Mar 1

Asking Stakeholders for Timetabling Data – Your Handy Email Template

Chasing your colleagues for timetable data is a struggle we know lots of you face, which is why we've created this handy resource.
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Chasing your colleagues for timetable data is a struggle we know lots of you face.

Getting replies to your emails, and getting people to acknowledge and stick to your deadlines can feel like a hard slog.

They’re often dealing with busy inboxes so it’s understandable… but still frustrating when you have deadlines to hit too!

The trick is to keep your emails short and sweet, with a clear call-to-action and a strong subject line (to get them opened in the first place). Plus you want to sound assertive, without being too demanding or pushy.

Next time you’re up against it try this handy email template - and get eyeballs on your requests in no time.

This email template:

✔️Has a strong subject line to get people to open (rather than park) your email 
✔️Acknowledges your stakeholder is busy
✔️Clearly bullet points what they need to do (to save them time)
✔️Asks them to confirm they’re onto it!
✔️Has a friendly sign-off to show you appreciate their help.

You can amend the template as needed - the action points, for example, are just a guide.

 SUBJECT LINE: I need your help!

 Hi [Name],

I  hope all is well. It’s time to kick off the data collection process for [insert timetable detail], and there are a few things I need your help with to get started.

 I’m sure you’re busy and so I’ll keep the actions brief! You can find them listed below:

  • Please provide your class details via our online form, by clicking here (insert link) and by (add date).


  • Please detail your expected student numbers per module for the upcoming academic year, via the attached spreadsheet and by (add date).


Could you kindly drop me a line to confirm you’re working on these actions, and that you’re able to get everything back to me by the dates listed? 


If you have any questions, I’m very happy to arrange a quick chat.Thank you as always for your assistance!

Kind regards,

[Your name]

Give it a whirl next time you reach out to your stakeholders to save time and hit those deadlines!

Discover more top timetabling tips like this one…

When you join our Timetabling Basecamp. We run a workshop on how to manage and influence your stakeholders plus a whole host of others, spread over ten days and guaranteed to turn you into a timetabling rockstar.

✔️Solve timetabling problems in real-time
✔️Discover how to improve your own processes
✔️Learn alongside other timetablers all doing the same 

Tell me more about Timetabling Basecamp

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