Overview with tools, software, best practices and alternatives

What is a roll call e-mail?

A roll call is a way of knowing a count of people. It involves calling of names to determine who are present and absent.

A roll call e-mail involves assigning an electronic mail preference to a specific target of people. It is a way for the system to check the preference of an individual before sending them mass e-mails. It may also involve sending of e-mails to target people in order to identify who will be present on a particular event such as online or offline meetings.

Who uses roll call e-mails?

Websites and businesses use roll call e-mails.

Many sites and forums utilize roll call e-mails to allocate e-mail predilection to its targets. Usually, contacts such as name or e-mail address are required in order for one to receive an e-mail. Failure to enter the contact details will disable an individual from getting further e-mails.

In some websites such as news websites, people are given the option to subscribe for e-mails containing news updates. People who subscribe will be included in their list of e-mail recipients.

In social media, roll call is being done in order to generate the number of people who will attend an event. Facebook is an example, wherein people have the option to join or decline a particular event. There is also a ‘maybe’ option included. This kind of set-up would help event organizers determine the number of people going to the event and make necessary adjustments depending on the number of guests.

In most businesses, the use of roll call e-mails is a way of knowing the number of people who will available in an event such as meetings. This way, it can be determined if a specific number of team members is present for the meeting to push through.

This fashion is similar to the congress, in which a roll call is made to determine who is present and if there are adequate lawmakers on hand to conduct official business.

If the result of the roll call present an unfavorable outcome, then it is likely to have the meeting cancelled or re-scheduled.

Why do people use roll call e-mails?

Roll call e-mails are utilized to check the availability of people that will be attending specific events like meetings.

Using roll call e-mails allows event or meeting organizers to judge whether they have meet the number of people required for the event or not. Failure to meet the numerical requirement may lead to the event being cancelled or postponed. This also enables organizers to executive essential adjustments to the event.

Roll call e-mails also act as filters in business meetings, since they make it easier to identify the number of attendees and who those attendees are. In addition, it is done using technology that it saves time and effort for organizers to do their task. All they have to do is so identify the targets by sending e-mail prior to sending the intended e-mail.

How do roll call e-mails work

In some systems, a generic e-mail will be sent to all team members. The mail will ask for their preference or stand on a specific issue, which will be sent back to the sender.

There are cases in which e-mails are sent to team members to determine if they will be available to attend in a particular event, such as a meeting. Responses of team members will be collated in order to generate a list of the team members who confirmed to attend. Based from the number of people who confirmed, the organizer shall arrange the event and make necessary adjustments.

Advantages of roll call e-mails

Roll call e-mails act as filters since they determine the preference of their target recipient.

Media websites that offer newsletter subscriptions will be able to identify its target recipients from the high number of visitors it gets every day. This way, the roll call is a way to determine who really their targets are and to whom they will send their offers in the future.

Other companies prefer to use roll call e-mails so as to know the presence or availability of team members in a meeting. Such e-mails can also be used in throwing poll questions that require the preference of the majority.

Another benefit of roll call e-mails is technology. Since the e-mails require internet access, organizers will not have to look for all members to collate information. In addition, people who are not physically present in the workplace can give their thoughts, ideas, or response. This is advantageous even to people who need to stay at home due to illness or emergency.

Disadvantages of roll call e-mails

While using roll call e-mails is an efficient system in the workplace, it also presents some flaws.

Since the roll call will be done in the form of e-mail, some messages unintentionally go to the spam box. This causes team members to miss the message; it is more adverse if they miss those with higher importance.

Another dilemma in using roll call e-mails is having poor or absent internet connection. Problems in internet access will not allow the target recipient to receive messages online, missing important messages.

Best practices for roll call e-mails

In sending roll call e-mails, senders make sure that all the recipients’ e-mail addresses are accurate. This is to avoid sending the message to the wrong person, saving time in the part of the sender.

Some prefer to assign e-mail preference just like many sites and forums. This method enables mass mails to check the preference of a team member before sending them the e-mail.

Once the mail has been received, it is the recipients’ responsibility to give a respond. This is helpful to the sender, since they are determining an outcome based on the responses given.

How Teamreporter helps with roll call e-mails

Teamreporter is a web based e-mail application that enables team members to send and obtain reports in addition to the existing team meetings. Some of the information Teamreporter solicits are the things that were achieved for the day, the plans or goals for tomorrow, as well as the hindrances that slow down the work progress.

The app acts as a roll call by notifying team members thru e-mail and requests them to include the day’s accomplishments, actual and potential conflicts, as well as significant events in their reports. The summary of the team’s status will be generated based on the replies and will be sent to the team at the following day. The team will be also informed about the work progress as well as the existing or possible obstacles.

What are alternatives to roll call e-mails?

While roll call e-mails reflect practical system in businesses, there are other methods that can be utilized such as business applications that can coordinate the whole team. Applications that send prompts to team members asking for status updates are helpful. This is vital in facilitating a more effective communication within the team as well as enhancing the team’s productivity.

Learn more about Teamreporter

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