Email etiquette

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Email is quick and easy means of communication. Here are some acceptable email etiquette guidelines to follow:

  1. Write a meaningful subject line - where possible it can include the whole message.
  2. Be concise and to the point: do not make an email longer than it needs to be
  3. Don't use "high importance" each time. The person on the other end will eventually prioritize your emails as "just another email." Use high importance/priority sparingly as it will lose value.
  4. Use a meaningful subject.
  5. Use proper spelling, grammar and punctuation
  6. Do not write in CAPITALS: If you write in capitals, it seems as though you are shouting
  7. Read the email before you send it
  8. Whenever possible write the message in the body of the email and avoid unnecessary attachments when appropriate.
  9. Be kind and polite.
  10. Avoid using email stationary and fancy signatures. It not only detracts from your message; many people consider it to be unprofessional and against the rules in #Email Signatures.
  11. Please do not to open attachments from unknown senders unless it involves work messages (i.e. SuccessFactors™)
    • if it's from them it's not unknown... and a lot of attachments that are infected do come from people you know. Should we talk about how not to be scammed instead? A lot of that is a workplace culture thing. I suspect if many of our staff receive strongly worded emails from physicians they will comply even if they have concerns about the request. So, inroads for anyone impersonating a physician. How do we fix that? Probably not something for this page...
  12. Select a secure password and do not share it
  13. To prevent a full mail box: Recommend Setting up an Outlook email archive, another option is to delete emails after they are read and dealt with and empty deleted/sent items each time you access your emails.

Usage of Shared Health Email:

  1. Shared Health email is not for personal use
  2. Staff should be aware that all Email is considered public information and is accessible under FIPPA; therefore, caution and discretion should be exercised
  3. Personal Health Information should not be transmitted via email, only inside correspondence is allowed.

Email Signatures

Shared Health

Email signature:Shared Health branding document states all signature lines should be as below in Calibri, font size 11

  • Name, Credentials
  • Title, Department or Unit Name | HSC Winnipeg
  • Shared Health
  • Location: Location name (as on signage) | Zone and Level, Room # (this is your location at HSC, not the mailing address)
  • Mail: Room # - 820 Sherbrook St, Winnipeg MB R3A 1R9 (NB: all mail for the entire HSC campus is addressed to 820 Sherbrook St. for central Mailroom distribution)
  • Email | Phone | Mobile | Pager | Fax (only your relevant/preferred contact numbers)
  • Web site(s)
  • Upcoming absence notification (optional)

Here is a sample signature:

  • Jane Doe
  • Communications Specialist | HSC Winnipeg
  • Shared Health
  • Location: Communications | Orange Bison Level 2, MS251
  • Mail: MS251 - 820 Sherbrook St, Winnipeg MB R3A 1R9
  • Phone: 204-787-XXXX
  • Fax: 204- 787-XXXX
  • |
  • Planned absence: December 22 through January 4

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