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Branch: Feedback-Wiki Type: Help Information Intention: For Publication Read/Write Permissions: Open Access

Authors : 21.05.2009 - Christopher Dyer  -  Sci-Mate

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3 simple ways to reduce email while still benefiting from efficiently communicating important research results to the community:

1. Instead of answering a question, or entering into a discussing via email, try a discussion forum. Such discussions can be initiated by providing commonly sought after information, which can then be developed from various perspectives- not just a limited one-to-one email discussion. Its a good way to establish contacts with similar interests and to build up knowledge towards publication.
2. Instead of trying to keep track of document versions via email, information that is worthy of publication can be prepared cooperatively within the Wiki-Mate. Articles, theses, chapters, grants etc can all be prepared in open or closed groups. Instant global access to the latest working version of a document is available for all contributors with an associated Discussion Page. This not only avoids emails, but simplifies editing for senior authors. A versioning system allows all users to retrace, compare and restore earlier copies and identify individual contributions. Optional notifications- via email- can be useful at times, but such emails don't need answering.
3. If you have technology that other people email requests for or questions about, you can avoid the time spent dealing with these emails by providing information about the Item in the Mate (Add Item). This allows you to describe fully any technical or other details that others may be interested in, plus the conditions under which you would consider supplying it to others (including MTA of course). If you do then receive an email notification of a request it will be an informed request, which will more likely lead to productive application or development of your technology. After evaluating the request, you then simply click an option in the email to accept or reject. If accepted you will be supplied with clear instructions for sending and a legitimate record of the exchange to subsequently protect mis-use of your IP. Through similar notifications and approvals it is possible for researchers to easily distribute commercial materials and services through the site, in cooperation with technology transfer offices.

Engaging with these tools can reduce your email while increasing the level in which your information, services and technology is engaged in productive usages and ongoing develop. Not only should it reduce your email load, but it should reduce the need for others seeking such items to email others. Naturally, promoting the use of your ideas, and making them easily available provides them with a significant competitive advantage over alternative solutions, which helps ensures your success as a scientist.