Download Communication Methods Clear and polite communication is

Communication Methods
Clear and polite communication is essential in any professional setting. As a researcher you will
need to interact with a variety of people in both oral and written forms. This module will help
you learn how to write polite emails with proper etiquette and to maintain professional oral
communication.
Learning Objectives:
1. Learn polite email etiquette
2. Maintain professional oral communication
Email Etiquette
E-mail is one of the primary ways of communicating professionally. In this social media
age, however, it is often possible to forget how to communicate formally and professionally
when you're requesting information or are delivering information to others. The following tips
are vital when communicating via email:
1. Professionalism- Address your professor using the title “Dr.” or “Professor” unless the
professor has specifically requested that you call her or him something different. It is
better to be formal in your communication. This formality displays respect to your
faculty advisor and acknowledges his or her professional expertise.
2. Concise- Strategically choose a clear, succinct subject line that summarizes the purpose
of your email. This takes into consideration the limited time that a faculty advisor may
have to interpret the intentions of your email. For example, an email with the subject
“Experiment” is very vague and may take extra effort for the reader to interpret what
aspects of the experiment need to be discussed or address. Instead, one could use the
subject “Results from This Week’s Quality Control Experiment” to be more specific.
Also be as brief as possible in the email and communicate clearly in the email what the
point is and how the professor can help you. If there is a long list of items, consider
formatting it into a bulleted list. If there are action items for the professor to complete,
consider using highlighting or bold-faced fonts to draw attention to the important parts of
the email. Do not use all capital letters since this is considered to be shouting via email!
3. Grammar and Language- The wording of emails has to be professional so professors
understand that you are serious about research and are committed to the project. Using
slang, poor grammar and spelling, and inappropriate abbreviations, such as “OMG!” are
indirect signs that a student researcher doesn’t take the research experience seriously or
doesn't realize the unique opportunity that he/she has to conduct quality undergraduate
research with a professional. Getting into the habit of using good grammar, capitalization,
and punctuation will go a long way in preparing you for professional success. Be careful
and deliberate about the wording you use in e-mails to professors since email is a
permanent reminder of your communication to another person.
4. Reminders- If there are deliverables on the part of the professor, be sure to use deadlines
in order to ensure that progress is made. It may be necessary to follow up on these items
more than once. If you have to do this, remain courteous and use professional language
and inform them that your e-mails are friendly reminders.
5. Email Replies – While replying to emails be mindful of who else is on the email list,
either as a CC, or worse, a Blind CC. If a person “replies all” to an email with a filled
BCC email, your email could be going to a host of people you don’t even know, such as
other professors, or graduate students. This is another reason to always keep emails
professional. If the email has many people on its list, make sure to use appropriate
language, be respectful towards others, and never bad-mouth other people.
6. Other Members of the Communication System- If your professor has enlisted the help of a
personal assistant or departmental clerical assistant for scheduling, be sure to use that
resource. Many assistants have access to making appointments on calendars for
professors and staff. Remember to remain formal and professional with these assistants as
well.
For more information on generalized email etiquette, visit Purdue Online Writing Lab (OWL) at
https://owl.english.purdue.edu/owl/resource/694/01/
Oral Communication
You sometimes will have to communicate with your professors or peers orally. This may
be in the form of a formal research presentation or in a quick informal presentation among your
research team members and peers (e.g., an update on the progress of your project). Sometimes
when students have questions regarding some aspect of research it is easier for them to walk in
and ask the professor or a graduate student rather than wait for an email response. In cases like
these, make sure you write down anything that is communicated to you verbally so that you can
follow through with action items after the meeting. This will come in handy in case you need
forget some facts or need to refer to them in the future.
In oral communication, it is essential to speak clearly, directly and concisely so that you convey
all the pertinent points. Another aspect of all communication is listening. Through active
listening techniques, you can receive feedback about what someone is saying and then respond in
a manner that is appropriate and aligns with the expectations of the other person.
If your professor or peers are giving you any instructions orally, repeat and/or rephrase the
important and high-level points from these instructions. This serves two purposes: (1) your
professor/peer knows that you have understood the instructions, and (2) it helps you remember
the instructions. If you are the one conveying anything verbally, make sure you are clear and to
the point. Ask if there are any questions or if the information was clear. It is a good practice to
follow up oral communication with email communication, documenting what you heard or
interpreted your directives to be. It also serves as a documentation that this communication
occurred. While writing any emails based on oral communications, make a reference regarding
these communications in your email. Remember, the most important thing about oral
communication is to be clear and to communicate in a effective manner such that everyone
understands what you are saying.
Good written and oral communications skills, coupled with being proactive, demonstrate
professional skills that are vital for undergraduate research success and success after graduation.
References for Email Etiquette:
http://cafnr.missouri.edu/career-services/pro-dev/email-etiquette.php
http://www.usm.edu/chemistry-biochemistry/e-mail-etiquette-adapted-academia
References for Oral communication:
http://www.inc.com/encyclopedia/oral-communication.html
http://www.skillsyouneed.com/ips/verbal-communication.html