Email for updating large groups and sending files

[metoc15411]

When to use:

Updating large groups on an issue that affects everyone in the organization but does not require a specific answer.
Engage recipients to more relevant communication channels with invitations and calendar events.
Deliver documents to parties that are not yet part of your file sharing tool .
When not to use:

When you need a timely response from the recipient.
When you need to discuss a sensitive issue with the recipient, such as a performance review or employee turnover.
When your communication requires a long conversation.
The key to using email for project management is to make sure you don't allow a sensitive topic to be misinterpreted or treated harshly. For example, imagine how you would feel if someone you've worked with directly for five years announced their departure via email.

It's also important to consider email clutter. If you have purchase shareholder database the option of starting a discussion between six people with a quick meeting or instant message, rather than starting an email chain that will inevitably expand to dozens of messages, for everyone's sanity, please choose the former.

Why it works well: The effectiveness of an email can be increased if it is followed by a video or blog post on the intranet to clarify and expand on what was announced in the email. For example: The company CEO is retiring, or you are reviewing the company's health plan, so you send out a mass email with the announcement and then hold a town hall video conference.
2. Collaboration tools for unstructured data exchange
When to use:

A random discussion within your team.
Requests for general information such as reference documents or meeting times.
Digital brainstorming that doesn't require immediate action.
When not to use:

Discussing confidential information such as performance or compensation.
One-on-one conversations on public channels.
Brainstorming sessions that require extensive collaboration among participants.
The collaboration tools of the Web 2.0 era have been a godsend for Agile project management teams around the world. Discussions that once resulted in a frantic trail of emails can now be conducted in an elegant conversation that is searchable when you need it, but harmlessly relegated to the background when you don’t.

Collaboration tools can also save you from unnecessary meetings. For example: Get quick, regular status updates from your team on Monday mornings instead of pulling everyone into a conference room for 30 minutes.

Why it works well: When an email chain gets long and strays from the original topic, be a project ninja and direct it to your collaboration channel. You can also continue a conversation that starts in a video conference or in-person meeting in your collaboration tool, rather than sending the meeting off on a tangent.

[yadaysrdone]

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