To do your job well, you probably need to remember a gazillion things —and the same goes for the others on your team. Wouldn’t you love to share all that knowledge and expertise?
One idea: an e-mail newsletter just for your admin team.
That’s what Daniel Hintzsche, a technical editor, started for his team at Microsoft. “I forever find myself asking work mates to remind me of particular processes and rules and resources,” he writes in Office Hours. The information sharing eventually led to Nice 2 Know, a monthly e-letter that he and his colleagues now use to share tips, quick fixes and humor. How he did it:
• Ramp up by e-mailing teammates and telling them about the new publication. Ask them to submit tips, tricks, resources or other contributions they’d like to share in the first issue.
• Infuse the first issue with personality with an editor’s note. “I keep the editorial voice light and funny, and encourage my colleagues to submit humorous web sites and other entertaining materials alongside the more practical stuff,” says Hintzsche.
• Make formatting easier by composing the issue in Word and then copying the contents into an e-mail message. Hintzsche recommends sending it to yourself first to see how the final will appear and to test the links.
• Turn it into a valuable resource by archiving articles on the company intranet or in a shared e-mail folder so people can search for information.
• Don’t be shy about sharing ideas. If a shortcut or software function seems useful to you, it probably would be useful to others. Remember, even the Microsoft team needs to be reminded of all the software’s capabilities.
• Stick to the mission of building camaraderie. Although it’s great to have ’s support, the e-letter shouldn’t be a tool for spreading top-down policy, says Hintzsche.
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