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When do you consider, is the best/worst day of the week for a PM to send out an email?

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George Lewis Program/Project Manager| DXC Technology Company Heredia, Costa Rica
When do you consider, is the best day of the week for a PM to send out a regular email?

When do you consider, is the worst day of the week for a PM to send out a regular email?
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Drew Craig Sr. Agile & Product Coach| Vanguard Philadelphia, Pa, United States
Jul 05, 2016 8:30 AM
Replying to George Lewis
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Andrew - Great input, very valuable direction in your comments.
Haha, I just read the linked article ... who knew there would be 'official validity' to my statement. Cool!
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Anonymous
What's the difference between contingency reserve and management reserve?
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1 reply by Rami Kaibni
Jul 05, 2016 6:18 PM
Rami Kaibni
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Madeline,

1- Contingency Reserve is the cost of the Known-Unknowns (Identified Risks) while the Management Reserve is the cost of the Unknown-Unknowns (Unidentified Risks).

2- Contingency Reserve is calculated based on risk identification and analysis and it is part of the cost baseline. It is an estimated figure based on Expected Monetary Value (EMV), or the decision tree method - (Cost Baseline = Cost Estimate + Contingency Reserve)

Management reserve is not an estimated reserve. It is a figure that is defined according to the organization’s policy. It is usually calculated as some percentage of the cost or duration of the project. (Project Budget = Cost Baseline + Management Reserve)

3- The Contingency Reserve is controlled by the Project Manager while Management reserve is not. It is managed by higher management. Whenever any unidentified risk occurs, the project manager has to get approval from management to use the management reserve.

Hope this helps.
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Rami Kaibni
Community Champion
Senior Projects Manager | Field & Marten Associates New Westminster, British Columbia, Canada
Madeline,

1- Contingency Reserve is the cost of the Known-Unknowns (Identified Risks) while the Management Reserve is the cost of the Unknown-Unknowns (Unidentified Risks).

2- Contingency Reserve is calculated based on risk identification and analysis and it is part of the cost baseline. It is an estimated figure based on Expected Monetary Value (EMV), or the decision tree method - (Cost Baseline = Cost Estimate + Contingency Reserve)

Management reserve is not an estimated reserve. It is a figure that is defined according to the organization’s policy. It is usually calculated as some percentage of the cost or duration of the project. (Project Budget = Cost Baseline + Management Reserve)

3- The Contingency Reserve is controlled by the Project Manager while Management reserve is not. It is managed by higher management. Whenever any unidentified risk occurs, the project manager has to get approval from management to use the management reserve.

Hope this helps.
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Nurlan Yelmuratov Technical Director, Business Development| BI Group, Energy Division Astana, Kazakhstan
Generally I think there is no a unified rule, it depends on one's experience and a common sense.
I personally think the best day to send a regular e-mail is the one that precedes the major scope of work for the week or after that (Monday, Friday).
The worse moment for it is in the middle of the intensive team work, which might distract the team.
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Christina de Vries Consultant & Coach| itacs GmbH Berlin, Germany
I think something is mixed up here in the discussion. Regular email doesn't mean there is an urgent matter. Urgent matters should be addressed asap, of course. And email is the worst medium as it is asynchronous communication (and it is communication by definition).
When synchronous communication is needed other ways like F2F, a call or instant messaging would be a better choice - whatever is considered appropriate in the culture, company, and team.

Bests!
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1 reply by George Lewis
Jul 06, 2016 3:01 AM
George Lewis
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Christina - Your approach is very interesting. I agree with most of it...

Given the fact that you state that email is indeed a form a communication, and that it is NOT an urgent matter. For a Project Manager, which day of the week do you consider is the worst to send out an email and which day do you consider is the best.

I like your reasoning, so I'll be looking forward for an answer.
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George Lewis Program/Project Manager| DXC Technology Company Heredia, Costa Rica
Jul 06, 2016 2:17 AM
Replying to Christina de Vries
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I think something is mixed up here in the discussion. Regular email doesn't mean there is an urgent matter. Urgent matters should be addressed asap, of course. And email is the worst medium as it is asynchronous communication (and it is communication by definition).
When synchronous communication is needed other ways like F2F, a call or instant messaging would be a better choice - whatever is considered appropriate in the culture, company, and team.

Bests!
Christina - Your approach is very interesting. I agree with most of it...

Given the fact that you state that email is indeed a form a communication, and that it is NOT an urgent matter. For a Project Manager, which day of the week do you consider is the worst to send out an email and which day do you consider is the best.

I like your reasoning, so I'll be looking forward for an answer.
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George Lewis Program/Project Manager| DXC Technology Company Heredia, Costa Rica
Jul 05, 2016 2:54 PM
Replying to Larry Miner
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I try to communicate based on the particular team and then the team members in them. This has worked for just a few people or 50 +. I pay attention to when I believe they read their email, or ask politely first if they have a minute, or I can see them at their desk, a half a world away, using IM lighting up as a reference point or know that they read theirs emails later in the evening or Sunday nights. Generally my aim is to get a response, an effort an action, as quickly as possible. On occasion if I get really pushy I'll email and then ask them via IM to check their email. Doubling up was a regular practice at HP.
Larry - got to your point.
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George Lewis Program/Project Manager| DXC Technology Company Heredia, Costa Rica
Jul 05, 2016 9:53 AM
Replying to Justin Wortley
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I prefer to send out all "context critical" but not "time-sensitive" emails on Monday between 10-11 AM. These are emails that people *need* to read, but might not have an immediate timeframe on having them read it. Things like status updates, and responses to inquiries, etc. This way most people have gotten their Monday morning emails/coffee out of the way and it's before lunch and you can be sure you get the necessary eyeballs on the content of your email.
Justin - You made me think of two additional questions, what's the best and worst time of the day to send it out.
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Michael Perdunn Principal| MKP Solutions Omaha, Ne, United States
George -
Good question. I assume you are talking about planned communication that will be distributed to a large(ish) audience, in which they will actually read it. Email is such a limited communication tool due to the amount of emails we all get. So, the essence of the question really speaks to cutting through that clutter and reaching your audience in a meaningful way.
Many organizations are moving away from email because of this huge limiting factor with email. You see more organizations using more social platforms, like Yammer, to create communities where communication can be targeted.
If email is your tool of "choice", creating a routine is important. A weekly/bi-weekly project email that highlights important information creates a routine that people become accustomed to. Since you control the timing, you can do it any day/time of the week. There are pros/cons for everyday. If you take a queue from social media, Thursdays and Fridays 1-3pm tend to provide traction for posts. These seems to speak to a time when people are more open to communication.
Hope this helps. It is a great conversation and there is no one right answer.
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1 reply by George Lewis
Jul 06, 2016 4:15 PM
George Lewis
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Michael - Not sure about your background, but this response speaks highly of the way you're able to summarize the topic... Awesome.

Do you mind me using your response as an explanation to my students? (crediting you of course)
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George Lewis Program/Project Manager| DXC Technology Company Heredia, Costa Rica
Jul 06, 2016 10:32 AM
Replying to Michael Perdunn
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George -
Good question. I assume you are talking about planned communication that will be distributed to a large(ish) audience, in which they will actually read it. Email is such a limited communication tool due to the amount of emails we all get. So, the essence of the question really speaks to cutting through that clutter and reaching your audience in a meaningful way.
Many organizations are moving away from email because of this huge limiting factor with email. You see more organizations using more social platforms, like Yammer, to create communities where communication can be targeted.
If email is your tool of "choice", creating a routine is important. A weekly/bi-weekly project email that highlights important information creates a routine that people become accustomed to. Since you control the timing, you can do it any day/time of the week. There are pros/cons for everyday. If you take a queue from social media, Thursdays and Fridays 1-3pm tend to provide traction for posts. These seems to speak to a time when people are more open to communication.
Hope this helps. It is a great conversation and there is no one right answer.
Michael - Not sure about your background, but this response speaks highly of the way you're able to summarize the topic... Awesome.

Do you mind me using your response as an explanation to my students? (crediting you of course)
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