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Papertrail

For emails we provide a papertrail inbox that should be added on CC (or BCC in some cases) for important communication.

1. Use the following email address for paper-trailing: papertrail@9y.co

2. The address above is an alias of the management@9y.co. and therefore the same people are recipients

3. Everyone in the management group has to do create such a filter manually in gmail. This way its indicated that people do not need to take any immediate action, and they don't get distracted by these messages. See below.

4. Members of the management group can still read up on all important topics and stay on top of things even if the responsible person is not available.

5. If you want people to be more directly involved, you can additionally add specific people on CC as well of course!

To keep people in the loop is vital for obvious reasons:

• Avoid the situation where only one person has important information (especially for topics like budgets, financial penalties, timelines). Keyword truckfactor.

• Avoid the situation where people realise afterwards "why did you not mention that beforehand, I would have had INPUT XYZ on this topic".

• Enforce the 4 eye (or more) principle for important topics, because nobody is perfect and mistakes can happen.

How to keep people in the loop

Via Email: CC/BCC people into your conversations if its valuable for them to be in the loop on a specific topic.

To avoid some drawbacks of this transparency approach we should follow some ground rules for this.

1. The "I want you to definitely see this approach": Put people directly on CC on emails only where it makes sense. E.g. it effects them in some way and you want them to know about this.

2. The "I want to silently keep you in the loop approach": If important communication is going on we want to collect a papertrail, in a less intrusive way. In those cases please user the papertrail@9y.co address in CC/BCC.

Slack: Prefer conversations in slack channels and only use private messages if the matter is not suited for any channel or should be private. Use threads in Slack to avoid long streams of different conversations.

Creating a filter in Gmail so that papertrail@9y.co works as intended and you don’t get spammed.

@Management: Please set a filter for papertrail messages in 3 steps:

1. Open the settings in Gmail

2. Switch to the tab: Filters and blocked addresses

3. Select: Create new filter

4. Define filter criteria: In "Include the words" define a filter for to:(papertrail@9y.co) OR cc:(papertrail@9y.co) OR bcc:(papertrail@9y.co)

   1. Select: Continue

5. Select actions

   1. Skip the inbox (Archive it)

   2. Never send to spam

   3. Optionally you may also apply a label of your choice.

6. Apply the filter

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1. Open settings in Gmail

2. Switch to the tab: Filters and blocked addresses

3. Select: Create new filter

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4. Define filter criterea

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