[Sagamore Online] Email addresses & Groups for Sagamore Hills Elementary School

[Communications SagamoreHillsPTA]

I would like to promote email addresses and online groups for Sagamore—what
do you think?
Introduction

We sometimes struggle with promotion, inclusion, and succession; it's not
obvious to outsiders how vibrant Sagamore is, new parents wonder how to
plug-in, and existing knowledge doesn't find its way new volunteers.
Emailing Sagamore groups and email addresses instead of personal email
addresses would be a minor change to our existing ways, yet could address
some of those weaknesses; outsiders can see Sagamore in action (impress
prospective parents), new parents can engage on their own time without
formalities (more volunteering), and successors can easily search past
activity (less effort).
 How it works

Remember, all of this is up for discussion…

Sagamore email addresses will work as you're used to.  Addresses are
established for positions, such as president at sagamorehillspta.org .  Your
email interface—phone, web, desktop client—are configured to access that
email account (in addition to your existing email) (I make house calls).
Using both your personal and Sagamore email accounts is easy.  Both the
"From:" field and footer signature can be set to mention both your name and
Sagamore position.  Now when you roll off your position, your successor has
access to your past activity (in your Sagmore email account) and you won't
continue to be solicited by the wider world regarding Sagamore business.
Light duty use might just have a Sagamore email address forwarded to a
personal account instead of using the Sagamore email directly.

Groups—most email should be sent to an appropriate Sagamore group instead
of specific people (or at least always CC a group too).  Everyone decides
how "plugged-in" to a group they want to be: completely ignore, browse past
conversations on the web, subscribe to receive weekly or daily digests by
email, or subscribe to receive every message.  Anyone can email a
(non-announcement) group, but messages from non-subscribers are moderated
(I can moderate more heavily if need be).
 Email addresses

Here are some ideas for email addresses.  Should all Board positions have
one?  Email addresses are good for permanent contacts, sensitive
information, and record a position's activities for reference by future
position holders.
 President

president at sagamorehillspta.org - Both co-presidents can use the same email
account.
 Treasurer

[already exists] treasurer at sagamorehillspta.org - Since the Treasurer has
relationships with banks, auditors, and probably other outside parties, it
make sense those contacts use this email address.
 Communications

[already exists] communications at sagamorehillspta.org - Have already used
with our online hosting providers, promotional websites (Patch), and
website notifications.
 Fundraising

fundraising at sagamorehillspta.org - Would be the contact for all the
fundraising programs we can work with (Amazon Smile, Publix, local
sponsors, etc.).
 Garden

[already exists] garden at sagamorehillspta.org - Since the garden coordinator
makes many community contacts (Botanical Garden, universities, volunteer
orgs) that we don't want lost when the garden coordinator changes, this
email address provides a consistent Sagamore garden contact for the larger
community.
 Groups

It's hard to get groups right, balancing specificity with simplicity,
volume with value.  Here are some ideas.  Existing groups can be deleted
and new ones created.

I've been experimenting with groups
<http://www.9.0ne.org/w/Sagamore_discussion_lists> for a while.
 Sagamore announce

sagamore-announce at groups.sagamorehillspta.org - Only moderators can post.
Basically serves a similar function to the existing Wildcat Update email
list, but can serve any important information (or from any source).
Everyone should be subscribed.
Community announce

community-announce at groups.sagamorehillspta.org - A low volume one-way
mailing list where folks in the wider community can subscribe and hear
about Sagamore happenings that may interest them.  Invitations to grounds
or garden days, fundraisers, good news, alumni events, art show, etc.  I
have met neighbors who are very interested in such communications.
 Sagamore

sagamore at groups.sagamorehillspta.org - The most general Sagamore discussion
group, where all the action is.  Core folks will be subscribed and anyone
else can follow along too.  Events that come and go throughout the year can
coordinate here.

I wonder if this should be two groups: this less busy, occasionally reach
out to parents discussion group, and a "all the Sagamore action" group
("sagamore-volunteer at groups", "sagamore-active at groups", ?).
 Spanish

sagamore-spanish at groups.sagamorehillspta.org - Where spanish speakers at
Sagamore can support each other.
 Board

board at groups.sagamorehillspta.org - Where PTA Board chatter happens.  Not
sure if it should exist, maybe the general Sagamore group is enough.
 Each grade

graduatingyear at groups.sagamorehillspta.org - Not sure about this one…

Each grade could have its own announcements group to which all parents in
that grade are subscribed to allow grade specific announcements.

There could also be grade level discussion groups (many-to-many).

The group names would be based on graduation date—instead of grade—so that
the same group continues to be relevant for each class's years at
Sagamore.  Sagamore or high school graduation year (e.g. 2014-2015's second
grade would be 2018 or 2025)?

I set one up when my now-second-grade daughter was in kindergarten and it
currently has 94 subscribers. You can get a feel for its utility over the
years by looking at its archive
<http://list.9.0ne.org/archive/2025.sagamore/> (or Google's view
<https://www.google.com/search?q=site:list.9.0ne.org/archive/2025.sagamore>
).
 Room Parent

[already exists] roomparent at groups.sagamorehillspta.org - Room parents are
awesome, and their activity and wisdom should be out in the open for all to
see.  This groups allows them to coordinate amongst themselves, and let
interested parents easily lend a hand.  Again, it's great for room parents
because they don't have to keep track of all the room parent email
addresses (the just mail the group).
 STEM

[already exists
<https://groups.google.com/a/groups.sagamorehillspta.org/d/forum/stem>]
stem at groups.sagamorehillspta.org - For those excited about STEM.

Maybe should also have an announcements group to keep community partners
(business) engaged?  Maybe the "community-announce" group would do that?
 Foundation

[already exists
<https://groups.google.com/a/groups.sagamorehillspta.org/d/forum/foundation>]
foundation at groups.sagamorehillspta.org - Currently allows folks to talk
about establishing a Sagamore foundation.  Once a foundation is
established, where work can take place.
 Garden

[already exists
<https://groups.google.com/a/groups.sagamorehillspta.org/d/forum/garden>]
garden at groups.sagamorehillspta.org - The garden happens 365 days a year and
can use the help of the entire Sagamore neighborhood.  The garden group
allows anyone in the larger community with an interest in the garden to
know what's going on and jump in to help.  When it's time to talk garden,
email this group, to which the garden coordinator is always subscribed.

Maybe there should be a garden announcement group too?
 Building & Grounds

[already exists] grounds at groups.sagamorehillspta.org - Some people like
working on buildings and grounds.  People can talk about ideas and
priorities, pass on opportunities for mulch or volunteer painters, etc.  Of
course, the Building & Grounds leadership is necessarily subscribed and
grounds day reminders would go to the "sagamore-announce" group.
 Conclusion

Imagine if you could only email groups instead of individuals, would these
groups suffice?  This is really an experiment, a suggestion—we can see what
happens, adjust as we go, or scrap most of it.

Thanks for taking a look, and I'll see you at Jen's next week!
-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://list.9.0ne.org/archive/sagamore.online/attachments/20150506/41f39258/attachment.html>