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10 Communication Expectations

Responses to Emails and Assignment Feedback

I will generally respond to your emails within 24-36 hours during the weekdays. For weekends and holidays, it may take a little longer but usually within 48 hours. For general class questions, (e.g., when is something due? I’m having a problem with this practice activity…, how do I send an email through Moodle ISU?) please post them in the Course Questions forum. You will receive feedback on your assignments within one week of submission.

Online Etiquette (Netiquette)

Most, if not all, of the communication in this course will occur online. It is sometimes difficult to remember that there are real people reading our messages. Words can mean many things, and what we intend to say is not always what others hear. This is especially true of “online communication” where others do not have the opportunity to see your “body language” or hear your tone; therefore, they have a greater possibility of misunderstanding what you truly mean. For those reasons, users of the Internet have come up with guidelines for net communication aimed at lessening the chances of miscommunication and perceived disrespect.

You are expected to communicate in a professional manner in all your assignments, forum posts, and emails. This includes complete sentences, correct grammar, and complete context. For example, when emailing, include the course prefix and number, dates/times as appropriate, and a complete description of the issue or question. In discussions, your post should include connections to the conversation.

Discussion, chat, and e-mail are for class purposes only, unless otherwise stated. Please remember to conduct yourself collegially and professionally. Unlike in the classroom setting, what you say in the online environment is documented and not easily erased or forgotten.

Please, follow these guidelines in all of your online responses and discussion groups:

  • Avoid using ALL CAPS, sarcasm, and language that could come across as strong or offensive.
  • Use proper punctuation, and grammar, and be sure to edit your contribution before posting.
  • Read all posts before posting your responses to discussion topics to avoid unnecessarily repeating information.
  • Focus on one topic at a time when posting to discussions.
  • Remember that unlike in face-to-face learning environments what you say in discussions and chats is documented and available to be revisited. Choose your words and discussion topics carefully.
  • E-mail should only be used for messages pertaining to the course. Please refrain from sending forwards, jokes, etc. within email.

Please, follow these guidelines in all of your online web conferencing sessions:

  • Make sure you’re muted when not talking.
  • Be yourself and respect others.
  • Ask questions using chat.
  • Use reactions to engage with your class.
  • Think before you write.
  • Utilize the raise your hand feature if wanting to ask a question live.
  • Set up an intentional space where the class is going to happen.
What to do if you’re having a problem or conflict:

Contact me to schedule an in-person meeting to discuss, in a calm and factual way, the nature of the problem. Electronic mail can be effective for many types of communication; it is not necessarily the best forum, however, for dealing with conflict or for airing and solving problems.

 

Etiquette rules for communicating in the workplace.

Below are some useful tips to use in your emails for years to come!!

  1. Email Response: Don’t respond to an email when you are emotional! Take a step back, compose yourself, get outside advice, or sleep on it. You’ll come back refreshed and with a clear mind, ready to craft a balanced and professional email without the emotions attached.

  1. Salutation: A salutation is a professional greeting such as Dear Professor XXX, Greetings Professor XXX.

  • When choosing a salutation, consider the audience. Your greeting sets the tone for your email, so choose it wisely.

  • Do not use first name only with an individual in a position of authority unless invited to do so. For example, you would address faculty as Professor Name.

  • Never use greetings such as, “Hey”, “Howdy”, or other slang.

 

  1. Subject Line:

  • Make sure your subject line is clear. In the event you have no subject line, emails will not be answered.

  • Appropriate subject lines give the theme of the email and gives faculty an idea of the importance of your email. Make the subject line as specific as possible. Invest an extra minute in a specific subject line, and it may make the difference between being ignored and answered quickly.

  • Most professionals receive numerous e-mail messages each day, yet they may have little time to respond. Many people prioritize answering e-mails based on the subject line. A blank subject line is not useful to the reader.

 

Here are a few examples of ineffective and effective subject lines:

 

Ineffective Subject lines

Effective Subject Lines

Question

Question about Application Module 2 Activity #1

Request

Recommendation Letter Request

Class

Missing Class Due to Illness

Meeting

Meeting with you for extra help after class 1/28/20

Thank you

Thank you for the resume review

Late

Coming to class at 11:00am -1:00pm

Early

Leaving class at break 10:00am

 

  1. The message: Follow a proper email format.

Keep it brief and to the point. It is wise to follow the correct email format:

  • Subject line: describe what the email is about in a few words.
  • Introduction: state the purpose of the message, mention the recipient’s name, and add a proper greeting.
  • Body: Write the main message and supply the necessary details. Always be courteous and kind.  Use words such as, “Please” when asking for help and “Thank-you” when someone has given you the gift of their time. Always recognize when someone has taken time out of their day to help you.
  • Conclusion: Close with a courteous statement. Include your name, surname, company name and sign-off.  Avoid stream-of-consciousness messages. In other words, don’t just write words as they come to you; read it from the recipient’s perspective and edit accordingly before you click “send.”

5.  Tone of email: Watch your tone and be respectful, especially if you’re frustrated when you send an e-mail. Here are some useful tips!!

    • Poor Tone: “I tried to access the link to the Opposing Viewpoints database you recommended, but it won’t go through! How am I supposed to complete this assignment?!”

    • Diplomatic Tone: “I tried to access the link to the Opposing Viewpoints database, but I got a message that the server was unavailable. Is there a different database with similar information that I could use?”

    • Unprofessional Tone: “Sorry for submitting the components of the internship application separately. The requirements were really hard to find on your website, and I just now realized that I hadn’t submitted one of them.”

    • Professional Tone: “Attached is the personal statement required for the internship application. I sent the personal information form and recommendations on May 4, so this submission should complete my file.”

    • Do not use phrases such as: “everyone is”, or “it’s not just me”. Emails should specifically address the question that YOU have. Please do not speak for everyone.

    • Do not use threatening language such as: “if this is not addressed I will go to the dean” Emails that are received containing threatening language will be forwarded to the Director of Nursing Programs and the Dean of Students for review of code of conduct concerns.

  1. Formatting and Other Thoughts:

    • Use proper paragraphing or bullet points. Many writers make the mistake of lumping all the content of an e-mail message into one long paragraph. Short paragraphs or bullet points lend themselves well to skimming, a practice that most e-mail readers use.

    • Add a space between paragraphs to provide a visual clue as to where a new message starts.

    • Use Standard English. Text language is unacceptable.

    • Run a spell-check. In fact, consider writing important or lengthy messages in a word processing program. When you’re satisfied with the draft, you can copy and paste it to the email program.

    • Make sure that any attachments you intend to send are truly attached. Also, refer to the attachment in the message itself to alert the reader to its presence.

    • E-mail is an excellent academic and professional tool you as students can use to your benefit. Extra time spent crafting effective e-mail messages is an investment in a practical and valuable communication skill.

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