Global Dairy Exporter Automates Global Distribution List Management
Supporting communication for 17,000+ employees across 40 countries
Client Snapshot
Industry: Global dairy processing and export
Workforce: 17,000+ employees
Operations: 40+ countries worldwide
Use Case: Email list automation and communication governance
Solution: Activate Access Automation
The Challenge
Our customer relied heavily on email distribution lists to communicate across teams, departments and global locations. Managing these lists manually had become increasingly difficult as the organisation grew. Requests to update distribution lists were handled by IT teams, often requiring multiple approvals and manual updates.
This created several challenges:
Manual updates slowed internal communication
IT teams were responsible for day-to-day list management
Limited visibility into who was included in distribution lists
Risk of outdated or inaccurate distribution groups
Difficulty scaling communication across a global workforce
They needed a more scalable and automated approach to managing internal communication lists.
The Solution
They implemented Activate’s Access Automation solution including Email List Manager to automate and simplify distribution list management across its global workforce.The solution introduced automated list management, business ownership and self-service capabilities. Key capabilities included:
Automated Organisational Distribution Lists
Distribution lists are automatically created and updated based on HR data such as department, location and employment type.
Business Ownership and Governance
Business owners are assigned to key lists, allowing them to approve access requests and maintain membership.
Self-Service Distribution Lists
Staff can create and manage ad hoc distribution lists through a web portal, reducing reliance on IT teams.
Dynamic Distribution Lists
Lists can be generated using rules based on HR attributes such as role, department or location.
Naming and Governance Standards
All distribution lists follow enforced naming conventions and automatically expire if not renewed.
Business Impact
Automating distribution list management significantly improved communication efficiency across our customer’s global workforce. The organisation now benefits from:
Faster and more accurate communication across teams
Reduced operational workload for IT teams
Greater visibility and governance over distribution lists
Scalable communication management aligned with HR data
By shifting ownership of communication channels to business teams while maintaining governance controls, they improved both operational efficiency and communication effectiveness across the organisation.
Key Outcomes of deploying Activate’s Access Automation solution
10,000+ distribution lists managed automatically
16,000+ support hours saved annually
Improved accuracy of internal communications
Reduced IT involvement in distribution list management
Stronger governance and visibility of communication channels