HPESC Email inbox handling
When you start working for HPESC, an @homepeteuthanasia.com email will be created for you. This is the email account that you will be using for all matters related to work. This email is not to be used for personal business. Your HPESC email account can be accessed by management, so you will not have privacy on that account.
As we are a mobile service and as some of our workers work remotely, email is your primary method of communication with your fellow workers and your seniors. Therefore, it is of utmost importance for you to keep it updated, free of clutter and well organized.
Here are the rules for using your HPESC email account.
What email to use:
Whenever you need to communicate something work related to management or to a colleague on matters that do not involve other HPESC staff members, you use your HPESC email account (e.g.: [email protected]). Do NOT use the assistant account on matters that do not involve other CCSes.
If you are a CCS and you need to communicate to a client, ALWAYS use the [email protected] account, never your personal HPESC account. If you need to do a “hat pass”, meaning that you need to communicate something that involves your fellow CCSes on information that they need to know for their next shift, you also use the assistant account.
The assistant email needs to be completely up to date at the end of your shift. The only emails that should be in the inbox are emails that require further handlings, that the person on the next shift will need to handle.
Likewise, your personal HPESC email account ([email protected]) needs to be completely up do date at the end of your shift. The only emails in your inbox should be emails that require further handlings that you have not been able to attend to during your shift.
Junk should be deleted and marked at Junk.
NEVER mark an email from the HPESC website or from an email address @homepeteuthanasia.com as spam or junk.
As soon as an email is handled (meaning that you have replied to it and that no further follow up or actions related to the email need to be done), it should either be deleted if you are 100% sure that you will never need the data in the email in the future or filed in a folder on your email program.
You should create several folders in your email program that are SEPARATE from your inbox where you will file handled emails that you might need to refer to in the future. An email which has been answered and which you are done with needs to be dragged in the appropriate folder for future reference or deleted if you will never need the information again.
Some examples of folders you will create on your email program are:
Important emails from your senior
Payroll related emails
Policies
Reviews you want to keep (for example if a rave review mentions you)
Email templates
Schedule related emails
etc…
As you become familiar with your post and the categories of communications that you receive, it will become clear how you should logically classify your emails and what folders you will need to file emails you may need to refer to in the future. Feel free to create as many folders as you want as long as it is logical and you will be able to find your emails in the future if you need to refer to the information contained in an email.
Keep in mind that management can access your @homepeteuthanasia.com email and inspect it remotely, so never use your HPESC email account for personal business and never use your personal email address for HPESC related matters. It goes without saying that you should never subscribe to any website or email newsletter for matters that are not related to HPESC, using your @homepeteuthanasia.com email.