Below is a set of guidelines for email correspondence and general communication during the production of emerge. Please read carefully:
Emails for the project to anyone outside of TWS: Please CC the Publisher, Andrew Chesham (firstname.lastname@example.org), in on the email.
The need for timely, clear, and concise communication on a project like this cannot be overstated.
Ensure that your e-mails have subject lines, and that the subject lines are as specific as possible so that they will make sense to the recipient(s) beyond the short term. Each student receives many e-mails over the course of the project, so a subject line like “emerge” or “meeting” is not helpful. It is often necessary for a student to search his/her emerge e-mail folder to find a specific conversation from weeks or months ago; the more specific your subject line, the easier this will be.
If your e-mail is time-sensitive or involves a deadline, include that information in the subject line (e.g., “Coordinators Meeting May 15, 3 p.m., HC 2105.”).
CCing recipients: Often a team manager will, for the sake of following procedure and/or keeping everyone in the loop, ‘cc’ people in on an e-mail even if its content is directed only to one or two of them. When you send an e-mail to more than one person, indicate clearly whose input you are seeking in regards to which issues. If you require a response from everyone, say so. If, on the other hand, you want everyone to be aware of the content of your note but are only looking for a reply from certain specific people, make that clear so that those who are uninvolved in the situation don’t feel compelled to take the time to reply.
Create a Folder: Most emerge-related communication happens by e-mail. It is highly recommended that all students create separate folders for emerge e-mail correspondence.
Courtesies / Conflict
Be polite. Saying “please” and “thank you” is an easy way to show that you value each other’s time and work.
Manners are particularly important in communications with the participants inside and outside of TWS who are involved with emerge. They may be doing extra work or taking extra time on projects to help us publish the anthology. Keep in mind at all times that you are working with these individuals as a representative of Simon Fraser University. Our production team, editors, designers, printer, students and event hosts deserve pleasant and courteous treatment.
Conflict may result when involved in a large, time-sensitive project with a diverse group of people. As the pace picks up, be sure to watch out for knee-jerk email responses. If a particular person or circumstance is irritating you, take a moment away from the situation to gather your thoughts. Phone your grandma. Reread all the funniest parts of Aeschylus’ Oresteia. Vent to your cat. Whatever it takes to ensure that when you return to the situation your response will be reasonable.
Using the Telephone: Sometimes a phone call is a faster and more reliable way to connect than e-mail. Speaking to someone in person can be the quickest way to clear up a misunderstanding or conflict.