Do you know when to send a group email over an IM group message?

Updated by Lee Hawkins [SSW] 2 years ago. See history

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<introEmbed body={<> Large distribution group emails (e.g NorthwindAll@, SSWAll@) should be used for critical information or emails that require feedback from users. For general information or random posts, reduce email noise by using an IM group (e.g. Microsoft Teams). </>} />

Group emails serve an important purpose in providing information to the entire organization in a way that is less likely to get lost than an Instant Message. It also provides a good method of allowing for a good cross section of staff responses. IM messages are better suited to general comments/information or random posts.

❌ Figure: ![Bad example - No information. Not relevant for all staff to see](/uploads/rules/when-to-send-group-email-over-an-im-group-message/bad1.png)

❌ Figure: ![Bad example - This should have been shared in a group. Not via a group email](/uploads/rules/when-to-send-group-email-over-an-im-group-message/bad2.png)

✅ Figure: ![Good example - Clearly talks about an outage that will affect all users](/uploads/rules/when-to-send-group-email-over-an-im-group-message/good1.png)

✅ Figure: ![Good example - Gets the information out to all staff so that they can respond if they can assist](/uploads/rules/when-to-send-group-email-over-an-im-group-message/good2.png)

Acknowledgements

Adam Cogan
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