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 content title
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 appropriately.

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 relevant.

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 you” reply’s.
Only one email of the conversation, not subsequent multiple emails.

File emails daily or weekly
In accordance to your companies practise and procedures.

Attachment etiquette
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 not needed.

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!

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