TECHNOLOGY TIPS
Changing
E-mail and Website Addresses
As organizations expand their on-line presence via e-mail and web, they may move to their own domain (e.g. axi.ca), thereby requiring web page address changes and/or e-mail address changes. Or, the domain may be changed to be more applicable for marketing, simpler to use, or as a result of a change in the Internet Service Provider or website host.
However, what often happens is that organizations simply make the change without dealing with how it affects members, customers, visitors, and other stakeholders.
Think of it in terms of moving physical offices. It is not enough to simply let your members and selected others know about the move, it is often necessary to have mail forwarded to the new location for a number of weeks or months.
In the case of e-mail, the organization should any or all of the following as appropriate:
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If there is advance notice, include the information about the impending change in every outgoing e-mail.
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If possible, retain the old address with an automatic response message (providing the new contact information) sent in reply to every message received at the old address.
In the case of web sites and pages, don't simply delete the old pages or sites. A good practice is to delete the content on the page, but retain a message about the new address. Better yet, the visitor to the page or site should be automatically forwarded to the new location. This is especially important given that there may be numerous locations on the web with links to your site. This forwarding feature is easy to implement.
In our experience with Canadian associations, many are providing no forwarding information for either web site or e-mail changes. Yet, they would never consider doing the same with a physical office move.
Technology has a significant role in
the work of association staff. The Technology Tips
focus on how individuals can manage using
technology rather than being managed by
technology.
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