Communication Methods and Etiquette - patrick-shamberger/PHATE_Lab_Handbook GitHub Wiki
The communication mix (emails, slack, and texts):
Emails:
- Primarily gets used to communicate with colleagues, faculty, and staff outside of the group.
- Best for making a calendar invite.
- Are always proper, not casual.
Slack:
- The primary form of communication within the group.
- There are various channels with differing focuses (general, grad, social, and random).
- For specific topics, there are sub-group channels and direct messages to lab members.
Text Messages:
- These are used for urgent matters like lab safety issues, equipment scheduling, or pending deadlines.
Writing good emails/slacks/texts (ChatGPT):
Writing emails with the right tone is essential for effective communication. The tone you use should match the purpose of the email and the relationship you have with the recipient. Here are some tips on how to write emails with the right tone:
- Identify your audience: Consider who will be reading the email and what their expectations are. The tone you use with a colleague or a friend may differ from the tone used with a client or supervisor.
- Be professional: Even in informal settings, it's essential to maintain a level of professionalism in your emails. Use proper grammar, avoid slang, and always address the recipient appropriately (e.g., "Dear Mr. Smith" or "Hello Dr. Johnson").
- Be clear and concise: Keep your email focused and to the point. Avoid unnecessary jargon or overly complex language. A clear and straightforward message is more likely to be well-received.
- Use positive language: Choose words that convey a positive attitude and avoid sounding overly critical or negative. Positivity can help create a more open and receptive tone.
- Be polite and respectful: Show respect and appreciation for the recipient's time and effort. Use "please" and "thank you" when appropriate, and avoid using all caps (which can be perceived as shouting).
- Adapt to the relationship: If you're emailing a close colleague or friend, a more relaxed and friendly tone might be appropriate. For formal or professional emails, maintain a more reserved tone.
- Use empathy: If you need to address a sensitive or difficult topic, try to empathize with the recipient's perspective. Frame your message in a way that shows understanding and a willingness to work together.
- Avoid excessive use of exclamation marks or emojis: While an occasional exclamation mark or emoji can add a touch of friendliness, using them excessively may come across as unprofessional.
- Proofread your email: Before sending, take a moment to review your email for any typos, errors, or unintended tone. Reading it aloud can help you catch any issues with the tone.
- Consider the subject line: The subject line sets the tone for your email. Be mindful of what you include in it, as it can influence how the recipient perceives the email before even opening it.
- End on a positive note: Conclude your email with a friendly closing, such as "Best regards," "Thank you," or "Sincerely." It leaves a good final impression.
Remember that context matters, and there's no one-size-fits-all approach to email tone. Take the time to consider your relationship with the recipient and the purpose of the email to strike the right tone for each situation.