Virtual Communication
Tips for effective virtual communication
Virtual communication is a bit different than in a face-to-face setting. Communication is done primarily via text or an email. Because this means you are missing body language cues and immediate feedback from your “listener,” it is very important to understand some common rules for good online etiquette. This ensures that the message you intend to convey is received correctly.
1. Be respectful. While it is easier to say hurtful or disrespectful things without standing face-to-face with someone, it is important to remember that your classmates and teachers are real people who are affected by the words you say and write. It is essential to keep in mind the feelings and opinions of others, even if they differ from your own. If you wouldn’t say it to someone’s face, don’t say it online either.
2. Be aware of strong language, all caps, and exclamation points. It is easy for written text to be misread and misunderstood. Have you ever sent a text message with good intent but your recipient thought you were being rude? If so, then you’ve experienced this firsthand. By being cognizant of strong language, you can identify potential confusions before sending messages. Tip: Read everything out loud before you send it.
3. Be careful with humor and sarcasm. Certainly you shouldn’t avoid being funny. We love to see your personality shine through in online classes. Many of our teachers are exceptionally funny too. But like mentioned in Rule #2, make sure that it is clear you are being funny and not being rude. Emoticons and smileys can be helpful when conveying humor or sarcasm so that it is read correctly. Just remember to keep the smiley faces away from academic papers. 😉
4. Yes, grammar and spelling matter. While texting, textspeak can b gr8 4 ur friends. In an educational setting (even online) however, keep it formal. Your written communication should be professional and reflect proper writing style. Save written shortcuts and less than stellar grammar for Snapchat if you must, but follow grammar rules for school.
5. Cite your sources. Whenever you are sharing an idea that originated from someone else (even if it is not word for word), it is good practice to cite that source. This applies to discussion forums too. If you read a great thought in your text, share it, but be sure you let your audience know where you saw it first.
6. Don’t post or share (even privately) inappropriate material. Enough said there. Nothing is truly private online.
7. Be forgiving. Remember that not everyone will know these rules before posting. Try to be understanding of others when they struggle with written communication. It is very different than simply talking to a person face-to-face.
These rules were adapted from the following sources:
Albion, (2015). The Core Rules of Netiquette — Excerpted from Netiquette by Virginia Shea — Albion.com. Retrieved 26 August 2015, from http://www.albion.com/netiquette/corerules.html
Common Sense Media, (2015). 7 Rules to Teach Kids Online Etiquette. Retrieved 26 August 2015, from https://www.commonsensemedia.org/blog/7-rules-to-teach-kids-online-etiquette
Connor, P., (2015). Netiquette: Ground Rules for Online Discussions. Retrieved 26 August 2015, from http://teaching.colostate.edu/tips/tip.cfm?tipid=128
Madison College, (2015). Online Etiquette Guide | Madison Area Technical College. Retrieved 26 August 2015, from http://madisoncollege.edu/online-etiquette-guide
Rinaldi, A. (2015). The Net: User Guidelines and Netiquette, by Arlene Rinaldi. Retrieved 26 August 2015, from http://courses.cs.vt.edu/~cs3604/lib/Netiquette/Rinaldi/
Common Courtesies when communicating virtually
RESPOND to text & emails within 24 hours. If you need more time to respond, acknowledge that you have received the email or text and indicate when you will get back to sender.
If you ask someone for something or for them to do something for you, acknowledge that you received what you asked for. A simple, "Thanks, Got it," is all that it takes. That way, the sender knows that you received the response. (Sometimes technology has "glitches" and emails and/or texts do not go through.
Tips for sending an email to teachers & employers (or new aquaintances)
Use formal greetings : Start with “Dear Mr. Gonzalez” or “Hi Ms. Smith.” If you have never met the instructor or teacher before (maybe you’re trying to get into a full class or switch sections), always start with “Dear,” as this is more formal.
Dear [Name],
Hi [Name],
Good morning [Name],
Good evening [Name],
Use formal closing lines: Always include a send-off, especially in your first email. “Sincerely” is always a good option. “All the best” and “best regards” are also formal, appropriate options. Always include greetings and closings to make a respectful and courteous impression.
Sincerely, [your name]
Best regards, [your name]
All the best, [your name]
Provide context for the teacher: your teacher may have hundreds of students. Make it clear in your email which class and section of theirs you're in. Providing the specific class and section will help the instructor most quickly understand your request and answer efficiently. When they have to figure out what class you’re in, this eats up their time and will delay their response. For example, “I’m in your SOC 101, Sec. 8 class on MWF from 10-11am.”
Say thank you: Acknowledge that their time (like yours) is valuable, and say thank you somewhere in your email. For example, “Thank you for your time” or “Thanks for your help; I really appreciate it!”
Keep it concise: Leave it fewer than 150 words. The more concise your email is while still including all the relevant information, the more likely you are going to receive a quick response. Being concise also forces you to think through what you’re trying to let the teacher know or what you’re actually asking.
Consider meeting in person- Can’t express what you’re trying to say in fewer than 150 words? Maybe an in-person visit is better. (Or virtual meeting such as zoom, webex, google meets, etc.
Proofread, spellcheck, and capitalize: When instructors receive emails in “text-lingo” with abbreviations, uncapitalized words (like “i”), and misspellings, this can portray the student as “sloppy” or “lazy.”
Write a specific subject line: Subject lines catch attention, and a clear, specific subject line is more likely to be answered correctly and efficiently than something vague like “Class” or “Question.”