Move Group E-mail to Collaborative Work Spaces
Tactic No. 2: Move group e-mail to collaborative work spaces With the significant enterprise social software solutions available on the market today, you can identify group uses of e-mail and move them to private work spaces. This creates a spam and noise-free environment for the team to focus. Different work spaces with different features can accomplish different goals.Tactic No. 3: Establish public protocols when possible For communicating with the outside world, establish protocols such as preferred methods of contact and escalation. As you communicate, be clear about how private and redistributable an e-mail is. For example, I include this line in my signature: "This e-mail is: [ ] bloggable [ x ] ask first [ ] private." Tactic No. 4: Reply to e-mail in public Doc Searls, co-author of "The Cluetrain Manifesto: The End of Business as Usual," once described blogging as "replying to my e-mails in public." Now, you can't do that with every e-mail you get. But for the ones you can, you create an asset as a result. And, while not everyone will blog, there are other more public ways to share when appropriate.
For example, create one work space where your team can hold less formal, blog-style conversations and general context sharing. Google, for example, has its employees blog weekly in lieu of more formal reporting; this makes what people have been working on searchable by all. Or try creating a more structured project work space with a process for archiving them at the end of the project.