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Communication
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ExpedientMessage is short or
informationalCommunicate with
multiple persons at the same time
Setting up meetings
Why and When to Use Email
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Communication is personal or of a sensitive nature
Highly detailedWhen the
communication requires a back and forth conversation
When Not to Use Email
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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…?
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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
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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.
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“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”
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Questions or Comments?