Skip to content

Latest commit

 

History

History
116 lines (75 loc) · 5.64 KB

emails.md

File metadata and controls

116 lines (75 loc) · 5.64 KB
Raw

<- back to index

Emails

Our main account is [email protected]. See Communication Guidelines for tips on how to keep emails short, strike an encouraging tone, and respond to difficult emails.

What happens when someone sends email to [email protected]

  1. First, the e-mail is automatically forwarded to each member of the support team.
  2. The e-mail is also automatically forwarded to django-girls-core hello-archives mailing list, which serves as a read-only archive.
  3. Whoever has free time first, replies to an e-mail.
  4. 🎉

CC!

Can't stress this enough: always add [email protected] in cc for all your Django Girls communication. This way we don't have to talk to each other a lot, and yet still everyone knows what's going on.

This also allows us to pick up emails that haven't been responded to, so we know that conversation is not stuck on our end.

If you want to discuss something inside of the support team, just e-mail [email protected], so you are sure to reach each member, and don't have to find individual email addresses.

Always reply to all (unless you want to remove someone from conversation, or answer privately).

[email protected]

Introduced on 6th October, 2015

As the volume of emails on [email protected] grew, and we hired Awesomeness Ambassador to handle most of the incoming communication, Support Team decided that there is no need for the whole team to read all of the [email protected] emails. It also became clear that we need a way to bring something to the team's attention that is not going to disappear in the wave of other emails.

So since 6th of October 2015, we introduced a new, internal Google Group address [email protected], that is meant to make it easy for Support Team to communicate effectively between each other.

  • If Awesomness Ambassador, or any other Support Team member notice that there is a [email protected] email that should be read by the whole team, they can forward it to [email protected]
  • If Support Team member wants to communicate something important to other team members, they should send it to [email protected]

Adding/removing someone from/to conversation

If you're adding someone new to CC or recipient of an email, or removing someone from the conversation, it's best to let others know that it happened. You can do this simply by doing something like this:

[+Ola, Ania]
Hey there!
...

or like this:

[-hello@, +Ola]
Hey there!
...

Handy!

Who should answer to emails?

Anyone can answer anything! It's good to divide somehow evenly, but it doesn't really matter that much. We aim to answer all emails in maximum three days. It's not always possible though.

How to stock and use template email in Gmail

You can activate a cool feature in Gmail lab to grab a email template in two clicks.

  1. Click on the gear
  2. Select "Settings"
  3. Open the "labs" tap
  4. Search for "Canned Responses"
  5. Activate it
  6. Save your settings

Save a template

  1. Click on the "Compose" button
  2. Copy-past an email template from our wiki
  3. Give your email a subject
  4. Click on "More option" in the bottom-right of the email windows
  5. Go in "Canned responses" and save it by clicking on "new canned response"

Use a template

  1. Click on the "Compose" button
  2. Click on "More option" in the bottom-right of the email windows
  3. Go in "Canned responses" and select the template you want in the "insert" section
  4. Don't forget to adapt it if necessary and send your email 📮

How to cancel an email you just sent in Gmail

You forgot to add [email protected] in CC or sent an email to the wrong person! Well, it's too late for this time, so how to be sure it won't happen again?

  1. Click on the gear
  2. Select "Settings"
  3. Scroll to the "Undo Send:" section
  4. Click on "Enable Undo Send" and set a timer
  5. When you send an email, you will now have a small pop-up with a link to cancel the email you just sent.

How to use "Multiple inboxes" lab

"Multiple inboxes" is a Gmail lab that gives you up to 5 different tabs in Gmail webmail. Once you have (setup filters and labels)[http://brianrhea.com/using-multiple-inboxes-and-keyboard-shortcuts-with-gmail-for-inbox-zero/], you can use it to triage emails from Gmail webmail.

Lucie's workflow

I use Multiple inboxes, (extra shortcuts)[https://support.google.com/mail/answer/6594] and canned responses. I've setup 5 different tabs:

  • "Events support": for when organizers need help on something
  • "Events requests": new requests automatically go there
  • "Github sponsoring": since organizers have two weeks to send their request, regrouping them makes it easier to find them again.
  • "Blog and stories": for people who send blog post for Django Girls blog
  • "Support Team meetings and stuff": for internal communication between the support team.

Every morning, I triage emails:

  • I read the email
  • give it a label (l shortuct)
  • archive it (e shortcut) to make it leave the inbox

When my inbox is empty, I start answering emails:

  • If I just need to answer, I do it and give it the "done" label: It'll remove the email from the tab.
  • If I need an answer from an organizers before I can act: I answer the email and give it the label "waiting for answer".
  • If I need help from the support team: I transfer the email and give it the "support team" label. The email will also appear in the "internal stuff" tab.
  • If it's a request for organizing an event: I review it, ask questions and give it the "waiting for answer" label. When it's ready, I use the "ready to deploy" label. Every Friday, I deploy all events linked to "ready to deploy" label.