Emailing, First Aid, and Workplace Expectations

Flashcards to help you study Emailing, First Aid, and Workplace Expectations

Why is emailing an important skill?

Emailing is a skill that we need to perfect due to its daily importance.

What does an email reflect about the sender?

Email reflects professionalism, communication skills, self-expression, and language skills.

In what situations might you need emailing skills?

Applying to university, working with colleagues, applying for internships, and applying for jobs.

What do we rely on heavily in face-to-face communication?

Non-verbal cues such as facial expressions, body language, tone of voice, and gestures.

Without verbal and non-verbal clues, what might sound casual in a spoken conversation can come across as…?

Harsh, impolite, or even aggressive.

In an email, tone is…

Entirely reliant on words.

Without vocal inflection, what is harder to gauge in an email?

Whether the writer is being sarcastic, enthusiastic, frustrated, or neutral.

Body language often signals…

Warmth and openness.

In an email, 'I told you this would happen' could be perceived as…

Blaming or accusatory.

How does 'Could you please submit the report by 5 PM today? I would really appreciate it' sound?

Sounds more polite, respectful, and collaborative.

Why is soft language essential when communicating via email?

Because non-verbal cues are absent.

Without non-verbal cues, words can easily be…

Misinterpreted as harsh or unkind.

Being mindful of your words promotes…

Positive communication.

To ensure your message is received the way you intend, you should be…

Polite, respectful, and clear.

What is wrong with the subject line 'URGENT'?

Vague and doesn’t specify what the email is about.

What is an example of an informal greeting?

'Hey'.

Phrases like 'that thing we talked about' are…

Unclear phrases.

What is wrong with the tone of the example email?

Overly abrupt and demanding.

What are examples of informal language?

'K thx!' and 'ASAP'.

What is missing from the example email?

It lacks a proper closing.

What does a professional email do?

Saves time by being focused, provides clarity, shows competency, and establishes a reputation.

If a recipient reads an email address such as [e-mail], they will most probably…

Not open that email.

Non-professional emails…

Sounds like spam.

What is the typical format of a professional email address?

(your name)@(domain).

Who do you include in the 'To' line?

The person who is going to receive your email and take an action requested in an email.

Who do you include in the 'CC' line?

Who should be aware of the message but are not the primary audience.

What are reasons for including recipients in the CC section of an email?

Informing stakeholders, collaboration, transparency, hierarchy, and acknowledgment.

What does BCC stand for?

Blind Carbon Copy.

Recipients on the BCC line receive a copy of the email…

Without their name being visible to the other recipients.

When a BCC recipient uses the 'Reply all' function…

Other BCC recipients will not receive their reply.

Why use BCC when sending an email to a large group of recipients?

To protect their privacy and prevent visible email addresses from being shared.

If the email contains sensitive content, BCC can help…

To keep recipients' identities private.

For notifying people who should be aware of the communication but do not need to engage in the conversation…

Such as higher-ups or stakeholders.

Include external parties who need to be informed…

Without revealing their identities to other recipients.

Lack of transparency in BCC…

Can lead to misunderstandings or feelings of exclusion.

Communication gaps in BCC…

Important discussions can be missed.

Professionalism…

Overusing BCC can appear unprofessional or evasive.

Legal and compliance risks of using BCC…

Especially if sensitive information is shared without proper consent.

What is the standard turnaround time for an email response?

Within 24 hours.

If you don’t have a response…

Send an email acknowledging the enquiry.

thank you for your email regarding ( … )

briefly mention topic.

What are elements of a good subject line in an email?

Clarity, brevity, relevance, and action-oriented.

Clarity in a subject line means…

Clearly state the purpose of the email.

Relevance in a subject line means…

Tailor it to the recipient’s interests or needs.

If appropriate, use… to indicate what you want the recipient to do.

Use action verbs.

What additional elements make a good subject line in an email?

Specificity, professional tone, urgency, and personalization.

Professional tone in a subject line means…

Maintain a tone that aligns with the context and your relationship with the recipient.

If the email requires immediate attention…

Indicate urgency without sounding alarmist.

If possible, personalize the subject line to make it more…

Engaging.

What are elements of a professional email?

Include the topic in the subject line, address the recipient properly, keep it focused, include your signature, and proofread.

What is the subject line in the example professional email?

This is a UX Research Contract Opportunity.

What is the salutation in the example professional email?

The salutation in the example professional email is Hello Amal.

I'm managing an ( … ) project here at ABC Company and seeking a skilled UX research contrac-

Application redesign.

The UX Research Contract Opportunity example is a ( … ) beginning February 1st, and we estimate it will take roughly 15 hours per week.

Three-month project.

What is the name of the signature in the example professional email?

Sincerely, Alan Goto.

If you are sending an attachment…

Attach the document first ahead of writing the email.

Sending an email without an attachment—when the attachment was clearly mentioned or expected—can reflect a few things about the employee, such as:

Lack of Attention to Detail, Forgetfulness or Disorganization

What should you take a look at before sending an e-mail?

Check the email addresses, the subject line, if the greeting is appropriate, typing errors, if the tone is professional, if the email is clear, check if you have placed a signature, and check if a mentioned file is attached.

Improper handling of sensitive information in emails has clear legal ramifications. These issues can lead to:

privacy violations, breaches of confidentiality, defamation, and potential financial damages or fines under various data protection laws.

For this reason, using BCC correctly is essential in professional and personal email communication to prevent:

legal and ethical issues.

What are the Types of Confidential Information Employees Must Protect in the Workplace :

Company Trade Secrets, Personal Employee Information, Customer Information, Internal Communication, Legal Documents and Contracts, Financial Data, Confidential Business Strategies, Product and Service Information, Sensitive Government or Regulatory Information.

Company Trade Secrets includes:

Intellectual Property (IP) and Research & Development (R&D) Information.

Personal Employee Information includes:

Social Security Numbers (SSN) or Tax Identification Numbers (TIN), Health Information, Financial Information, Performance Reviews & Appraisals, Background Check Results

Customer Information includes:

Personal Data, Financial Data, Business Plans

Internal Communication includes:

Internal Memos or Emails and Meeting Minutes

Legal Documents and Contracts includes:

Non-Disclosure Agreements (NDAs), Litigation Details, Supplier or Partner Contracts

Financial Data includes:

Revenue, Profit Margins, and Projections, Accounting Information, Bank Account Numbers or Transactions

Confidential Business Strategies includes:

Market Research, Mergers and Acquisitions

Product and Service Information includes:

Pricing Strategies, Supply Chain Information

Sensitive Government or Regulatory Information includes:

Regulatory Compliance Information and Licensing Information

When confidential information is accidentally shared with the wrong people, it is considered:

a breach of confidentiality.

If the sensitive information was exposed without permission, the client or patient can:

sue the company for violating their privacy.

Failing to use BCC, inadvertently ( … )

exposing private contact information.

In the 2015 real-life example, they accidentally sent a patient’s medical records using e-mail , but instead of using BCC,:

they used the To field.

As a result of sending a patient’s medical records using e-mail , but instead of using BCC, what occurred:

the medical office was fined and faced damage to its reputation because they failed to protect the patient’s information.

One notable case in 2019 involved a Health Care Center in Minnesota (Name intentionally removed) in Minnesota, which was fined how much for a HIPAA violation after a third-party vendor exposed patient data due to inadequate protection measures

$1.55 million

2013 violation by a Reputable hospital in New York and a Medical School belonging to a reputable university involved sending patient records to the wrong email addresses. These institutions were fined a total of how much for failing to secure patient information (breath of confidentiality)

$4.8 million

What is the Takeaway Message

Always treat emails as legal documents—ensure confidentiality by using the right email fields, double-check recipients, and be mindful of what you share.

assessing the Situation performance criteria

Identify physical hazards to own & others’ health and safety, Minimise immediate risk to self & health and safety of the casualty by controlling hazard/s in accordance with accepted practice, Assess casualty’s vital signs & physical condition in accordance with accepted practice.

How is first aid defined

Any care given to an injured or ill person (called a 'casualty') before professional medical assistance (ambulance, paramedics, nurse, or doctor) arrives on the scene to take control of the situation.

When providing first aid always

Protect yourself and others at all times against injury or harm, Casualty must be protected against further harm or injury, Arrange for professional help to be called, Wear protective gloves.

Assess all first aid situations to identify hazards to self & others:

Workplace and incident-specific hazards;Hazards sometimes associated with casualty management; Bodily fluids – always wear protective gloves; Risk of further injury to the casualty.

Ways to identify hazards

Use common sense, Use your sense of sight, Use your sense of hearing, Use your sense of touch, Use your sense of smell

Minimise immediate risk by

Take action to address identified risk, Do not move casualty unless they are in immediate danger of more harm

Always ( … ) when moving casualty:

Protect the neck

To protect the neck when moving a casualty first keep the casualty then:

Still,Kneel behind the head and place your hands on either side to support it, Put rolled up towels, blankets, or clothing on each side of the casualty’s head to keep it from moving

Be prepared to ask others for help such as

Other staff, Members of the public Passers by & bystanders, Customers/guests, Management, Friends and/or family of the casualty.

The ‘Fireman’s Carry’ should be used to move unconscious people or casualties who are unable to walk, DO NOT USE the Fireman’s Carry if the casualty has an injured:

Arm, Ribs, Leg

( … ) is an acronym to describe the procedures used by first aiders when providing first aid:

DRABC

D in Darbc stands for ( … )

Danger – Assess the situation

D means you must:

Assess the situation and Check for danger.

R stands for ( … ) from the casualty:

Response

A stands for:

Airway

How to open the airway when providing first aid

Check airway is free of obstructions, Remove visible obstructions from mouth & nose

B stands for ( … )

Breathing

Checking for Breathing

check breathing by looking, listening & feeling for breathing for up to 10 seconds if casualty is not breathing, administer rescue breathing/mouth-to-mouth resuscitation/EAR if casualty is breathing then monitor them.

Normal range in an adult when resting is [ … ]

12 to 20 respirations per minute

C stands for ( … )

Circulation

Checking the circulation ( … )

will indicate if heart is beating;

No pulse =

is no heartbeat & no circulation