email etiquette for students and young pharmacy professionals … · email etiquette guidelines:...
TRANSCRIPT
Email etiquette for Students and Young Pharmacy Professionals
THURSDAY 20 AUGUST 2020
19H00
Organised by the PSSA Profess ional
Development and Suppor t in assoc iat ion
with Pharmacy Deve lopment Academy
Meet your team of speakers:
Dr Mariet J Eksteen
PSSA Professional
Development and Support
Ms Michaela Palmer
BPharm IV – University of the
Western Cape
Ms Christine Venter
Managing Director: Pharmacy
Development Academy
How to operate GoToWebinar:
Control panel Audio and visual only,
microphone automatically muted
Questions Type your question during the presentation in
the question section
Objectives of this Webinar:
Understanding what could be seen as unprofessional communication
Familiarize yourself on general email
etiquette principles
Learn how to write a professional email
Evaluate examples of unprofessional
communication and how to improve communication
CPD compliance for pharmacists:
Only applicable to pharmacists:
PSSA NW branch developed a template members can use to complete their CPD during CPD events
This template makes recording of CPDs on SAPC online system much easier
Template will be available for download
Optional extra: How to record this Webinar as a CPD
event!
Participate in the Poll:
HOW
PROFESSIONALLY
DO YOU THINK YOU
CURRENTLY
COMMUNICATE VIA
EMAIL?
Set the scene:
Why is it that young professionals
approach formal communication in
an informal fashion?
Overview of email etiquette
❖Email etiquette can be defined as the principles of acceptable behaviour that professionals should use when
writing or answering email messages.
❖Email etiquette in your professional email communication reflects on both the organisation you are associated
with and on you personally.
❖Three important rules when approaching emails.
Professional Efficient Liability
Email etiquette guidelines:
SEND or REPLY
▪Sending respectful and professional emails will receive a more
favourable response than an abrupt, carelessly written one
▪Do not forget to say PLEASE and THANK YOU
▪Your email should not be longer than 1 screen (if you need to scroll
down, it is way too long)
▪Spell check your emails before sending
▪Remember: a SENT email cannot be UNSENT
▪Reply to emails in a timely fashion (within 24 hours)
▪Posting or forwarding of private email is copyright infringement -- not to
mention downright rude. You need permission from the author first!
▪Even though it is not right; emails are forwarded to others. Keep this in
mind when typing about emotional or controversial topics.
▪ Take the time to review each email before clicking “Send” to ensure
your message is clear and you are relaying the tone that you desire.
Email etiquette guidelines: RECEIVE
▪Establish some sort of organised filing system for sent and
received emails
▪When there is a misunderstanding by email, do not
hesitate to pick up the old-fashioned telephone to work
things out!
▪If you cannot respond to an email promptly, at the very
least email back confirming your receipt and when the
sender can expect your response.
▪Before getting upset because you perceive someone did
not respond, check to see if their reply was inadvertently
deleted or sent to your “Trash” or “Junk folder”.
Email etiquette
guidelines: GENERAL
Use separate accounts for personal and business emails
DO NOT ASSUME PRIVACY
Formality is in place as a courtesy and reflects respect. Assume the highest level of formality with new email contacts until the relationship dictates otherwise. Refrain from getting too informal too soon in your email communications.
Take a quick look at the emails in your Trash before you delete them just in case a good email landed there by mistake.
Reflection:WHAT STOOD OUT
FROM THIS
SECTION?
Writing an email
The heading
The message
Prepare to send
The heading
The message
Salutation
Body paragraph
Closing
Salutation
Body paragraph
Closing
Formal greetings such as:
“Good morning Mr./Ms. Venter.” or
“Good afternoon Michaela”
“Good morning Dr M.J Eksteen:
No informal greetings such as:
“Hi”
“Hey”
Salutation
Body paragraph
Closing
1. Be specific but concise, don’t use generic words
2. If the message is time sensitive or high priority, indicate it.
3. Be careful about words that may be caught by junk mail filters
4. Check your spelling!
DO NOT:
• Underline words
• Make them bold
• WRITE IN CAPITAL LETTERS
• Emphasise word by using colours such as red
• Use exclamation marks!!!!!
Salutation
Body paragraph
Closing
1. Add closing remarks
2. Add an email signatory
Prepare to hit “send”
Do you have an informative subject line that reflects the message?
Have you used proper sentence structure?
Remember the difference between formal and informal
Always proofread and check spelling and grammar
Don’t hesitate to say “thank you”
Prepare to hit “send”
Type in complete sentences
Read your email out loud
Stay focuses, to the point, professional and respectful
Avoid emotionally charged emails
Avoid bulky attachments - your mail can end up in spam
End email with “Thank you”, “Sincerely”, “Best regard”
Practical examples
Some examples…of what not to do..
I should have responded…
Example 2:
How I should have responded…
Recording of this
Webinar:
This webinar is recorded (visual and audio)
Link will be communicated to you via PSSA Newsletter
The presentation will be uploaded on the PSSA website
Question and Answer session:
Optional extra:CPD for pharmacists
Identify Identify a learning need
CompleteComplete step 1 and 2 of the 4-step CPD
cycle BEFORE CPD event
AttendAttend CPD event, make notes, identify
how to adapt professional
behaviour/practice
CompleteComplete step 3 and 4 of the 4-step CPD
cycle AFTER CPD event
KeepKeep record of training e.g. notes,
initiatives, emails, new
documents/guidelines
How to identify a learning need?
Planning your CPD activity
Implementation of learning
Evaluation of my learning
Thank you