Communication Reminders & Info

Just a reminder to be sure to include me on all emails with your CBO! Also when e-mailing them always put UMass IT Capstone (or something you all agree on) in the subject line so it doesn't go undetected. Set up and use ONE email consistently so it doesn't get filtered on their end, and make sure their emails to you are not getting filtered on your end. Please also be sure that when they reply to you, I am receiving that as well. The paper trail can become very important for me, especially if we run into any obstacles.

If your email asks for a reply from them and you do not hear within 24 hours please send a polite email checking to be sure they rec'd the first, with a copy of the first email included. If you do not hear in another 24 hours, call them and politely get the info you need or ask them to reply to the email. If you get needed info from them over the phone, send them a brief follow up email confirming what you heard on the phone. Basically, create a paper trial that you can all review. It can be helpful for you and for them, to be able to look back and refresh your memories. If an email contains important info but does not require a reply, ask for a quick "got it" reply anyway so you know it was rec'd. They are incredibly busy people but do NOT assume your email always gets thru either! Email is great but it is far from perfect.

Stay in touch with your CBO! You don't want to be a pest but neither do you want to be too far off their radar. Send short updates fairly regularly (maybe once per week or at least every other week), even if you do not need input or info at that time. You want to keep them posted, establish rapport and keep your project fresh in their mind. This is an important foundation building time with them.

I know it probably goes without saying but:
Always use friendly, professional protocol in your emails. Always thank them for their participation, help, or support, etc. Being reliable, building trust, being professional and appreciative will go long a long, long way towards making your partnership run smoothly when you get into the thick of things next semester.