This Blog is dedicated to all things to do with Building Information Modeling.
I'll be blogging about challenges that I come across as BIM Manager as well as points of interest that are related to BIM. Blogs on tips and technical "How-too's" to help you out with creating your BIM models correctly.
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Wednesday, 28 May 2014
Email Protocols: A BIM Communication Tool
· We all use email to communicate but few of us have protocols on how to use this communication tool. Often we have to recall emails to prove a point or to validate a line of communication. Below are some basic guidelines for using email to communicate on your BIM project.
Displaying your identity and contact details
It is good email practise to make clear who the
email is coming from and to include contact details in any signature so that
people can get in contact with you or your section easily.
Common subject title followed by descriptive email
Eg: SD23 Here are the requested email protocols
Use the project initials or the project number at the beginning of the Subject title. Use a clear title in the subject box when composing
an email. Make the words of a headline meaningful to the recipient to set the
scene for the content and to help both you and them to file the email
If an email conversation develops into a discussion
about other areas as well as the original topic, consider changing the subject
heading when you reply. This makes it easier to recognise the purpose of the
email at a later date, without having to open it, and keeps the subject heading
Filing or relevant emails such as only those email
relevant to the project that contain pertinent information
For example there is no need to file emailed “thank
Only one email of the conversation, not subsequent
File emails daily or weekly
In accordance to your companies practise and
Attachments should be kept to a minimum and should
not exceed 10Mb.
Emails should be responded to within 24 hours. If
you cannot respond within 24 hours please set up an automated email response.
If your email is urgent and requires immediate
attention please follow up with a phone call.
High Importance/Low Importance
Tag your email using the High Importance/Low
Importance icons to help the recipients prioritise their emails.
General Email Practises
People are more likely to read and respond to your
emails if you make an effort to be clear about the subject of your email when
sending to recipient(s) for any call-to-action and summarise any other
need-to-know information early in the email. CC recipient who’s For Your
Information is intended who do not need to act immediately to your email.
CC only when you wish to inform others and do not expect them to respond.
Make it clear if and what action is needed, by whom
and set deadlines. If necessary set the actions out as separate items with a
named person next to each.
In a long email exchange, it can be helpful to
delete all but the most recent message when you reply, provided the context is
If someone sends you a legitimate request, answer
it right away, even if you don’t plan to take action immediately. Then they
know you received it, and they won’t keep trying to get your attention. Hope this helps! Sc