- Ideally, your section should have in place a process for considering and agreeing what communications with divisions and departments are necessary. A coordinated approach to forward planning of non-urgent communications from your section to divisions and departments will help to avoid communications overload for recipients and avoid your communication being missed, misunderstood and not acted upon.
If the communication is an urgent service update, in the first instance contact your UAS communications lead – they can then arrange the send out of any communications at short notice. They will also inform the Divisional Communication Leads and any senior members of the organisation. Sometimes it may not be possible to inform or get agreement in these cases – in these cases please speak to your UAS Comms Lead to agree a plan of action.
- Bear in mind that other UAS sections may also be sending to the same mailing lists at the same time so limit the number of communications to your section sends to the same mailing list in any week, where possible. This does not apply if the communication is urgent.
- Agree, in principle, who the audience is for the communication and whether the use of the University Cascade or HAF or HoD mailing list is appropriate.
Questions to consider:
Is email the most appropriate channel for the communication?
- Does the communication require the recipient to take action (i.e., not for information only)?
- Is the communication business critical?
- Is the information time-sensitive?
If the answer to any of these questions is ‘no’,
- Is there an upcoming briefing attended by the intended recipients, that could be used to share the information? Please note that there are regular briefings for HAFs and HoDs. Contact UAS Communications for more information.
- Could the information be shared via an existing newsletter or via the University Cascade?
- Is there a SharePoint or Mosaic site on which the information could be shared?
Go to section Principle 1, ‘Use of appropriate channels’