Communication & E-Mail Etiquette
Communication between the Martial Arts Program staff and the instructors/coaches is very important to the running of the Instructional Programs Unit. The Martial Arts Coordinator will communicate with you primarily through email. It is important that if you have information or requests/questions that you send them via email. Voicemails may not be received in a timely manner, so please do not leave important messages at his number, (310) 206-5612. If you speak with the Martial Arts Coordinator in the hallway, after your class, or in passing anywhere, then any important information from that conversation will need to be followed up on with an email. As there are 20+ instructors and coaches, and 60+ professional staff within the UCLA Recreation Department, email is the only way that the Martial Arts Coordinator can filter and prioritize those topics that need to be taken care of in a timely manner.
To be clearer our expectations of communication from you see the bullet points below:
What you can expect of UCLA Martial Arts Staff:
Email Etiquette
Today, business e-mails have become a routine in the work schedule. Writing a professional email is not difficult, but it is highly important to follow email etiquette to remain professional and concise. Follow the following instructions to write a proper business email:
Today, business e-mails have become a routine in the work schedule. Writing a professional e-mail is not difficult, but it is highly important to follow proper e-mail etiquette so that your e-mail conveys the necessary information without any misunderstanding. Remember that business e-mails are different from your casual e-mails. They should be precise, crisp, to the point, and easily understandable by the recipient. A badly written e-mail may hamper not only the image of the individual sending it, but also of the organization they belongs to. It cannot be stressed enough how important e-mails are in the workplace. It is used on a day-to-day basis throughout all units of UCLA Recreation. Here are some pointers to help you write effective emails:
Write a meaningful subject line
Communication between the Martial Arts Program staff and the instructors/coaches is very important to the running of the Instructional Programs Unit. The Martial Arts Coordinator will communicate with you primarily through email. It is important that if you have information or requests/questions that you send them via email. Voicemails may not be received in a timely manner, so please do not leave important messages at his number, (310) 206-5612. If you speak with the Martial Arts Coordinator in the hallway, after your class, or in passing anywhere, then any important information from that conversation will need to be followed up on with an email. As there are 20+ instructors and coaches, and 60+ professional staff within the UCLA Recreation Department, email is the only way that the Martial Arts Coordinator can filter and prioritize those topics that need to be taken care of in a timely manner.
To be clearer our expectations of communication from you see the bullet points below:
- Email is the first form of communication. I expect you to check the email address you gave us every other day.
- Simple questions that do not specifically require the Martial Arts Coordinator’s input can be sent to martialarts@ucla.edu
- Simple questions that do not specifically require the Martial Arts Coordinator’s input can be sent to martialarts@ucla.edu
- The Martial Arts Coordinator’s personal cell number (812) 320-4084 should only be used in an emergency (injuries in class, you are unable to make your class that day etc…)
- Texting the Martial Arts Coordinator first is always best (I may not be able to answer a call). Include your name in the text in case I do not have your number saved.
- Conversations on the phone and in hallways or corridors MUST be followed up with an email.
- If you receive an email that requires action from you, I expect that to be followed through in a timely manner.
- If you receive an email that requires a reply and/or I expect that reply in 3 business days or sooner and the action step within the timeline discussed.
What you can expect of UCLA Martial Arts Staff:
- We will do our best to respond to questions/requests in a timely manner. Please feel free to re-contact if you do not hear back within 3 business days.
- Sometimes you will respond to a request from us and we will not confirm that response. With over 20 employees this is not always feasible.
- There is not always someone in the office; we do not have staff that work the entire business day. During the quarter the Martial Arts Coordinator is rarely in the office in the afternoon due to teaching and other meetings/programs. Keep this in mind when attempting to contact us.
- Positive and courteous communication on all issues is expected. If you do not receive this from anyone, please let the Martial Arts Coordinator know.
Email Etiquette
Today, business e-mails have become a routine in the work schedule. Writing a professional email is not difficult, but it is highly important to follow email etiquette to remain professional and concise. Follow the following instructions to write a proper business email:
Today, business e-mails have become a routine in the work schedule. Writing a professional e-mail is not difficult, but it is highly important to follow proper e-mail etiquette so that your e-mail conveys the necessary information without any misunderstanding. Remember that business e-mails are different from your casual e-mails. They should be precise, crisp, to the point, and easily understandable by the recipient. A badly written e-mail may hamper not only the image of the individual sending it, but also of the organization they belongs to. It cannot be stressed enough how important e-mails are in the workplace. It is used on a day-to-day basis throughout all units of UCLA Recreation. Here are some pointers to help you write effective emails:
Write a meaningful subject line
- This helps when searching for the email at a later date and for putting context to the email, if you reply to an old email remember to ensure the subject line is pertinent to the main body of the message.
- Identify yourself and the purpose of the e-mail clearly
- Remember that professionals in every field usually get hundreds if not thousands of emails per week, and they need to be able to get what information they need from your email quickly and concisely.
- Sometimes large attachments clog up email accounts. If you can turn the file into a link (using several online programs) or show them where to look for the file itself, sending large emails can be avoided.
- Take the time to make your e-mail look professional and structure it so that is can easily be read.
- Respond promptly
- 3 business days is typically the max it should take to respond to an email, unless it has a longer deadline for the action items. If the email just requires a quick response, then this becomes a shorter time frame.
- Instructors are expected to check their email every other if not every day.
- Do not use all capital letters in an e-mail, as it is the equivalent to yelling or shouting.
- Remember to thank someone if they have provided you with any service/information or help. This is imperative when working closely with various departments or different people.
- Sometimes this is hard when you want to send a lot of information. It is best to spread out various topics into separate emails with different subject lines.
- While the improvements in technology have made communication a lot quicker and much more efficient, when sending a professional email try to think of how you would write a letter.
- Start the email with a greeting to the recipient and introduce the topic, structuring it so action items or important information is clearly seen.
- Clearly state your objectives/questions in the main portion of the email.
- Ask if there are any questions or concerns.
- Finish the email with a farewell and thank you.