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Monday, October 24, 2016

Communicating with Email (Part 1- Direct emailing)


Email is by far the most popular way to communicate. Group emails are a wonderful way to share information. Basically, there are two methods to send group emails. An email can be sent directly from one member to a group. The second way is to use a distribution service such as MailChimp.
We will discuss the pros and cons of each method. This week we will begin with direct emails. Direct emailing is the easier of the two, but it does have shortcomings.

PROS
  • Direct email  is easy to set up. You need verified email addresses that you have arranged in groups.
  • It is time efficient. Choose the group, compose the message and send. Messages can be copied and pasted to send to another group.

CONS
  • Internet providers differ widely on what they allow. Some allow only 50 or less email addresses on any given message. You may have to break one large group into smaller ones.
  • The size and format of attachments can also be an issue with emails.  A service provider will not let you attach files when the memory requirements are too large.
  • Internet providers frequently block messages sent to a group. As a sender, you would not know if your message reached everyone in your group. Ask for a reply to insure your message was received.
  • Security on individual computers may see your message as spam and send it to the spam/junk folder. Members don't think to check their spam/junk folders for legitimate emails.
  • Some email providers (e.g., Time Warner) will quickly look at your group emails before sending. If one is problematic, the message isn't sent to anyone in the group. You must spend time to figure out which one is not going through.

GENERAL COMMENTS
If you share information with a large group use Bcc., since people would prefer that their email address be kept private. However, if you want a discussion (as in a small committee), you should use the “To” option; this will allow committee members to respond to all participants

Even with the shortcomings noted above, direct emailing to large groups will continue to be a popular way to communicate within the Society.

Is direct emailing used in your chapter? What pros and cons have you found?

5 comments:

  1. I use direct email. I send to about 20 so problem there. I have to send pdf format because a few can't open the dox. Or doc.

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  2. I also use direct mail. If all addressees know each others' addresses and I'd like responses to go to all I do not use BCC. I find that when I receive a BCC email, I don't know whose included or excluded. Therefore, if I send a direct email BCC, I think it's important to include the group(s)' names in the greeting, e.g., 'Dear Chapter Presidents and State Offficers'. I agree with Yettee, usually everyone can receive PDFs.

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  3. Thanks for this information about emails and how to use them effectively.

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  4. Greetings from the DKG Virginia Communications and Publicity Committee! Thanks for the resources.

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  5. You are so welcome. The next blog entry should be posted within a few days.

    ReplyDelete

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