How will committee members collaborate?
Each office or committee will have its own Google Group, whether they are one person or multiple.
As an example, Paul and Rose are no longer sharing the PTAPresident@ account - it has been converted to rose.caudillo@ while PTAVicePresident@ has become paul.coleman@.
Together, they now have the president@ address/Google Group. If you need to contact both Paul and Rose, email email@example.com - the message will get to each of them separately, and it won't matter who reads it first. They will each read the message at their own convenience and reply as necessary. There's also no more deciphering whether the email you just received is from Paul or it's from Rose.
Paul and Rose will also be able to take and assign conversations as needed. All committees will have this ability, by using their Google Group as a collaborative inbox.
Here's where using Groups will be especially useful for our PTA! Volunteers often wear many hats, and until now, that's meant multiple PTA accounts. But PTA officers can be part of as many Google Groups as they'd like or is necessary.
For example, Kate Sullivan is our new Fundraising Chair, which means she'll be involved in Annual Appeal, Tour de Ladd, Fund Run, and Auction.
Annual Appeal is co-chaired by Emily Moore and Julie Humsi. In the past, an email to PTAannualappeal@ would have gone to Emily and Julie at their shared account, and they'd have forwarded it on to Kate. How messy!
Going forward, an email sent to annualappeal@ will be received by Emily, Julie, and Kate - each at their respective PTA accounts. Any of those three will then be able to reply, either from their own PTA account or the annualappeal@ account.
Why use a group for only one person?
1. This will ease handoffs from year to year. An outgoing officer can remain in the group as long as necessary to aid their successor's transition.
2. Officers will be able to view prior years' messages, another tool to ease transitions.
If you currently share a PTA account with someone else, please move any pertinent files from My Drive into a Shared PTA Drive. Once the account is yours and only yours, your co-chair will lose access to any files in the committee's My Drive. Relocating the files to a Shared Drive is a simple solution.
Questions? Email us at firstname.lastname@example.org