Email Communication
The main source of large-scale communication that we use between FA's and Management.
This is essential to include in an email to ensure recipients understand the purpose of the message immediately.
A clear subject line
To locate the schedule, you should check this channel on MS Teams.
The schedules channel
All the steps you can do when looking for shift coverage.
Put shift in yellow on schedule
Message the Teams group
Individually message co-workers
Contact student leads via email
When is a no show to a shift acceptable?
Never! There is no excuse to no show to a shift
The day of the week that our e-mail updates from leadership are sent out.
Wednesday
When sending an email, where is it important to include individuals if the message is relevant to them?
In the CC (carbon copy) field
How early do we aim to have the schedule finalized before the start date of a new schedule?
Two weeks before
Upon finding shift coverage, you should send an email to this address.
fitness@uottawa.ca
What to do when you're running late for an open at MNT.
Call client services and let them know you will be late, and call HLC to send one of our staff over to cover until you get there
When FA's are encouraged to check their emails in order to stay up to date.
On shift
This type of language is expected in all email correspondence.
Professional and respectful language
Approximately one month before a new schedule begins, FAs will receive this type of document to indicate their availability.
Microsoft Teams form
When requesting coverage, it is important to include these details in your email.
Date, time, facility of the shift, and name of who's covering!
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
Emails marked with these terms often indicate they require immediate attention.
URGENT or ACTION
For urgent matters while on-shift, these methods of communication are preferred over email.
Teams or text messages
To ensure adequate coverage, FAs are expected to work a minimum of this number of shifts per week.
Three shifts
To formally confirm that someone is taking your shift, you should do this in your email.
CC the person taking your shift
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
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
When you need to reach someone off-shift, these two methods are recommended, with responses provided as quickly as possible.
Email and Teams messages
The six times a year when we create a new schedule.
Fall semester, fall exams, winter semester, winter exams, winter break, summer
When updating the schedule, you should do what to your name? After adding your coworker’s name, what colour should you change it to?
Strike out your own name. Change your coworkers name to green when taking shifts, and change your coworkers name to purple when swapping shifts.
What to do if a co-worker no shows for a shift.
Attempt to reach coworker, and if no luck, contact leadership