Email Communication
Communication Etiquette
Scheduling
Shift Coverage
Running late / no shift
100

The main source of large-scale communication that we use between FA's and Management.

Email

100

This is essential to include in an email to ensure recipients understand the purpose of the message immediately.

A clear subject line

100

To locate the schedule, you should check this channel on MS Teams.

The schedules channel

100

The four steps to finding shift coverage.

  1. Put shift in yellow on schedule

  2. Message the Facebook group

  3. Individually Message Co-workers

  4. Contact student leads via email

100

When is a no show to a shift acceptable?

Never! There is no excuse to no show to a shift

200

The day of the week that our e-mail updates from leadership are sent out.

Wednesday

200

When sending an email, where is it important to include individuals if the message is relevant to them?

In the CC (carbon copy) field

200

How early do we aim to have the schedule finalized before the start date of a new schedule?

Two weeks before

200

Upon finding shift coverage, you should send an email to this address, while also notifying Kerry.

fitness@uottawa.ca

200

What to do when you're running late for an open at MNT.

Call client services and let them know you will be late

300

When FA's are encouraged to check their emails in order to stay up to date.

On shift

300

This type of language is expected in all email correspondence.

Professional and respectful language

300

Approximately one month before a new schedule begins, FAs will receive this type of document to indicate their availability.

Microsoft Teams form

300

When requesting coverage, it is important to include these details in your email.

Date, time, and facility of the shift

300

What to do when you're running late for an open at HLC.

Call or text your co-worker and let them know that you are running late

400

Emails marked with these terms often indicate they require immediate attention.

URGENT or ACTION

400

For urgent matters while on-shift, these methods of communication are preferred over email.

Teams or text messages

400

To ensure adequate coverage, FAs are expected to work a minimum of this number of shifts per week.

Three shifts

400

To formally confirm that someone is taking your shift, you should do this in your email.

CC the person taking your shift

400

What to do when you are running late for a regular shift.

Call the gym you are scheduled at and let them know you will be late, and see if an FA can stay until you arrive

500

When our leadership team is looking for help or shift coverage via email, what should you do even if you cannot assist?

Respond anyways! Let us know even if the answer is no

500

When you need to reach someone off-shift, these two methods are recommended, with responses provided as quickly as possible.

Email and Teams messages

500

The five times a year when we create a new schedule.

Fall semester, exams, winter semester, winter break, summer

500

When updating the schedule, you should do what to your name on the schedule, and add your coworker’s name and change the colour to this.

Striking out your own name, and green for adding your coworker’s name

500

What to do if a co-worker no shows for a shift.

Attempt to reach coworker, and if no luck, contact leadership

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