Email is an easy, free and effective tool to communicate a message to all or selected employees
across the agency. Care should be given to the accuracy and quantity of messages sent to staff
through email. Too often, people are bombarded with emails that do not pertain to their job or are
just overwhelmed by the number of emails in their inbox. Coding to indicate levels-of-importance
for email, for instance ‘red’ being ‘must read’, as well as creating targeted distribution lists,
will help employees know to take the receipt of a mass email seriously.
Staff members should be encouraged to use standard email features such as an ‘out of office’
message and an email signature providing alternative contact information including address and telephone number.