Email

The memo for the computer age (yes, it’s that old)

Email is an electronic form of the old “office memo” from the age of typewriters and carbon paper. You may even recognize  terms like “cc” standing for “carbon copy” that used to be used for memos. But email, because it it so easy to access and use, has become a cross between an online chatting tool and a more formal written message — you’re just as likely to send a colleague a series of one-line back and forth comments as you are to send a formal message (just be careful not to confuse the two).

 

Considerations

This channel is best when…

  • providing directive, important, or timely information.
  • you need to share significant detail or background — attached documents are very useful.
  • decisions need a clear written record.
  • information needs to go directly to tightly targeted audiences.
  • urgent, time-sensitive, or immediate action is required.
  • sharing quick or ad hoc feedback within a small group.

When to change the channel?

  • Most, but not all of the UBC community uses email, so it’s important to know if it works for your audience.
  • Be careful with sensitive topics: without the benefit of personal interaction, email leaves us vulnerable to being misunderstood.
  • It is often better to put UBC- or public-facing information on one of our VPFO websites, where you can link to it. This keeps your email brief and allows related content to be updated as situations change.
  • Most email is not archived, so the message fades quickly with time.

Details

Email is used as a day-to-day form of communication for most of our UBC community. Most teams at UBC use Microsoft Outlook as their email client.

Resources

Everyone in the UBC community can have a UBC email account. Set-up information is available on the UBC IT website.
VISIT THE UBC IT WEBSITE
We’re all one team at UBC, so make sure you’re using your UBC email signature.
Visit The UBC Email Signature Generator