Email is dead. Changing how you communicate with your staff can save you more than money.

January 17, 2024 | 6 minute read

Niuz Bites

  • The old saying “If it ain’t broke, don’t fix it” applies to email. When it comes to timely and effective communication, email is broken.
  • You’re likely wasting more than money. If you create company email accounts for everyone on staff, take a look at utilization across the organization and compare that with monthly costs.
  • Out of sight, out of mind. Emails can get buried in junk mail noise very quickly, where text-based messaging is more real-time and easier to scroll through.
  • The right time is right now. If staff need to be made aware of something imminent or critical for their job (or their shift), relying on email could be a big miss.

Is Your Organization Still Clinging to Outdated Email Practices?

Let’s face it: using email for alerts and keeping people up-to-date is like sending a mailed letter when you could just send a text. As digital transformation programs continue to develop across the senior care industry, the reliance on email, especially for front-line staff, can be surprisingly costly and inefficient.

Why? Well, think about the nature of front-line work in senior care. These roles are dynamic, mobile, and require instant, reliable communication. While email can be viewed on a mobile device, it’s not very dynamic (at least, not without a lot of time spent making it so), and it’s definitely not designed for instant and reliable communication. Email is cumbersome, clunky, and costly. It’s time to consider an email replacement for staff communications.

Why are Unused Email Accounts a Hidden Financial Burden?

If you’re a mid-sized organization, you’d be surprised at how quickly the cost of unused email accounts adds up. Nobody likes paying for a service that’s barely used – but that’s what happens when senior care organizations shell out for email accounts for staff who rarely log in.

In our research, we’ve seen that most of the email accounts created for front-line staff never get used, and that can account for up to 35% of your email cost. It’s not just about the direct costs; it’s the lost opportunity for effective communication.

This leads us to an important question: is there a better way?

Yes, there is.

letters sticking out of a row of locked mailbox slots in a hallway

How Can a Staff Communication App Revolutionize Your Workplace?

Enter Niuz: the ‘staff communication app,’ your modern solution and the email killer you’ve been waiting for. Niuz was designed with the front-line worker in mind. It offers real-time messaging, is easy to use, and doesn’t require front-line staff to be sitting at a desk to access important information.

Think about it – a nurse or caregiver can receive immediate updates or time-sensitive information, all at their fingertips. This is especially important for them BEFORE they leave home for their shift. If there’s something going on that will impact their duties when they arrive (like an outbreak or a resident passing), letting them know in advance is not only courteous, it’s critical. It’s about making the communication process as seamless and efficient as possible.

No BYOD? No problem.

Allowing staff to use smartphones on the floor isn’t always an acceptable practice, and sometimes for good reason. Seeing someone interacting with their phone at work can raise eyebrows, concerns on productivity, and tensions between management and staff.

Fortunately, Niuz is more than just a mobile app – you can set it up so that nursing station iPads are the devices for Niuz during shift hours, or staff can log into their Niuz account from a laptop or desktop on the floor. Niuz is both a mobile app AND a web app, meaning users see all the same information, and have all the same interactivity and control, regardless of the device it’s being accessed on.

So, keep cellphones off the floor if that’s your policy, but keep your staff up-to-date and informed on other devices you’re more comfortable with them using.

What Makes Emergency Communications Apps a Game Changer?

In a senior care setting, emergencies are an inevitable part of the job. But how quickly and effectively you communicate and respond to these emergencies can make all the difference. This is where an emergency communications app like Niuz comes into play.

Unlike emails which can go unnoticed for hours, Niuz ensures that critical messages are delivered and acknowledged in real-time. In emergency situations, Niuz ensures that your staff is informed and prepared to act promptly.

Are We Witnessing the Death of Email in Senior Care Organizations?

Not anytime soon, no, but the term ’email replacement’ isn’t just a buzzword; it’s a growing trend. As we embrace digital transformation, the limitations of email as an efficient communication tool are becoming more apparent.

Emails can get buried under a mountain of other messages, leading to delayed responses and missed information.

In contrast, a staff communication app is designed to cut through the noise, delivering targeted, urgent messages without the clutter. It’s not just a replacement; it’s an upgrade.

How Significant are the Email Cost Savings When Switching to an App?

The financial aspect of switching from email to a staff communication app cannot be overstated. While the upfront cost of adopting a new app might seem daunting, the long-term savings are substantial.

Think about the costs associated with maintaining email licenses, support, and lost productivity from missed information or messages that go without a required response for weeks or months. Now compare that with a streamlined app that requires less maintenance and offers more efficient communication. 

Our research shows that email accounts provisioned by a mid-sized senior care organization for their front-line staff almost never get used. We developed this handy email wasted cost calculator to help you determine the potential cost of unused email accounts in your organization. 

The savings go beyond just dollars; they extend to time, efficiency, and improved staff satisfaction.

Is Transitioning from Email to an App Complex?

One common concern is the perceived complexity of moving away from email to a new system. However, transitioning to Niuz is smoother than you’d expect.

Niuz was designed with user-friendliness in mind, and our onboarding takes less than a few hours. We also include training and support, so there’s never any hidden fees or surprise charges at the end of the month. We work with you to set everything up to suit your needs, and are available to help with any issues that come up along the way.

With literally thousands of users across dozens of organizations of all sizes, we can help configure Niuz to deliver the perfect staff communication and information sharing platform for your team – or teams.


It’s time to reevaluate how we communicate within our senior care organizations. The shift from ineffective email systems to dynamic, efficient staff communication apps isn’t just a trend; it’s a necessary evolution. By embracing this change, organizations can enjoy email cost savings, improved response times in emergencies, and an overall boost in staff productivity and morale.

The evidence is clear: clinging to outdated email practices is more than just a financial drain; it’s a missed opportunity for enhanced, effective communication. The question is no longer about whether to make this change, but how quickly you can do it to reap the benefits.

As we move forward, let’s remember that technology is a tool to enhance our human capabilities, especially in fields as critical as senior care. By adopting a staff communication app like Niuz, we’re not just saving money; we’re improving the quality of care we provide and the working environment for our invaluable front-line staff.

Want to learn more?

Improve your bottom line and replace outdated email with the ability to communicate across your entire organization easily and instantly.