Colleagues,
Email is the college’s principal form of communication, especially now when many of us are not working on campus. During this difficult time and as we work collectively to move the college forward, we are relying more on electronic forms of communication. For your information and reference, Human Resources has compiled some tips you may find to be helpful when composing an email message.
Please refrain from practicing any of the following 11 “things” when composing an email:
- Never use email to avoid difficult conversations that should be held in person.
- Never try to resolve a conflict. If you have had two email exchanges and the issue remains unresolved, either pick up the phone or talk in person.
- Never respond to an email when you are angry. You cannot “unsend” an irate retort. Wait before you reply.
- Never forward others’ emails without checking all of the content. Avoid hidden negative remarks that may be contained in an earlier part of the exchange.
- Never use the “Cc” line as a weapon. Routinely copying superiors when sending a critical email may cause your colleagues to become resentful.
- Never assume that formatting remains the same. Fonts and symbols on your computer may not exist in a recipient’s software.
- Never forget to double-check the “To” line. It’s easy to type the first few letters of an email address and wind up with an unintended recipient.
- Never assume that others will appreciate your political, religious, humorous, or inspirational messages. Others may not share your views.
- Never broadcast others’ email addresses. Many people do not want their addresses shared with strangers. Just use the “Bcc” line on the message.
- Never fail to include a “signature” listing your phone number and address. People outside the institution need to know how to get in touch with you.
- Never “shoot yourself in the foot.” Never, never, never write anything in an email that you would not want to see in print, in court, or in your boss’s hands.
Truly, interpersonal communication is best when we can interact face to face or by telephone. The convenience of email, particularly during these trying times, is an invaluable communication tool as we collectively work toward a common goal. I hope you find the aforementioned suggestions helpful.
Stay well!
Clem Campana
Published: Fri, 24 Jul 2020 12:15:26 +0000 by c.campana