "Information will reach people who should not reach" or "Information does not reach the person to reach".

"What? Was there such a notification?"

An employee worked without receiving information via mailing list for months feeling something was strange. That kind of Tragedy (which is a very terrible thing) will always occur someday.

[ML Member Confirmation]

Management of mailing list

In the previous article, I introduced you a Business Process Definition of a Workflow in which (email address of) "newsletter subscribers" are added to "Google Group" automatically. (Task of corresponding to information material request.)

That was a mechanism by which one email address to be added to "one mailing list" automatically.

However, when you look around mailing lists inside your company, (even though it is on a downward trend due to the spread of so-called "chat tool") you will find various in-house mailing lists are used on a daily basis in many tasks, such as "Directive of the business policy", "Sharing information that should be limited within a department" and "Receiving system alerts".

Therefore, regarding management of mailing lists, it might be more cases where you want to add an email address to all of the "multiple mailing lists" at once.

Bulk registration to multiple Google Groups

The following Business Process Definition is "flow for new account request".

If there is a "new account request" from within the company, the IT system department will make necessary system settings such as "issue new account" and "modify LDAP setting".

What noteworthy is that the Step for addition and deletion in "multiple mailing lists" is automated. (automatization of Step)

That is, when an Issue reaches the Step of [Add Group Member] or [Delete Group Member], the Workflow system will send a request for addition / deletion (OAuth2). This means that, concerning a task of "addition / deletion in mailing list", the person in IT system department in charge is required only to confirm if selection is correct: "Google Group to be added to" (Checkbox) and "Google Group to be deleted from" (Checkbox). So the personnel in charge no longer needs to access "G Suite" dashboard and edit the Group setting one by one. (Admin SDK Directory API v1)

[Account issuance - List registration]

Information sharing by email

Mailing lists are useful.

It is used in many organizations on a daily basis, such as for "information sharing" within the organization or for "information announcement" to customers. However, there are not a few cases where "maintenance work" of the list is neglected.
  • Delivering to people who should not receive the email (Information leakage?)
  • Not delivered to people who should receive the email (Typical tragedy on newcomers?)
Such a kind of situation will be occurring all over the world.

Automatic addition of Subscriber

The following Business Process definition is "Information material request correspondence flow".

This Workflow will be initiated by request via Web by a customer. And, when the requested Issue reaches at the automatic Step "Add to Subscriber", the "customer's email address" will be automatically added to the mailing list (Google Group).

Such "automatization" of processing not only eliminates the trouble of the G Suite administrator accessing the management screen to manually copy the data, but also contributes to preventing troubles due to setting mistakes and time loss. Moreover, it realizes "Address addition history record" which was difficult by manual setting.

[Information Material Request Correspondence]