eMail Distribution

What is it?

The eMail Wiki explains what eMail is all about. Users can set up distribution lists that group together contacts and enable you to send a single email to each person on the distribution list.

Why bother with it?

eMail is becoming a vital tool for councillors. For a start almost all businesses expect the people they contact to use eMail. Citizens too are beginning to expect to be able to contact their Councillors by eMail. There are many benefits for Councillors. They can pick up emails at a time that is convenient to them. If they need to involve an officer then it is easy to forward an email without having to enter into long explanations or to remember and accurately record all of the details of an issue. Emails can be saved and provide a handy audit trail of what was said to whom and when it was said. Contact details can be saved too.

Distribution lists save you the effort of remembering each of the individuals who need to be included in your emails. They are very useful for groups that do change very much and with whom you correspond regularly. Councils typically set up distribution lists such as "All councillors" and this simplifies the process of identifying who to include on the list. Distribution lists are very useful but they do need to be maintained and are not a complete solution to managing your contacts.

Where can I find out more about it?

Speak to your local ICT department or to Member Services. It is important to understand the protocols your Local Authority has in place for use of eMails. These will usually explain security and Freedom of Information considerations.

Have a look at eMail tips at ICELE for some innovative ways of using eMail.