Email Groups

Email groups are a development of simple email lists. Creating an email group allows networks of people to participate in a many-to-many exchange of emails. Emails are not sent out by one central editor. When an individual member of the group sends a message to the email address of the group, it is automatically sent to all group members. Email groups range from small private groups to large public or semi-public groups with several hundred members, such as the charitywebforum.

Pros

• Information is shared efficiently across a large number of collaborating users
• A web interface keeps a record of discussions

Cons

• Can be a source of overload
• Space for files and messages can be limited for free services

Beware

• Setting your email to 'auto-reply' when subscribed to an email group
• Free groups (like Yahoo) are advertising supported, adding footers to messages and other banner adverts on the web interface

Email group software can be expensive but there are a range of free services, either using open source systems (like GNU Mailman, which require some technical ability to configure, or group packages such as Yahoo! Groups, Smartgroups or Dgroups– specifically aimed at groups and communities in international development but offering facilities to other organisations in the VCS.

Further information about email groups is in the ICT Hub's knowledgebase.

Case-study on the use of an email group: charitywebforum

The Charity Web Forum is an email group originally set up to facilitate charities' sharing information and knowledge about the subject of the web. Most postings are from new or less experienced web staff and a fairly small core of 'experts'. Membership is moderated.

Any member can post an email to the group and the rest of the group will receive the email. Members can usually choose whether to receive the email immediately, as a daily digest or not at all, in which case they must visit the website to join in.

It is a good way for new or less experienced charity staff to get information and share learning without reinventing the wheel. The instant emails allow for lively discussions and sometimes postings can be extremely informative.

New members never check the past email exchanges for an answer to their question, which is understandable as there are many thousands, so the group tends to get the same questions repeated every few months by newcomers to the group.

View the full charitywebforum case study