Learning and Leading - November 2009

Hello? Are Your Students Communicating Appropriately?

most students communicate with their peers on cell phones and in social media outlets and are comfortable using voicemail and e-mail. But many students typically express their ideas and feelings spontaneously, with little thought given to planning and adapting their messages to the needs and expectations of their audiences. They need to understand the difference between spontaneous and professional communication. That’s why it’s important to teach students about proper communication etiquette.

I have developed these guidelines to help students learn the importance of leaving messages that are clear, concise, and respectful:

Identify yourself. In e-mail, include your name and class title in the subject line and in the e-mail’s first sentence. In voicemail, speak slowly, distinctly, and politely so your teacher can easily understand your name, the class title and class time, and, when appropriate, your phone number.

Example of an E-mail subject line: confirmation of instructions for paper due tomorrow for 10 a.m. section of american literature

Dear mr. Boyer: good afternoon. i missed the last three classes due to illness and am writing to make sure i understand the homework requirements for the paper due tomorrow.

When i called a friend from our class, she told me how to find the short story at the class website, and i just finished reading it. i will begin writing my paper as soon as i receive your response.

i understand it should be 1–2 double-spaced, typed pages, including a one-paragraph introduction, a summary of the content, and my evaluation of the story’s strengths and weaknesses.

let me know if there are additional requirements, as i want to do my best on this paper. i appreciate the time you are taking to help me.

With warm regards,
Juanita miro

is Tockpho To.com/ chUWy

Plan your messages. Jot down what you want the teacher to do in response to your message, why your request is appropriate, details that relate to your request, and reasonable timing for the response. Take this step for both e-mail and voicemail messages.

Be concise. Keep e-mails and voicemails short and to the point.

Show respect. Use phrases such as “Please,” “Thank you for taking the time to help me,” and “I value your insight.” Also, avoid language that indicates disrespect of the teacher or school or that demands an immediate response.

Guidelines Specifically for E-mail

• Use courteous language and punctuation that suggests a calm and rational tone. Do not use all capitals for any sentences!

• Avoid abbreviations, slang expressions, and emoticons, which may be unfamiliar to your reader. Not everyone can make sense of this sentence: BTW, can U plz send info on nxt paper? Thx .

• Use proper punctuation, including capitalization.

• Proofread for grammar, punctuation, and word choice.

• Spellcheck for accuracy.

Students who follow these
guidelines learn a principle of
communication reciprocity that
will benefit them for a lifetime:
To achieve their own objectives
requires that they consistently
adapt their commu-
nication to the needs
and expectations of

others.

Example of a Voicemail hi, ms. Jackson. This is Juanita miro from your 10: 30 american history class. my number is 745-5555.

i am calling to find out when it would be convenient for me to follow up on your suggestion that i meet with you to discuss my plans for improving my history Fair project before entering it into the city competition.