Intra-NFC Emails
Goal
NFC looks to minimize email traffic for internal communications, communicate in a productive and efficient manner, adhere to accepted email standards and etiquette, and act in a professional manner in regard to all email correspondences within the organization.
Background
Often times emails are sent to a larger audience than necessary. This is disruptive, adds no value, and puts undo work on those who are not involved in the specific issue. In other cases, we are making things public that should be handled privately. This can also result in people ignoring emails from those they see as chronic abusers, or worse, all internal NFC emails.
Another problems is that email threads often get so long that they become difficult to follow. This leads to people missing important updates or additions, which in turn results in confusing and/or redundant responses.
In some cases, people that should be in an email thread such as chapter officers are omitted. This leaves them in the dark as to what is going on, while also resulting in potential duplications of effort or missed commitments.
Policy
Limit email distribution to only those directly involved in the issue at that time. This includes emails pertaining to projects, shows and events, policy and technical questions, etc.
Use BCC for large email distribution lists so that replies do not go out to everyone.
Do not “reply all” to group emails when asking for clarification or confirming that you have taken the action requested.
Do not reply to the sender of group emails unless confirmation was requested.
Chapter Chairs should be CC’d on all emails from chapter board members to National NFC, except for personal issues.
Chapter Chairs should be CC’d on all emails or replies to emails from National NFC to chapter board members to National NFC, except for personal issues.
If you are challenging a position taken by National NFC or Chapter leadership, do so privately and be willing to let it go when the decision does not go your way. Decisions have to be made with the entire organization in mind, and there will be times when what a chapter or individual board member wants may not work for the organization as a whole.
Do not use email to speak for others, especially when it is being done in a negative manner or to reinforce your own position.
Once an email thread gets beyond 4-5 replies, close it and start a new one so as to lessen scrolling and prevent things from getting lost in the shuffle.
Summary
Email is a powerful and valuable tool, and the preferred method for intra-NFC communications. It can also become a distraction, or worse, divisive and counter-productive. Our objective is to make email more of the former and less of the latter.