This presentation will focus on email best practices and procedures in the workplace. Most of these are transferrable to personal email accounts as well.
I will be using humorous images and such from the internet to illustrate my point. Please feel free to laugh!
I highly suggest having a personal account separate from your work email. Things like jokes and religious or politically charged forwards are more appropriate from a personal account to other personal accounts, though you might consider being very selective about what you send out lest you offend or annoy anyone.
If you do forward emails along, make sure they are appropriate
FERPA - Family Education Rights and Privacy Act
guarantees them the right to inspect and review their education records, the right to seek to amend education records, and the right to have some control over the disclosure of information from those education records
If the student has not restricted access to directory (or public) information you may release limited information, including name, contact information, enrollment status and so on. If a student has blocked release of directory information, you may not release any information about that student.
Some information should not be given without written consent including grades, GPAs, details of registration information, credit information, and so on. For more information, see the FERPA links on your handout.
Has anyone seen the superbowl commercial where the guy thinks he’s hit ‘reply all’ on an email? *play movie*
The easiest way to avoid such terror is to be very careful about hitting reply all, as well as responding to d-list emails. Always check to make sure the person(s) you intend the email to reach are the only ones in the To (and copy) fields.
In the event that you send an email to an unintended recipient, you can email to apologize – but again, avoid if sending to the d-list or a large group of people.
Use the distribution lists with extreme caution and trepidation. Make sure you choose the right d-list so that the information you are sending gets to the right group, and insure that it is true college business
To the best of your ability, make sure the email you send is right the first time – nothing is more frustrating than someone sending out countless follow up emails to fix mistakes.
For d-list tips, see the Help Desk’s page; the link is in your handout.
If you have an attachment to share with your colleagues, especially if there are several people or you’d like to include it to a d-list, consider placing the file on shared disk space, sharepoint, or an online file storage space like Google Docs that would allow everyone to view.
Only one copy of the document exists, so if multiple people are going to provide input or make changes, you don’t have to keep passing around edited documents
It saves the college email servers tons and tons of space – you won’t get the warning to clean your email out as often, people on d-lists won’t be annoyed by your attachment, and server administrators won’t hunt you down in the night.