Email etiquette

From U of M Internal Medicine Wiki

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

  1. Be concise and to the point: do not make an email longer than it needs to be
  2. Use a meaningful subject.
  3. Use proper spelling, grammar and punctuation
  4. Do not write in CAPITALS: If you write in capitals, it seems as though you are shouting
  5. Read the email before you send it
  6. Whenever possible write the message in the body of the email and avoid unnecessary attachments when appropriate.
  7. If possible write the message in the subject line
  8. Be kind, concise, and polite.
  9. Avoid using email stationary and fancy signatures. It not only detracts from your message; many people consider it to be unprofessional.

Usage of WRHA Email:

  1. WRHA 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
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Should not? I thought internal email was not OK for patient data?

  1. 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...
  2. Select a secure password and do not share it
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we have common practices and even a page on this wiki that instruct otherwise ( Program Administrator Sick Time) - how do we reconcile that?

  1. To prevent a full mail box: staff are encouraged to delete emails after they are read and dealt with and empty deleted/sent items each time you access your emails.
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Isn't the better alternative to help people Setting up an Outlook email archive and how to manage that? I almost never delete an email... User:Ttenbergen 14:39, 19 January 2019 (CST)

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How about reducing emails as a team. The Email Charter has some good steps, but we would need to agree as a team that these are good steps. Sometimes they mean changing our email behaviours in ways that may seem rude at first, but are actually in the interest of both sender and recipient. Are we ready to use emails better?