Email is quick and easy means of communication. Here are some acceptable email etiquette guidelines to follow:
- Write a meaningful subject line - where possible it can include the whole message.
- Be concise and to the point: do not make an email longer than it needs to be
- 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.
- Use a meaningful subject.
- Use proper spelling, grammar and punctuation
- Do not write in CAPITALS: If you write in capitals, it seems as though you are shouting
- Read the email before you send it
- Whenever possible write the message in the body of the email and avoid unnecessary attachments when appropriate.
- Be kind and polite.
- 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.
- 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...
- Select a secure password and do not share it
- 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:
- Shared Health email is not for personal use
- Staff should be aware that all Email is considered public information and is accessible under FIPPA; therefore, caution and discretion should be exercised
- Personal Health Information should not be transmitted via email, only inside correspondence is allowed.
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
- www.hsc.mb.ca | www.sharedhealthmb.ca
- Planned absence: December 22 through January 4
University of Manitoba