Overview with tools, software, best practices and alternatives

What is a Daily stand-up email?

The Internet has come a long way from being a boring read and click style of surfing into a virtual activity hub with countless options for community and social interactions. From its early days of pictures and articles with virtually no surfer input apart from the occasional email registrations, it has now blossomed into a full bloom world wide activity center, thanks to the emergence of Programming languages Java and Javascript, which transformed the Internet from being static to dynamic. Hence, the evolvement of traditional company work values such as industry and team work into something that would be technologically competitive.

Daily Scrum meetings had become optional for an average project team in lieu of the fact that some team members of a modern project team are usually remote workers who simply cannot do daily stand-ups. Comes an Internet innovation, daily stand-up emails, which takes the place of daily stand-ups for the modern project team. Daily stand-up emails are at the keystone of this evolvement of a daily stand-up meeting. Stand-up emails are milestones in the continuing advancement of traditional stand-ups from the onerous face to face meetings into something that incorporates all the essential ingredients of a status update meeting without taxing the project team members with valuable extra time and efforts to attend.Instead of having to recite the fundamental questions of a Daily Scrum face to face and then waiting for a response from other members, a daily stand-up email incorporates every scenario of the project’s progress with its ability to integrate all team members’ status reports, remote worker or otherwise, into an easy to understand daily progress report in an email. A daily stand-up email can also add various other questions and issues in addition to the basic daily Scrum questions that are always asked ( What have I done? What will I do? What is impeding me?). This daily stand-up in an email app provides the necessary framework for giving allowances to remote workers and home office personnel in their tasks to report and participate in discussions.

Who does daily stand-up emails and why?

The Internet has bridged gaps worldwide as far as office works are concerned, and telecommuting as a mode of employment is already in popular acceptance. Vast connectivity options offer anyone the opportunity to find employment in diverse careers as long as product work is transmissible via Internet. Remote workers’ jobs are ensured with the help of the various tools of the Internet. Daily stand-up emails stands out as the Internet tool most viable for remote workers to become full-fledged team members of any reputable company project team. Daily stand-up emails are not only beneficial to remote workers although they are the ones who relate most to it. Even non-remote working team members stand to gain from the use of the daily stand-up email by gaining time for family commitments and other tasks.

How to do daily stand-up emails?

Daily Stand-up emails are very simple to understand and implement. There are many companies in the Internet that offer this service. Although each of them offer their own sets of features, stand-up emails are basically the same. The project manager, also called the Scrum Master, creates an email Scrum – that is a structured inquiry into all team members’ assignments – and that is emailed to each team member awaiting for their response. Responses are then compiled and overall team progress status are emailed to each member.

Advantages of using daily stand-up emails

Daily stand-up emails reduce the impact of micro-management and information asymmetry. Project managers, instead of checking on individual members can focus on the overall picture. He has the whole team report in his hands and he must deal with them all not just one. Knowledge sharing can also be more open as reporting is done in an unobtrusive way for both the Project manager and the team members.

Disadvantages of using daily stand-up emails

But a daily stand-up email can suffer from several inconveniences if not properly implemented. For one, the problem with conversation threading can get out of hand if there is no good email software in place. Email conversations needs to be arranged and categorized to be understandable to an ordinary peruser.Another thing for the software to do is how to provide a way for people outside of the team, such as for example another team in the same company, to get to know what’s going on in another team’s efforts. Transparency could be a problem in a non-properly implemented daily stand-up email.

Best ways to practice daily stand-up emails

To have a successful daily stand-up email execution, there must be a good email software capable of handling and compiling all the team member reports from their day to day work. An ordinary email service simply cannot handle the job of having an organized discussion of project progress issues. Algorithms needs to be in place that will intelligently arrange and compile the reports in a structured format.

Teamreporter for effective practice of daily stand-up emails

And this is where Teamreporter comes in. Teamreporter is an Internet based project management tool that does everything that a daily stand-up meeting does, all in a simple, automatic email application.Teamreporter sends daily email messages to each team member asking for their report. A report program is easily implemented by the project manager via the customizable settings of Teamreporter which includes:

  • Creating questions that the team members will answer.
  • Scheduling the sending out of email queries.
  • Scheduling of team status updates to every team member.
  • Adopting preset business scenarios.
  • Prompting team members who forget their reports.
  • Arranging an archive of teamstatus reports

And once the settings are customized by the project manager, everything then flows smoothly and automatically.

Alternatives to the use of daily stand-up emails

For real conversations though, one can use Google Hangouts or Skype videochats. Although they provide good real time conversations, problems with team member scheduling can arise in due time especially with the number of remote workers now joining in the Internet workplace.

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Teamreporter is free for small teams (up to 4 members)