Staff Communications

Most technical people probably don't enjoy writing emails to staff. That statement is made with absolutely no background on the matter; I just assume most technical people don't like it because they feel most staff are clueless. I'm strange this way in that I enjoy communicating with staff about projects that affect the both of us. I find it a challenge explaining the complex elements involved while keeping it interesting, relevant, and understandable.

My latest email to staff was nice -- even my boss liked it. I broke it down into the four elements that are most important to them: email, files and folders, printing, and logging on. Despite dealing with a domain and exchange migration, installing new servers, rewiring the server room, and implementing a new backup unit and archiving system, all they really need to know is how this affects them, how they can help, and the benefits of it all. They don't need to be overwhelmed with detail because then I'm overwhelmed with questions or am entirely ignored. That's not to say my emails belittle their ability to understand. I figure if they really want to know they will ask, otherwise I will just tell them what they need to know now so they can continue doing their work with as little interruption as possible and with no surprises later. I've found that with a little effort in scheduling that last bit about "little interruption" is doable and very much appreciated. After all the work is done I will send out a summary email, possibly delving into some minutiae. At that point it's just information and they can choose to ignore it if they wish. The summaries help because they understand their inconveniences and efforts helped accomplish a larger project beneficial to them and the company. This also helps guarantee cooperation for the next project because they realize their energies are not spent in vain.

Communicate with staff with respect for their work and they will work with you. For example, I've been very impressed at how hard they have been trying to clean their personal and department folders to make the transfer easier for me. They reciprocate because I've helped them to understand that a lot of the work being done is so that their work is better accomplished. In the end that's what the IT infrastructure is for anyway.