We all regularly send emails to a defined receivers. You can save a few minutes each time by establishing distribution lists in your email application. Whereas the feature of using having distribution lists is not new, there is still a lot of potential to improve the way we maintain these lists to get most out of them:
1) Naming convention:
If you always give them just any name without any further consideration things might get complicated in case you have to manage many distribution lists. I therefore suggest creating a simple naming convention to make life easier.
- Let the names start with a marker for a distribution list. If the names always start with e.g. “DL-xxx” you will find them all at the same place in your addressbook. It will also make the selection faster when you directly key into the receiver field since the autofill function will offer all distribution lists after you entered “DL-”.
- Keep the names as short as possible
- If the receivers are related to a regular meeting use the meeting’s name abreviation (e.g. MM for management meeting)
2) Updates:
One of the more difficult things is to maintain distribution lists. ALtough I have not found the perfect method yet, applying a few simple actions from time to time can help keeping the list accurate.
- Whenever you receive the information on a change in organization immediatly update your distribution list. If you put it aside to make it later chances are high to forget it.
- Reduce the number of distribution lists. Although I just encouraged you to use them, don’t overdue it. If you need to manage too many of them they will not be accurate anymore and quickly loose the benefit.
- Offer an “opt-out” option, so that the recipients can easily request that they be omitted from the list. You can do this by creating a special email template already including the question and offering a link or a button to inform you about this. This mainly applies to large list, where might not know everyone anymore.
- If you work with large lists of external people I highly recommend to use an external mailing provider. It will add a lot functionality to subscribe or unsubscribe and you can focus on the contents. You will also keep these vague contacts out of address book making it lean and relevant for your daily business.
Related articles:
- Tips on writing emails
- Improve your email signature
- When did you last review your mailing lists?
- Don’t use read confirmation for emails
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