Improvement of Email Communication

1. Improvement of Email Communication E-Mail Action Team Proposal

2. Final Report

3. Statement of the Problem Email communications are poorly managed in some employees� email systems. Some employees who could benefit from remote access to MCC's email system do not use Outlook Web Access. Many employees do not use effective email writing practices. Many emails are sent to groups of employees for whom the emails are not intended.

4. Background Information Chronology of communications at MCC Before 1995: in print, by phone, or in person After 1995: increasingly through email Nowadays: largely through email

5. Background information Effective email communication: Time efficiency Productivity Ineffective use of email: Loss of time Loss of productivity

6. Analysis of the Problem How we analyzed the potential aspects of the problem: Cause-and-effect diagram Survey of email practices by MCC employees Electronic/online delivery of survey What the survey yielded: Conclusive data about causes and effects Data on email needs Data on availability of email Data on effectiveness of email What the survey revealed: The Email Action Team�s need to work closely with Professional Development

7. Research Tools The survey Designer: the Email Action Team developed it. Consultant: Annette Waddelow Total number of respondents: 229 Faculty members: 79 Administrators: 34 Staff: 116

8. Data Gathered Where MCC faculty check their email

9. Data Gathered Where administrators and staff check their email

10. Data Gathered To what extent MCC employees use Outlook features

11. Data Gathered How willing MCC employees are to take Outlook training

12. Data Gathered How willing MCC employees are to be trained in writing effective email

13. Data Gathered Qualitative data: intended recipients Email sent to �all employees� Email should be sent only to intended recipients

14. Data Gathered Qualitative data: use of Outlook features Lack of awareness of Outlook features Need to use Outlook and Web Access Outlook features

15. Conclusions and Recommendations Training workshop on the use of Outlook features Staff Development Day Thereafter as needed Email Action Team Professional Development Office of the President

16. Recommendations Training workshop on effective email writing practices Staff Development Day Thereafter as needed Email Action Team Professional Development Office of the President

17. Recommendations Development and maintenance of current user groups Human Resources Information Technology

18. Recommendations Further development and promotion of Outlook �how-to� tips on insidemcc Professional Development Information Technology

19. Summary of recommendations A training workshop on the use of Outlook features A training workshop on effective email writing practices Development and maintenance of current user groups Further development and promotion of Outlook �how-to� tips on insidemcc

20. Implementation Timeline

21. Questions Questions and discussion

22. Thank you The Email Action Team thanks you for your time and your attention.