mail

1. mail Communication

2. Why and When to Use Email • Expedient • Message is short or informational • Communicate with multiple persons at the same time • Setting up meetings

3. When Not to Use Email • Communication is personal or of a sensitive nature • Highly detailed • When the communication requires a back and forth conversation

4. What To Do When…? • 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

5. Email Best Practices • Write well-structured emails • Use a subject • Use complete sentences and always check spelling, punctuation, and grammar • Show respect • Do not write in capital letters • Check to see that all recipients are intended

6. Email Best Practices, cont. • Answer within 24-48 hours • Retain original email thread • Avoid “nasty grams” • Do not forward or reply to spam – alert IT if an email is suspect • Only write content that could be displayed on a public notice board • Keep in mind Centenary College’s policies as they relate to email communication

7. Food for Thought “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”

8. Questions or Comments?