As an academic advisor, I receive and send out hundreds of emails every week. I am a firm believer in email. I think it’s a great way to communicate with each other…if done correctly.
So how can you make sure you’re communicating effectively via email?
- Use your Texas Tech Email Account. Once you take a step on this beautiful campus, email@example.com and firstname.lastname@example.org don’t exist. In fact, our system is designed to sort out any non-TTU email address and send it straight to the Junk Folder of our Inbox. You want to make sure that all of your inquiries are responded to so make sure to send everything from your TTU account!
- Write a clear subject line. I know this might seem like common sense to some of you, but you’d be surprised. Having a subject line like ‘Help’ or ‘Important’ doesn’t tell us everything. We automatically assume that every email you send is important and we’re already planning on helping you. Give us an idea of what to expect when we open the email!
- Use proper pronouns in greetings. ‘Hey’ or having no greeting at all doesn’t look very professional. If you don’t know whether someone is a Mrs., Miss., Ms. or Mr., ‘Good morning’ or ‘Good afternoon’ work just fine.
- Give the recipient time to respond. As I said before, we get hundreds of emails every week. We will respond to you as soon as we can. Also, if you send us an email at 4:30 pm on Friday, don’t expect a response by 8:00 am on Monday. We don’t work over the weekends unless we have to. Give us a few days to get back to you.
- Don’t ask for information you’ve already been told or can find on your own. Utilizing resources like the TTU Website, Course Catalog, Raiderlink, Google, and my.advising.ttu.edu can help you find the answer to most of questions regarding degree requirements, campus and departmental phone numbers, etc. Save yourself some time! Finding answers yourself cuts back on the amount of time you have to wait for a response from your advisor. Still want to double check? That’s fine! After all, we’re here to help!
- Read any emails you receive thoroughly. Don’t have a double standard! You can’t expect everyone to read every detail of every email you send if you don’t read what people are sending to you. It’s only polite. We don’t send emails out to bug you or annoy you. We take the time to fill every one of our emails with relevant information and tips to help you out!
- Grammar, Spelling, and Punctuation matter! This is supposed to be a professionally written means of communication between you and TTU officials. GSP is going to be imperative when searching for a job. Get in the habit now! Poorly written emails and bad GSP make you seem unprofessional, and TTU officials are less likely to take you seriously. Emailing from your smart phone? The same standards apply! Always proofread before you send your email out.
- Identify yourself in closing. Just as a general rule, be sure to sign your emails with your name and R#. The less time we have to spend looking you up in the system, the faster we can respond!