Updated version of IHW email etiquette and guideline now available
Published: 21 October 2021
We have recently made some changes and additions to our guidance for staff and students on using email effectively, appropriately and inclusively, and urge all colleagues to familiarise themselves with the latest version
All IHW's guidelines are "live" and we regularly review and update them (including taking note – where feasible – of any changes that colleagues may suggest).
We have recently amended our guidance for staff and students on using email effectively, appropriately and inclusively, and urge all colleagues to familiarise themselves with the latest version.
To summarise, recent changes include the following.
Reading or responding to emails outside of usual working hours
We have updated our advice about reading or responding to emails outside of your usual working hours, which should *never* be required or expected, including guidance about using your email auto-reply to signal your availability.
You may wish to use this facility during the evening/at weekends, for example, as well as during periods of leave, to make it clear to colleagues when they can/cannot expect to receive a reply.
As before, all staff are asked to indicate in their email signatures that while they may sometimes send emails outside of usual office hours there is no requirement to respond.
Contacting colleagues who are out of the office on their mobile phones
We have emphasised that, if a colleague has their out of office message turned on within MS Outlook, it should *never* be assumed that you may call or text them by mobile phone instead.
Tagging emails as high (or low) importance
We have added guidance about using the "High Importance" tag (red exclamation mark). This should be reserved for emails that are genuinely urgent or if an immediate response is definitely required.
We have also encouraged you to consider using the "Low Importance" tag (blue download arrow) e.g. if something is for interest only.
This will help colleagues prioritise reading and responding to emails.
(For information, "Sensitivity" tags are also available within MS Outlook, allowing us to indicate if an email is "Confidential", "Personal" or "Private".)
Including pronouns in email signatures
We have added information about including pronouns in email signatures.
Indicating BSL learner status in email signatures
We have added information for anyone who is currently learning British Sign Language (as a number in IHW are!), about including an image within your email signature to let others know your BSL learner status, and to show solidarity with Deaf/deaf or hard of hearing colleagues.
If there are any further additions or changes to this guideline you would like to suggest, please send the details to ihwadmin@glasgow.ac.uk or submit them (anonymously if you wish) via the IHW suggestions, comments and questions box.
First published: 21 October 2021
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