Women's Earth Alliance

Helping out with the 100,000 Org Email Inbox

Hi everyone,

Firstly thanks to all of you who have offered to help out with this. Below I have outlined the tasks that are needed. I have allocated different tasks to different people (if this doesn't work for you, let me know as soon as possible). The first blast is due to go out on Tuesday next week.

The Tasks

Here are the different tasks:

1.      Check gmail inbox (see password/access details below), open each email and allocate labels (already set up) to each emails based on whether an action is needed or not.

2.      Send emails requiring action to the appropriate person:

i) Org updates - send email to any editor who has agreed to make updates. Try to share these out so  not just one person is getting these (thanks Kerry, Utsav and Heather)

ii) General questions about WiserEarth - those checking the inbox should try to answer general questions directly (Camilla, Bowo, Peggy, Angus, Melinda)

iii) Support related questions or problems updating details - these need to be shared with Honore. If you can help the person directly, then go ahead. If not, send the email to Honore.

iv) Other requests e.g. multiple entries/requests to remove organization from the directory - there are templates included in the 'draft' section of the inbox - you can amend/edit as needed. (Camilla, Bowo, Peggy, Angus, Melinda)

3.      For those of you who are updating information on organizations. Could you log in to WiserEarth using youu own username (this will help us to track edits made by orgs vs editors). Once an update has been made. Would you also be able to send an email to the organization informing them that their org details have been updated (or with response needed) and include a link to the organization's listing. If you could send this email from the Editors inbox, that would be great (as it will come from editors@wiserearth.org, rather than your personal email).

Response Timeline

It would be ideal if we could have responses to questions/requests from organizations within 48 hours, but let's see what's feasible based on the volume of responses we get. The tech team are going to stagger the email blast so that they will be sent out in batches over the next few weeks, 500 at a time so we shouldn't be too overloaded. (note: we can slow this down if we are)

Bounced Emails/undelivered emails

Note: we will not be replying or doing any activity at the moment related to bounced emails - we will work on cleaning up the database later when the email blast if finished - these we can label 'bounced'

See the following WikiPage for some examples of responses. I'd like to invite all editors to edit these as you see fit and make them as personalized as possible. Since you represent WiserEarth in replying to these emails, the tone of email must reflect this.

The first blast is due to go out on Tuesday, so if everyone could start logging in on Tuesday, that would be great.

Thanks a lot