Communicating Effectively Using Email and Online Discussions

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Communicating Effectively Using Email and
Online Discussions

• Date October 22, 2003
• Presented by
• Akram Bhatti
• Center for Academic Technology
• 617-349-8960 abhatti2_at_mail.lesley.edu

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Questions that will inform this workshop?

• What does it mean to communicate in an online/
  cyberspace environment?
• What are recommended practices or suggestions for
  communicating and composing text in an online or
  email setting?

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Objectives for this session

• To help you learn to use email and online tools
  in Blackboard effectively for a variety of
  academic tasks
• To look at the differences between email and
  discussion board communication to understand
  which choice is best for particular situations

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What is email?

• Email ("electronic mail") refers to messages sent
  via the Internet. Many Internet users got their
  start using email.
• Email is a fast and easy way to send messages
  from one person to another or to a group (either
  by using multiple recipients or through an email
  distribution list.

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How does email work?

• Sending email is not unlike sending normal
  letters. Using an email program, you compose your
  message, and then supply the email address of the
  recipient.
• You then click on the send icon
• and your message is on its way.

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The Components of an Email- Email Address

• Email addresses perform the same function as
  street addresses. They are used by Internet Mail
  Servers (the electronic equivalent of postal
  workers) to determine where to deliver email
  messages.
• Your email address is the Internet equivalent of
  your postal address. Just as your home address
  requires a certain amount of information to be
  able to deliver your written mail, the Internet
  email system requires a certain amount of
  information to deliver your email.

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The Components of an Email- Email Address

• Email addresses perform the same function as
  street addresses. They are used by Internet Mail
  Servers (the electronic equivalent of postal
  workers) to determine where to deliver email
  messages.
• Your email address is the Internet equivalent of
  your postal address. Just as your home address
  requires a certain amount of information to be
  able to deliver your written mail, the Internet
  email system requires a certain amount of
  information to deliver your email.

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The Components of an Email- BCC and CC (carbon
copy)

• Your email address tells the Mail Server who you
  are, what computer you use to receive your email,
  and where in the world that computer is located.
• E-mail address this consists of
  username_at_domain. At Lesley, the username is the
  person's first letter of their first name
  followed by last name. The domain is always
  mail.Lesley.edu.
• In replying be sure to include all or pertinent
  parts of the original message

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The Components of an Email- Signature

• These small text files contain contact or other
  information and can be added automatically to
  your messages.
• Click Window, Signature.
• Lets people know your phone number and work
  location.

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Attaching Files

• When sending other files, as attachments to
  messages, be aware of what file formats your
  student can open. Try to use "cross-platform"
  formats that can be read on a PC or a Macintosh.
• File, Save As
• Format box- Text .txt and rich text format .rtf
• Also be aware that attachments may carry computer
  viruses.
• Naming the file so it is transparent to the
  receiver its contents
• Example a file about a meeting summary could be
  titled meetingsumm0930

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Managing your Email

• Use folders and mailboxes to store and organize
  mail you wish to keep
• Click Mailbox file menu
• Focus on the using folders and group email
• Keeping your email organized allows for better
  communication with the people you need to
  communicate

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Netiquette

• Observe rules of online courtesy and style
  (netiquette) when sending e-mail.
• Being polite at all times is the norm as well as
  using humor when possible and appropriate
• Make it a point to stay in contact with them and
  receive them warmly
• Keep in mind that for some of your students this
  will be the only way they can contact you due to
  restrictions on their time and their own schedule

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COMMUNICATING EFFECTIVELY ONLINE DISCUSSIONS
RECOMMENDED PRACTICES

• Developing a Sense of Community When Using Online
  Tools
• Just as you take the time on the first day of
  class to create a positive learning experience
  for your students, you should
• use your early online communications to create a
  sense of community among online students.
• Much of what you do online is not that different
  from what you would do in the classroom and as
  well in an email
• Setting the right tone, making students feel
  comfortable and safe
• Explaining proper ways to exchange views so that
  points can be made but feelings don't get hurt or
  sensibilities offended are all things you do
  every day in your classrooms. The effective use
  of online tools presents the same types of
  challenges. As you think about structuring the
  environment of your online discussions, keep
  these points in mind

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CONTD

• 1. The tone you take--whether it be formal,
  informal or conversational--will likely be the
  one most students will assume.
• 2. Remind students to reply to posts in a timely
  fashion and make use of Netiquette to prevent
  misunderstandings.

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ONLINE EFFECTIVENESS

• The key to online effectiveness is the
  facilitator. The most up-to-date technology still
  does not replace the instructor. In her essay
  entitled The Elements of Effective Online
  Teaching, Anita Bishof states that online
  effectiveness will be high if the instructor pays
  close attention to incorporating effective
  practices within the following four key areas
• Visibility
• Maintaining visibility in the online environment
• Feedback
• Providing timely feedback immediately or within
  a stated period of time
• In this workshop we will concentrate on providing
  feedback and being visible online.

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Visibility

• Written messages are necessary in the online
  environment in order for students to feel
  connected to the class
• Conducting as much class business in the open is
  recommended so that students feel that you are in
  the online class with them
• Even though you may connect to students on a
  personal level through their personal email
  accounts other students do not see this
  interaction
• There are different kinds of messages that one
  sends
• A. Content related messages- lectures, handouts,
  clarification of points in the text, discussion
  questions, synthesis of discussion)

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Visibility in text

• B. Process-related messages (order of
  assignments, directions for sending assignments)
• C. Responses (answers to student questions,
  feedback on work submitted)

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Feedback

• Welcome your students in a warm, welcoming
  manner. Drop a line about something not related
  to the course at times.
• "Reassurance and praise go a long way. It is
  important to offer students plenty of positive
  feedback and encouragement, simply to indicate
  that you are paying attention and believe that
  their work is progressing." Anita Bishof
• Try not to leave your online class for an
  extended period of time without telling students
  when you will be back.

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Online Reply
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Feedback

• Giving feedback and grades on a regular basis is
  a good practice to instill. If there is an online
  component to the course it is a good place to
  talk to the class as a whole or individuals
  about their performance.
• Maintain a sense of humor in your posts where
  appropriate. Do keep in mind that this is an
  all-text environment therefore one should be
  careful with word choice.
• Below is an example of humor. Use an overhead
  projector or you can have this within a
  blackboard discussion.

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Example of Humor

• A professor is teaching an online course in
  logic. In the first few days of the course the
  professor posts the following note in the
  discussion board. He writes
• By way of introduction let me begin the course
  by posing a question. Suppose two men were
  digging a well. Upon completion, they come out of
  hole, and one is clean while the other one is
  dirty. Which man will go and take the shower.
• The students replied in various ways some
  thinking only the dirty worker would be taking
  the shower or that since they can see only each
  other then both would take a shower.
• The professor replies by stating, I see we have
  a lot of work ahead of us. How could two men be
  digging a well, and one of them not get dirty?

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Effective Feedback

• Just as it is important to give your students
  feedback in the classroom to assess their
  learning, it is equally important to do so in an
  online environment. When giving feedback, keep
  the following in mind
• Quote earlier messages for clarity. Encourage
  students not to delete the original message sent
  to them via email or on a bulletin board. You
  should, however, encourage them to write their
  message above the original message so people
  don't have to scroll to see their response.
• Show your students your feedback an easily read
  form. Examples may be
• Use arrows, quotes, parentheses, brackets or
  angles of all types to differentiate comments.
  (e.g. gtgtgtgtgtcomment).
• Use the numbering system.
• Put asterisks into paragraphs and detailed
  comments underneath the paragraph.
• Label your commentary with text to indicate what
  it is. Response. (e.g. instructor comment).

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Conclusion

• Positive reassurance
• Continual contact with students
• Observing netiquette rules