More email advice from children and family development minister Lesley du Toit: writing to her executive at the more reasonable hour of 6:48 in the evening, Ms. du Toit states "I have previously made this request and want to make it yet again...hopefully for the last time. Please do not e-mail me documents to see or approve. Send them through the required channels for me to read and approve." And what's the reason for this policy, you may wonder? "E-mail is not secure" - a demonstrable fact. And, evidently, Ms. du Toit has been working to find ways of managing her workload - with this being one of them. The following is a complete copy of that email.
From: du Toit, Lesley MCF:EX
Sent: Mon, October 9, 2006 6:48 PM
To: Ahmed, Sarf MCF:EX; Boon, Les N MCF:EX; Wilkinson, Craig W MCF:EX; Cunningham, Peter C MCF:EX; Dellert, Karen D MCF:EX; Doyle, Patrick J MCF:EX; du Toit, Lesley MCF:EX; Eamer, Chuck MCF:EX; Foxcroft, Debra MCF:EX; Gleeson, Kelly T PAB:EX; Hayman, Douglas MCF:EX; Hughes, Doug J MCF:EX; Knox, Donna L MCF:EX; MacMillan, Karen MCF:EX; Markwart, Alan MCF:EX; McCallum, Nikki MCF:EX; Sieben, Mark MCF:EX
I have previously made this request and want to make it yet againâ€¦..hopefully the last time.
Please do not e-mail me documents to see or approve. Send them through the required channels for me to read and approve. If there is urgency, then indicate that to Jason.Please let your staff teams know this so that they do not send me documents by e-mail.E-mail is not secure, plus I would prefer to see documents that have been signed off by you (when they are comingf rom someone in your team).
If it is just for my info, send to Jason or Karen to print out.If it is for my official sign off/approval please send through the official channel.[Documents should reach me at least two days before they are needed at the ministers office or your office. The ministers needs them two days ahead of his deadline. I do understand that these deadlines are not always possible, but lets keep trying.]
You may want to check on what you or your team have e-mailed me by way of documents this last week, because I am not giving them my attention until I receive them through the appropriate channels.
If I ask you to e-mail me a document for very good reason then it is of course OK. IF it is an emergency, then indicate that and use e-mail by all means.
Please remember not to hit the reply to all button unless essential for each person to see. Sometimes an e-mail discussion with me is appropriate and I will respect your judgement on this. We have been doing well on cutting back on e-mails generally, so thank you.
Please do raise this at the retreat if you have any difficulties with this approach.