Communication with Users Question

How do you communicate with your users in order to push out updates or general information.  The only way that I have found is to download an Excel file from the REPORTS/USER/USER by PLAN AND ROLE and then manually filtering it by removing duplicate names and/or campus locations.  For some units, there are MANY duplicate names because the VP or Director (who reviews and signs off on the plans within their unit) is listed on every plan that is created.  Also, some departments have a "coordinator" who must be listed on all plans in order to keep them on track with updates, etc.  This "filtering and sorting" process takes quite a bit of time and I wondered if there is a better way.  Thoughts or comments appreciated.  Stay warm!!