SCO Family of Service Communication Method Procedure There are many forms of communication methods to use to coworkers, consumers, superiors, etc. These communications include in person, memos, reports, letters and in person. As employees of SCO Family of Services, providing the best practice when communicating with company letterhead, electronic means and/or in person should be demonstrated professionalism. A majority of the Payroll Department’s communication is done via email communication and memorandum. However, knowing when to send an email and when to send a memo is an important process when representing SCO Family of Services.
EMAILS
Sending out emails works when you want to send an FYI, to forward information or keeping an electronic…show more content… When writing an email, keep in mind that you are representing yourself and the organization and therefore, show respect and restraint when responding. In addition, think about what you are going to write, the tone and that your email has been checked for spelling errors and grammar. Please have a coworker review the email before you click send to ensure that anyone who reads it that the email contacts can be understood clearly. On one occasion, a coworker received an email where the employee complained that his check did not go direct deposit. The employee indicated in the email that “if there are any issues, please feel free to call me” A coworker read it and became upset. She requested someone to read it and it was discovered that the coworker thought that the employee was blaming the Payroll Department and that “we should have called him if there was an…show more content… Do not include anyone in the email that is not relevant to the information being sent.
6. Do keep the message focus on the topic.
7. Do not attach any documents unnecessarily. If necessary, ask the recipient if the attachment is needed before sending it.
8. Do be polite and respectful in the email. Knowing your reader is important. Think about who is receiving this email, who may read it if forwarded and what would someone reading the email will think about the person sending it.
9. Do not put in any personal feelings. Walk away from the email, take a deep breath and address any emails that may be blaming you in a professional manner.
10. Do include a contact number, should the reader has any questions or needs clarity.
11. Do include a signature at the end of the email.
In addition to sending out emails, it is equally important that you get into the habit of checking your emails. However, this doesn’t mean that you need to be on top of the email or constantly check emails when you are bored. Get up from the desk, walk around and join in for “water cooler” time with your coworkers.
