Communications Tooling: Listserv

• Status: Accepted

• Last Modified: 2023-10-16

• Related Issue: #378

• Deciders: Lucas Brown, Andy Cochran, Billy Daly, Sarah Knopp, Sumi Thaiveettil

• Tags: communucations, open source, listserv

Context and Problem Statement

In order to foster an open and transparent communication with the public through newsletters and other proactive engagement, the project needs to select an efficient listserv tool. The challenge lies in identifying a platform that ensures accessibility, ease of participation, and comprehensive message archiving to engage the public effectively in project discussions. This decision must facilitate making it vital to strike a balance between features, user-friendliness, and the potential for creating a vibrant and inclusive community for the project.

Decision Drivers

Must Have

• Ease of use: this will be used by HHS, contractors, and the general public and should be user-friendly and easy for both administrators and users to navigate, set up, and manage.

• Security: The solution must prioritize strong security measures, consider encryption, user authentication, and protection against spam and phishing

• Cost: Evaluate the cost implications as this tool will be used by HHS, contractors, and the general public.

• Features: Consider features such as email list management, subscription options, message archiving, and customizable templates to meet the communication needs of your project.

• Scalability: Ensure the solution can handle potential growth in subscribers and messages as your project expands without sacrificing performance.

Nice to have

• Community engagement: Opt for a solution that encourages active participation, discussion, and collaboration within the open-source community.

• Open source: Consider a solution that aligns with the open-source philosophy of your project, allowing for transparency, customization, and community contributions.

• Customization: Choose a platform that allows you to customize the appearance and functionality of the listserves to match your project's branding and communication needs.

Decision Outcome

We selected Google Groups as it excels in ease of use, ensuring that both HHS staff, contractors, and the general public can seamlessly navigate and manage communications. The platform's commitment to security, encompassing encryption, authentication, and anti-phishing measures, meets our high standards. Moreover, Google Groups offers cost-effective solutions suitable for the diverse user groups of our project. Its rich features, including email list management, subscription flexibility, and message archiving, cater to our project's unique communication needs. With scalability to accommodate growth, it's well-equipped to support our expanding community. While not mandatory, the platform's capacity for community engagement aligns with our desire for active participation and collaboration. It's a highly favorable choice that complements the open-source philosophy of our project, permitting customization for a cohesive branding and an inclusive communication environment. The decision to opt for Google Groups assures that we have an efficient and versatile listserv platform to meet our project's diverse and evolving requirements.

Decision Considerations and Implications

We intend the primary focus of Google Groups to be as a channel to create discussion forums and online communities. Users can utilize it to post questions and exchange information and ideas. The channel should be used by users to post questions and exchange ideas and information.

If users have private questions, the Contact Us email at [e-mail] is the best method of communication.

The email marketing tool that we will select in the ADR: #590 will be used for individuals who wish to subscribe to Simpler Grants.gov newsletters. These newsletters are tailored for targeted messaging and notifications, including updates about the Simpler Grants.gov project.

Regarding Google Groups, it's important to note that if we plan to use individual emails from our Google Group to send newsletters, we must obtain explicit permission from users to send them newsletter notifications. Additionally, we should explore how we can import or integrate individuals who join Google Groups and wish to receive newsletters.

When implementing and using Google Groups (listserv), the 'Contact Us' option, and an email marketing tool, it's important that we clearly communicate the purpose of each tool and guide users on the best way to reach out to us, as there are distinct differences in their usage.

Positive Consequences

• User-Friendly Experience: Google Groups provides an intuitive and user-friendly interface, ensuring that both administrators and members can easily navigate and manage communications.

• Robust Security: The platform prioritizes security, offering features like encryption, user authentication, and protection against spam and phishing.

• Cost-Effective: Google Groups offers cost-effective solutions, aligning with the budget constraints of the project.

• Feature-Rich: Google Groups comes with a suite of features, including email list management, subscription options, message archiving, and customizable templates.

• Scalability: The platform can accommodate potential growth in subscribers and messages as the project expands without compromising performance.

• Community Engagement: While not a core requirement, Google Groups encourages community engagement, discussion, and collaboration within the open-source community.

• Open Source Alignment: The platform aligns with the open-source philosophy of the project, promoting transparency, customization, and community contributions.

Negative Consequences

• Dependence on External Platform: Choosing an external platform like Google Groups may raise concerns about dependence on a third-party service. This dependency could potentially result in disruptions if the service experiences downtime or policy changes.

• Privacy Concerns: Storing project communications on an external platform may raise privacy concerns, particularly for sensitive or confidential information.

• Limited Control: While Google Groups allows some customization, it may not offer the same level of control as an internally hosted solution.

• Data Migration Challenges: Transferring data to and from Google Groups may present challenges

• User Account Requirements: To participate in Google Groups, users typically need Google accounts. This requirement might exclude potential participants who do not wish to create Google accounts or who have restrictions on using Google services.

• Advertisement Display: Google Groups may display advertisements to users, which could be distracting or raise concerns about privacy and data usage.

Back-up Options

• Mailman:

  • Pros: Mailman is an open-source email list management software. It provides a highly customizable and self-hosted solution. It aligns with the open-source philosophy, promotes community contributions, and offers robust security.

  • Cons: Setting up and maintaining Mailman may require more technical expertise. The user interface may not be as user-friendly as some commercial alternatives.

• Microsoft 365 Groups:

  • Pros: Microsoft 365 Groups offers a comprehensive collaboration platform and is potentially used on the HHS side with other Microsoft products. It includes email distribution lists, calendars, shared documents, and more.

  • Cons: It is a commercial solution, and some features may be beyond the project's budget. Compatibility with non-Microsoft users could be a concern.

• Groups.io:

  • Pros: Groups.io is a platform designed to replace the functionality of Yahoo Groups. It offers a free plan and provides features for managing email lists and discussions.

  • Cons: It may not be as feature-rich as Google Groups, and the free plan may have limitations.

• Hosted Email Lists:

  • Pros: Some web hosting providers offer email list management tools with hosting plans. These can provide full control and customization.

  • Cons: The availability of such services can vary among hosting providers. It may require technical knowledge to set up and maintain.

Open Questions

• How will Google Groups integrate or be used with the email marketing tool that we will use in the future? This should be considered in the Email Marketing Tool ADR #590.