Resources > Choosing the Right Email Discussion Group Setup

Choosing the Right Email Discussion Group Setup

By Jani Kumpula
Senior Webmaster/UI Designer, L-Soft

Email discussion groups can be configured in many ways depending on the audience and purpose of your group. Let's take a closer look at different types of discussion group setups, the benefits of each type and how to choose one that fits your communication goals.

Choosing the Right Email Discussion Group Setup

Different Types of Email Discussion Groups

The setup of a discussion group consists of three components, which work together but can be configured separately. The most appropriate setup depends entirely on the audience and purpose of your group.

	Subscribing: Some discussion groups allow anyone to subscribe, while others require the group administrator to approve each subscription request. Yet others are completely closed, which means that subscriptions are not accepted and that the group administrator must explicitly define every member of the group.
	Posting Messages: Some discussion groups benefit from non-subscribers being allowed to ask questions and contribute, while others are more successful when only subscribed and known members can participate. Restricting posting privileges to subscribers helps keep your discussions on topic and can be further augmented through moderation.
	Accessing the Archives: The searchable group archives can be open to the public, which means that everyone can follow past discussions and benefit from the knowledge of your members, or they can be restricted to subscribers only. Restricting access provides more privacy and security, especially with a closed group that doesn't allow outside subscriptions.

Use Cases and Inspiration

	Research Director: Victoria – Research Collaboration Victoria at a university sets up multiple discussion groups to allow researchers to collaborate on key projects both internally as well as with invited external partners. The searchable archives allow members to quickly access research reports, conduct peer reviews and share knowledge to drive meaningful outcomes.
	Project Manager: Stephan – Regional Coordination Stephan at a national non-profit administers discussion groups not just for the leadership team at national headquarters but also for all of the regional branches. This allows for closer coordination with regional staff, donors and volunteers to better serve the mission of the non-profit in every community.
	Communications Director: Zoe – Citizen Outreach Zoe at a mid-sized city administers and moderates discussion groups for each city-defined neighborhood district, allowing residents to openly discuss their ideas and concerns about their neighborhoods. The discussion groups are monitored by staff, who can ensure that commonly discussed themes get routed to the proper city department.
	Project Coordinator: Connor – Internal Communication Connor at an IT company sets up a discussion group for the software development department. The group is closed, which means that only members of the department are included. This allows the department to effectively communicate and collaborate on product development and support issues.

Best Practices for Running Effective Discussion Groups

Double Opt-In: Use double opt-in, especially for public groups. Double opt-in requires new subscribers to click on a link to confirm that they want to sign up. This prevents people from being subscribed against their will by bots or other malicious actors.
Welcome Message: Set up an automatic welcome message with group rules and a clearly defined code of conduct. Having everyone on the same page through shared guidelines will make it easier to keep your groups performing optimally.
Unsubscribe Link: Create a bottom banner that includes a one-click unsubscribe link in every message, making it easy and convenient for members to leave your discussion groups if and when they choose.
Message Confirmation: For public and unmoderated lists, consider requiring people to confirm their postings before they're distributed to your group. This will cut down on spam and prevent spoofed messages from getting through.
Archives: Make your subscribers aware of the group archives by including the URL in the bottom banner. By urging subscribers to take advantage and search past archives, they can find out whether a certain topic has already been covered.
Moderation: Moderation is the ultimate tool and gives you, as an administrator, full control of your discussion groups. You can choose to moderate all postings or only postings from new members until they've had a chance to establish themselves.