Large organisations face a recurring challenge when communicating with employees at scale: how to deliver information that is secure, compliant and personalised – without creating operational complexity for HR and internal teams.
A large Danish bank recently addressed this challenge as part of its annual employee share programme. The task involved communicating with thousands of employees, collecting confirmations, generating individual documents and ensuring full traceability throughout the process.
Rather than relying on manual handling or fragmented systems, the bank chose to manage the entire workflow through Addo Sign.
From fragmented processes to one coherent workflow
Traditionally, large internal programmes often require multiple systems and manual steps: data collection in one place, document preparation in another, distribution via separate channels and follow-up handled manually. This approach increases the risk of errors, delays and inconsistent communication.
With Addo Sign, the bank established a single, structured workflow – covering everything from data collection to automated distribution.
Employees first received a secure document containing a personalised link, allowing them to confirm their participation in the share programme digitally. Each response was captured automatically and stored as structured data.
This dataset was then merged with individual employee information, enabling the bank to generate and distribute all digital letters in one high-volume, auditable operation.
Automation without losing control
A key requirement for the bank was maintaining full control over accuracy, compliance and documentation – even at scale.
By automating the workflow within Addo Sign, the bank removed weeks of manual work while preserving clear governance. Every step in the process was documented, traceable and aligned with internal compliance requirements.
At the same time, automation reduced the risk of human error and ensured that each employee received the correct, personalised information.
Tangible outcomes for HR and employees
The results of the digital workflow were clear:
- Clear and consistent communication across the entire organisation
- Personalised content delivered securely at scale
- Full traceability and auditability of all documents and responses
- A smoother, more predictable experience for both HR teams and employees
Instead of managing spreadsheets, manual follow-ups and document versions, HR teams could focus on overseeing the process rather than executing it step by step.
Why mass distribution is about more than volume
For organisations handling large or recurring distributions, mass sending is rarely just about reaching many recipients. It is about accuracy, trust and control.
Employees expect internal communication to be clear, secure and reliable – especially when it concerns sensitive or legally relevant information. At the same time, organisations must be able to document every interaction and ensure compliance across the entire workflow.
By combining data collection, document generation, signing and distribution in one platform, Addo Sign enables organisations to manage complex internal communication without operational friction.
A scalable approach to secure internal communication
The employee share programme is just one example of how structured digital workflows can support large organisations. The same approach can be applied to HR documentation, policy acknowledgements, internal agreements and recurring communications that require both scale and precision.
If your organisation is looking to improve how large or recurring distributions are handled, we are happy to share best practices from across the Nordic region and explore how similar workflows can support your needs.
