Bullhorn Track
Why Group Email Services such as Yahoo Groups disrupt groups
So his group just had its first meeting and someone always suggests, why not create a Yahoogroup so that you can communicate? For some situations, Yahoo groups (and others like him) is a wonderful tool to help people send broadcast messages to each other without having to remember all email address. But when email is used to group other thing to broadcast messages around the world, are beginning to see its limitations. The effect varies from the mildly annoying to the comically bad.
Collect information
It is tempting to easily and efficiently to reach everyone in the group by e-mail blasts to the entire group. Take, for example, contact information around the world and address. Sounds easy - send an email requesting information, including specifying that must respond directly to your email address. What are invariably people who hit "reply" and everybody copy to address information.
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To: group@yahoogroups.com
Subject: Re: Please provide me with your address and contact details
My address is:
123 Main Street Apt 23
Springfield, OH
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What is worse is people who decide to respond back to the information sent to start a conversation.
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To: group@yahoogroups.com
Subject: Re: provide me with your address and contact details
Oh m'gosh. No way. I lived in Apt 22. We could have been neighbors! Hated building manager. Magoo Is it still there?
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What ends up being an innocent request (to ask about Worldwide size t-shirt) appears to be a cascade of response and disgruntled users back now first think "delete successful" every time they see a group email. Police this behavior can make you look like a snob and control freak. It's totally inefficient to collect information from users who use Yahoo groups.
Get confirmation
Now fixing the date for the party, it's time to send invitations. What better way reach everyone receives an email in a single back from each person who says exactly what his plans are not changed? The reality sets in. By submitting this application, everyone is notified that they are coming.
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To: group@yahoogroups.com
Subject: Re: Group Meeting on 10/15 Greg's house - please RSVP
We are planning to come.
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Thanks, everyone had to know that. Try also juggling the tasks of monitoring, as well as people who have changed their plans at the last minute. Some avoid using it helps, but if you want to use it once and for your team needs to reintroduce a large amount of information. Besides that does not help much with the planning ...
Planning
Theoretically, the Web should be a productivity tool to make our lives easier. In contrast, in the planning of an activity can wreak havoc minor. Take planning a meeting or a party. Say you have 15 items that you wish to volunteer for people. Invariably, 5 people want to bring the chips (after all, there is preparation to take the tabs). Jill wants to add to the list because you forgot a few things and Bob want you to know you do not have to buy paper cups, because he has a lot left over from last time. And everyone is sent an email to all the sordid details.
Maybe you tried to send a spreadsheet? First, nobody opens the spreadsheet. Not only are there viruses running rampant, people who do not want extra mental leap to click a file and figure it out. Besides that you can not edit with amendments leave the owner of the road calculation for all kept, until ...
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To: group@yahoogroups.com
Subject: Re: Volunteering for this next meeting monthly
Hello, I have modified many of the spreadsheets to fix typos and clarify a little homework. I've also added a few things. I have also heard some people in a parallel meeting today so I changed all your tasks in order to reflect our discussion. Salud!
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Unless you already have 15 changes he made to his version of the spreadsheet now has to combine with this new worksheet.
Get information
When formed a Yahoogroup, often becomes the community. But not all community activities should be done with a megaphone. Take These emails request for information:
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To: group@yahoogroups.com
Subject: anyone remember when we met?
I can not find that email that says where we are planning to meet. Where?
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More reason to filter e-mail messages to a folder group that is never checked.
Discussions and surveys
As is often If so, e-mail the group becomes a central forum for discussion. The problem is that email in general does a poor job of replacing Live discussion. What happens at the end are loving people who write three forum pages of text to get something off your chest. You also get the utility:
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To: group@yahoogroups.com
Subject: Re: We need to change our policy on the addition of new members
I agree.
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And always welcome ...
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To: group@yahoogroups.com
Subject: Re: We must change our policy on the addition of new members
Sorry to jump at the end of this discussion, but here is my summary of 2 pages why I think there is a fifth alternative.
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What is the problem?
Group email is asynchronous, decentralized and non-transactional. There is no centralized place to keep "master list" or to find "the latest information ". Nor can track items transactional as a response to a survey or confirm your attendance and a store that consistently can be accessed by others.
Instead it is a tool to convey to everyone so that everyone knows everything. When the information goes to everyone and there is no way to filter if it is important or trivial, people always disconnected.
Group e-mail tools are easy to install and great for getting people to communicate, but they are very blunt tools to do many activities that are basic and fundamental groups of people. Many email providers have things like group calendaring and spreadsheets calculation, but are difficult to use. People do not even have time to invest in understanding, much less a solution with one.
In Qlubb provide us e-mail group for activities that require diffusion, but also offer a host of other tools such as shared join sheets, web publishing events, photos and resources to provide the necessary component centralized and critical transactions for group collaboration. Using tools such as Qlubb help improve the flow of communication while reducing email - a combination of the reception.
About the Author
Andrew Yang works for Qlubb, a provider of social collaboration Web tools for real-life groups. Andrew is an active participant and leader of several groups.
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