mail

Communication

ExpedientMessage is short or

informationalCommunicate with

multiple persons at the same time

Setting up meetings

Why and When to Use Email

Communication is personal or of a sensitive nature

Highly detailedWhen the

communication requires a back and forth conversation

When Not to Use Email

You receive an email that is not intended for you Contact the person who sent it and inform them that you

were not the intended recipient You accidently send an email to the wrong person

Recall the message and apologize for any inconvenience Someone takes offense at something you wrote and responds

to you and also cc’s your supervisor/others Pick up the phone and talk to the person you sent your

message to. Clear up any misunderstandings. Let your supervisor be aware of your conversation.

You take offense at something someone wrote or sent to you Pick up the phone to clear up any misunderstandings or

intentions. A “Nasty Gram” develops

Pick up the phone and discuss your differences, if necessary, involve your supervisor in the conversation

What To Do When…?

Write well-structured emailsUse a subjectUse complete sentences and always check

spelling, punctuation, and grammarShow respectDo not write in capital lettersCheck to see that all recipients are intended

Email Best Practices

Answer within 24-48 hoursRetain original email threadAvoid “nasty grams”Do not forward or reply to spam – alert IT if

an email is suspectOnly write content that could be displayed on

a public notice boardKeep in mind Centenary College’s policies as

they relate to email communication

Email Best Practices, cont.

“If E-mail had been around before the

telephone was invented people would have said "hey, forget e-mail - with this new telephone invention I can actually talk to

people”

Questions or Comments?