One of my recent discussions on governing distribution lists (DLs) revealed no clear guidelines for governing a distribution list. I may be wrong, but all the articles I read discuss GDPR compliance for email lists. Those are more geared towards email marketing or external communication.
How about an internal distribution list?
Many organizations use distribution lists for their internal communications, especially HR updates, department updates, newsletters, target group communications, etc. Those communications can be sensitive or nonsensitive. After several discussions with distribution list managers/owners, users and administrators, I got many pain points to work with. Those include
- Difficulty in Identifying the Correct Distribution List
- Unable to identify Distribution List Owners to add or remove members
- No documentation or training was provided to manage DLs
- Ineffective knowledge transfer by DL owners left the organization
- No governance or reporting for DLs
- Inability to create a Dynamic distribution list
These are a handful of pain points that need to be addressed for a good DL governance framework. There are many others, which are organizational or tool-specific. I want this to be written from a generic perspective and used as a baseline. Here are some of my recommendations based on my research and discussions.
DL Creation and Configuration
Standardization: To maintain consistency, use standardized naming conventions and hierarchical structures for DLs. Standardizing naming conventions and structures for Distribution Lists (DLs) helps consistency across the enterprise, making it easier to manage and identify DLs efficiently. This approach reduces confusion, enhances clarity, and supports streamlined administration and communication.
Standardization includes naming format,
Example formats:
Org_Dept_Function_GroupName, (ABC_HR_Payroll_Updates)
Location_Department_Function (NY_Sales_Announcements)
Hierarchical Structure and Grouping.
Example formats:
Top-Level: CompanyWide_
Second Level: HR_, IT_, Finance_
Third Level: HR_Policies, IT_Support, Finance_Reports
Membership Management
Establish transparent processes for adding and removing members, including approval workflows for changes where necessary. Clear processes for adding and removing members from Distribution Lists (DLs), including approval workflows, ensure that membership is managed efficiently and securely, minimizing the risk of unauthorized access. This structured approach promotes accountability and compliance with enterprise policies, enhancing overall governance and communication effectiveness.
Define Ownership Roles
DL Owners: Designate specific individuals or roles as DL owners. Owners manage the DL, including membership changes, configuration updates, and policy adherence.
DL Administrators: Assign DL administrators with the authority to perform high-level management tasks, such as creating new DLs, configuring settings, and overseeing compliance with access control policies. (A third-party tool may be required)
DL Governance Policy
Governance Policy is a critical aspect of Distribution List (DL) management, ensuring that DLs are created, modified, and retired in a structured and consistent manner. Well-defined policies help maintain standards, support effective communication, and determine if compliance with security and governance requirements. The main objectives of policy creation include establishing consistent procedures for creating, modifying, and retiring policies with clarity and consistency while adhering to regulatory and enterprise standards.
Regular Reviews
Regular reviews are essential for maintaining the security and effectiveness of Distribution List (DL) management. These reviews help compare compliance with established policies, identify vulnerabilities, and confirm recommended practices for managing DLs.
Documentation and Training
Documentation is crucial for effective management of Distribution Lists (DL). It confirms consistency, aids in troubleshooting, and supports compliance with policies and regulations. Documentation also documents DL configurations, policies, and procedures, enabling efficient management and governance. Training ensures that Distribution List (DL) administrators and users are well-informed about governance policies, security practices, and the tools used for DL management. Regular training helps maintain effective DL management, policy compliance, and secure DL handling.
Compliance and Reporting
Distribution List (DL) compliance and reporting involve systematically monitoring and evaluating DL management practices to ensure adherence to established governance policies and requirements. Regular reporting on DL usage, membership accuracy, and compliance status enables enterprises to identify potential risks and implement necessary improvements, ultimately enhancing data security and communication effectiveness.
Centralized Control
Centralized control for Distribution Lists involves managing all aspects of DL administration from a single platform, enhancing efficiency, visibility, and control. The enterprise can streamline DL management, reduce administrative overhead, and maintain accurate and up-to-date membership records by selecting an appropriate management tool, configuring centralized control, and establishing transparent processes.
Gartner consultants also provided some critical Recommendations to perform an analysis of existing DL Usage. which i will cover in the next blog
Some references which i went through for the research
| Title | Source |
| Keeping Your Team on the Same Page with Internal Communications Governance | Link |
| 7 Employee Distribution Lists Every Internal Communicator Needs | Link |
| Internal Email Benchmark Report 2023 | Link |
| Internal Email: Everything You Need to Know | Link |
| Employee Distribution List Examples: Outlook and Gmail | Link |
| Email Distribution Lists Guide: Boost Workplace Communication & Engagement | Link |
| 4 ways to manage group emails and distribution lists | Link |
| Email List Management Best Practices: Your 2023 Guide to Maintaining a Healthy Email List | Link |
| Best Practices for Email Distribution Lists | Link |
| 10 Email List Management Best Practices + Reliable Tools | Link |
