The email release process explained:

  • When an email is ready for release, the email name should be changed to have "RELEASE" at the end. For example, the email name could be something like "PCE: EPG-2020 MIX 2020-02-17 RELEASE"
  • If any specific notes need to be made to the releaser, that can be specified in the email's "Description" field.
  • Every business day at 8am and 11am all emails with "RELEASE" at the end of their names will be reviewed according to the criteria in the Email Quality Checklist -
  • If an email for any reason does not comply with the quality checklist, the "RELEASE" text will be removed from the name and the author of the email will be notified of the errors.
  • If the errors are caught at the 8am review period, the author has a chance to resubmit the email for review, by changing the email name to include "RELEASE" at the end, and it can be reviewed again at the 11am release window.

What this means to email authors:

  • When an email is ready for release, email authors will no longer need to email the person they think is responsible for releasing emails.
  • Instead, email authors need to add "RELEASE" to the end of the email that is ready for release.
  • Email authors need to be aware that if "RELEASE" is added to an email name after 11am, it will not be released that day. It will be addressed at 8am the following business day.
  • Email authors no longer need to be aware of who is the current person "on call" to release emails.
  • To avoid failed release requests, email authors will need to run their emails through the quality checklist prior to requesting the release -

Why do we have this process?

  • Since email is an extremely important communication channel, we need email quality to be a high priority.
  • In the past we have had "ad-hoc" email releases, where the email author would send an email to the person handling email releases.
  • Occasionally that person has to shift around due to vacations, meetings, retreats, etc. And occasionally a release has been missed due to the lack of formality of the release process.
  • Also, a rushed release process can lead to rushed quality control, leading to uncaught errors.
  • Having this scheduled process will allow the email releaser to appropriately distribute email sends so a particular audience does not receive too many simultaneous emails. It will also help prevent sending potentially conflicting email messages (for example, one email announcing a tuition increase and another email asking for gifts) in a similar time period.
  • Having the scheduled process allows the email releaser to schedule their day appropriately, without scheduled meetings during the release windows, thus ensuring focus on quality control.

What about emergencies?

  • Emergencies will occur. However any emails released outside this process may not be able to be checked for quality by the person "on call" for releasing emails. All email authors should be checking their emails against the quality checklist regardless -
  • If an email author consistently sends emergency emails and there are consistent problems, their iModules access will be reviewed.

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