![]() "this matter should remain confidential among Executive Directors until such time as. Indicate confidentiality required in the email (e.g. (17) Provide clear instructions about dissemination of email content and any relevant consideration such as privacy. If you must attach a document, convert into a PDF file to reduce its overall size. If not, you may wish to consider embedding the content rather than attaching numerous documents. Before placing a hyperlink in your email consider whether the recipient(s) have access to that content such as a restricted folder on the S: drive or a restricted web site. I draw your attention to actions required to implement these changes as set out in the memo"). "The attached memo summarises important changes to the policy on xxxxx. (16) Where it is not appropriate to provide the content in the body of the email and an attachment or hyperlink to a site is necessary, the email message itself should, where possible, indicate very briefly what the content relates to and its importance (e.g. Don't use capitals as they are considered to be SHOUTING. (15) Be sparing in use of the red exclamation mark and only use this for genuinely urgent communications. Speak in the third person and do not include subjective or personal comments. (14) Remember to treat email communication like any other business document. Nomination for Conference - please respond by 31 July 2007). If there is a deadline for an action or response, include it after the subject (e.g. (13) Use the subject field appropriately, be clear and concise. (12) Where authorising an action, consider putting it in a clean, clear email. Sending a message(s) to multiple recipients if it could be better communicated if placed on a forum, webpage or posted on What's New or the the University Classifieds Interact Site. Including the original content when replying to a message Seeking automatic confirmation of the reading of a message by the addressees Sending electronic messages if a telephone call would be a more appropriate alternative. (11) Use discretion when: Forwarding or copying emails to one or more recipients. (10) Whether intended for an internal or external recipient it is recommended that signatures and disclaimers be added to the end of all emails as they may potentially be forwarded to external parties. For further information or advice contact the Division of Marketing and Communication and/or the Branding Officer in your area see. (9) Please refer to the the University Style Manual for standards on electronic messaging such as acceptable fonts, the use of backgrounds, signature details and disclaimers. (5) The Guidelines shall apply to all staff who use the the University's email service. (4) Email is considered a business document and, as such, can be accessed under the Freedom of Information protocols. ![]() Do not send anything in an email that you would not put in a formal letter. (3) Email is a professional means of communication that is the property of the the University. (2) These Guidelines aim to encourage good practice by reducing the overall volume of electronic messages by encouraging sensitivity and discretion. (1) These Guidelines have been developed to enhance the efficiency and clarity of electronic communication across the the University. It has been repealed and is no longer in force. ![]()
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