Distribution Lists

[gee4]

How do you ensure, despite asking several times, that you are included in certain distribution lists when being tasked to complete and submit information?

I was off on Friday but this morning I came across an email request from payroll.  If I had not had access to my previous boss's email, I would have been none the wiser.

How do you ensure individuals update their distribution lists?  I've been here over a year now so it's not too much to ask after all this time, that as one of the exec secretaries, I am added to these lists.

For a second time in as many months, I have been missed off yet another list.  This cannot be another error surely?

[officepa]

Gee - it wouldn't surprise me if this was indeed another error  . 

I have the same problem here, where I am temping - have been here for some 4 months now and like you, the only way I often see something that I need to deal with when a group email has been sent out is because I have access to my boss' emails.

His PA, who is on  leave, is on the group list and my name is also supposed to appear while I am covering for her but despite countless times of asking various people (by my boss as well as me), it has not been added. 

During a telephone conversation with one PA who needs to add me to her particular list, I mentioned it as a gentle reminder and she admitted it was one item way down on her 'to do' list and that she would get to it at some point yet another PA did add me while I was on the phone to her - depends when you catch people I suppose.

Doesn't help that such lists are not 'central' (well, not here anyway) and several people need to be involved.

To be honest, I've given up now.  Since I can see emails on via the boss' in-box, I just pick things up from there.  Maybe this is because I know this job won't last forever but if I was permanent as you are, I would like my name updated.

Not sure how you can ensure individuals update their lists - short of trundling over to their office and standing over them while they do it - along with a menancing look on your face  .

I often find that things get done after speaking to someone rather than sending a request in an email - it seems the personal touch often helps.

Good luck 

[gee4]

Cathy,

This particular email was directed at secretaries to remind their departments to submit all overtime and flexi in order for payroll to process it in time for our return in January.

It's not like I've just started, I have supported another head of department until recently.

How on earth can I be expected to action such requests when I don't receive the email?!  I update my distribution lists constantly so I fail to see how it's not a priority for others when such requests are urgent.

I should not really have access to my previous boss's email as I am no longer supporting him, but the secretary for his department is currently on holiday.  However something tells me I may need it!

I feel sorry for you, but hope you are still enjoying the job despite the ups and downs.

[officepa]

I think, Gee, that some people do not see the problems caused when you are missed off an email and also not realise the importance of keeping Group Lists up to date - obviously some emails are not as important as others but when it concerns payroll it is!!

As one of the executive secretaries, could you instigate a memo/email to be issued from an executive boss for people to update their Groups Distribution Lists with immediate effect and perhaps a few examples of problems this may cause if they are not updated (anything concerning salary usually makes people think twice  )?  Not usually something an executive boss gets involved in but it may give it a bit of weight.

If you don't get the email, you can't action a request and therefore cannot be 'blamed' if something is not done but I know you would not want to work like this - neither would I.

Perhaps the pester method - at the end of every day check if you have been added to a list you are not on and if still missing, call the person concerned.  They may get fed up of you calling and just do it. 

Could it be possible that they do not know how to update the list but do not want to admit to it?  Unlikely I know but they may not be the person who initially created the list and do not want to admit they do not know and feel embarrassed to ask?

Still enjoying my job but desparate for a permanent one to make my own (and one that will pay more money).  After Christmas will be having a big push to find one 

[gee4]

Cathy,

All of your suggestions would work, but at this late stage in December, both my current and previous bosses are now on leave.

This matter should not have to be addressed by them but thank heavens I have access to their email.  I get so frustrated at people because by doing one simple thing, my life would be easier and they would get the info on time.

If the people in question cannot amend or set up a DL, they should learn....quickly!

[peaches2160]

Gee - This is an issue that plagues many companies.  Communications in general are always an area for improvement.  We had a great system prior to our merger a few years ago.  Unfortunately, some do not feel that EA's and administrative personnel should be privvy to announcements to management, although it is our role to support this are of the business.  Like you, I too have access to my executives e-mail and have come across many communications that I have had to forward to myself.  He too forwards communications to me that I should be aware of.  It is a frustrating situation.  However, at my company, it will not change since the answer I received when I requested to be added to the mgmt distribution list was that it is not necessary.  Not sure what the real reason is.  I just remain proactive and when needed, let other administrative personnel know about the information if it effects the executive team or us. 

[gee4]

Peaches,

Communication and announcements are different to general emails reminding individuals about overtime and flexi hours.  Our communications and PR team handle that end of things very well.

Thankfully at exec level we have an exec DL and an exec secretaries DL.  That means any emails sent to the exec management team are also copied to their secretaries, which of course makes sense.

However I think the problem here is, managers should not be sent direct reminders about admin tasks.  Secretaries should be emailed directly who can then cascade the information down through the teams.

This kind of thing has bugged me for years and I cannot understand why it goes unresolved.  Even if a DL has not been set up for a particular group, set it up yourself and update it regularly so people are not omitted.

[peaches2160]

Gee - I agree with you and share your frustration.  However, at my company we deal with this problem not only on on the communications and announcements, but messages sent regarding all issues ie:  policies, etc.  I maintain the DL's for our Business Unit, my bosses organization as well as a DL for the executives and their assistance in my personal address book.  However, IT and HR maintain the other master lists that can be accesssed by all.  Pre-merger, these address lists were automated and updated electronically by an electronic feed from HR.  Since the merger, this would be a manual process and no one with the proper information and authority will take ownership.   

[gee4]

Peaches,

That's a great job that you do - keep it up.  I would gladly take ownership of this and have done in the past.  I contacted the individual who sent the email to say I was omitted from the list but as usual, I think this falls on deaf ears.  I wonder what would happen if I reacted like that?!

[peaches2160]

My communciations fall on deaf ears as well.  I too wonder what would happen if I acted in the same manner.  I just can't bring myself to lower my standards to their level and see what would happen. 

[Atlanta Z3]

I would take a proactive approach and build public distrubition lists appropriately titled.  Through the IT department and other department heads, I would get mandatory use of the lists.  I would not think there could be any way that management would turn down the idea as proper communication would then be insured.  I would also take ownership of then keeping all the lists updated when new people come on board.
I would also make friends with a few people who are on the lists of who ever is not updating.  From their emails I would then forward the emails to the entire list including the non updater with an extremely polite notice - resending just in case someone may have missed the first email.  A few of these duplicate emails go along way to politely getting information where it needs to be.  (People do not like their in box junked up with duplicate emails and it's easy to see who is not on the first email.)