Is there a proper way of communicating with professors? Is it okay to ask help whenever possible? Does it even sound like a good idea?
I received a message from one of my former students asking help for her research. It’s very amusing to know that your students still remember you despite not being in the same class.
The first message, unfortunately, was a little bit disappointing.
“Ma’am, are you a board exam passer?”
Imagine not talking to someone for a long time, yet the greeting sounds like validating someone’s credentials.
It might not be offensive to ask this to your friends or relatives. However, it might look strange when you ask it to your professors, managers, supervisors, co-workers, or to anyone you don’t have a close relationship to begin with.
Communication may make or break connections with people.
If it’s not done correctly, it might leave a bad impression. Even if it’s an OLD cliché, excellent communication skills remains to be beneficial in any situation.
So the question is, how should we communicate with professors?
Reminders when Communicating with Professors
Value Privacy
Believe it or not, most people forget that there’s a proper time of sending messages to our professors. Understand that each professor or teacher has their own private life.
They will never like the idea of receiving messages at 3AM or 5AM. (I hope it doesn’t happen a lot!)
Let them watch Netflix when they have to, or spend quality time with their family during weekend.
It’s best to send messages during the usual office or business hours. More often than not, we forget this idea because of the green circle or Active Now status.
Being online doesn’t mean being available to talk or discuss work.
Be Courteous
Avoid calling them by their first name, or nicknames you see on social media. Do you remember
Truth be told, a simple wave, hi or hello can mean a lot. Instead of directly saying “I need your help!”, start with basic greetings.
Do not begin with what you need, but show first your sincerity when communicating with professors.
We know how the internet world has changed the language of Gen Z or students. There are certain expressions we use on social media that might be understood easily by some. BUT, they can’t be used at work, job interviews, or even sales negotiation.
Language can put someone in a very tricky situation. No cap. 🙂
Explain Why
Why are you communicating with professors in the first place? Is it because of a research project? Is it an invitation to be one of your interviewees? Are you interested in getting a survey response?
Whatever your reason is, provide a background of why you’re sending a message. It gives the other person an understanding on why his or her assistance is needed.
Explain the purpose and benefits of the possible collaboration. If the background is not well-explained, the other person might think he or she is being bossed around.
Ask the price of the service, not the person
This is a bit tricky but it can be offensive if not asked properly. Sometimes, the service requires professional fee. If this is so, it should be asked politely.
“How much do you charge?” vs. “May we know if there’s a professional fee? If so, what is the required professional fee?”
Well, money in any form – salary, service fee, token, professional fee, or commissions, is a difficult topic. It should never be the start of any conversation or project, especially when the rapport or relationship is not set.
Make sure that you’re referring to the service, not the person when asking for it.
Useful Expressions for Students
Opening the Conversation
- “Hi, Ms. Lorraine! I hope you’re doing well.”
- “Good evening, Ms. Edelyn. How are you? We’re wondering if you’re still working with the university.”
- “Good day, Mr. Julius! We hope you and your family are safe. May we schedule a quick call or visit to your office?”
- “Hi! We’re wondering if it’s a good time to discuss a project.”
Discussing the Project
- “We’re currently working on a research and a grammarian is needed. We thought of you as the best resource for this work.”
- “Our adviser asked us to call all the possible professors who can participate in our project. Would you be interested in joining our work?”
- “The team needs an adviser who has an expertise in this field. Will you be able to accept this role?”
- “One of the requirements is to work with the best teachers. We’ll be very happy if you accept our invitation.”
Ending the Discussion
- “If there’s anything we missed out, please feel free to send us a message.”
- “We’ll wait for your further instructions! Thank you so much!”
- “That’s great to know! If you can also inform us of anything ahead of time, we’ll appreciate it.”
- “Please advise us on how we can meet you anytime. Have a great day!”
How did I deal with the student who sent me an unexpected message?
Of course, I couldn’t blame anyone with a simple error. As a professional, it’s better to ask further questions on how we could help each other.
Unfortunately, my schedule did not match with what they need. I politely declined the offer but expressed my gratitude for remembering me despite not meeting them in 2-3 years.
So for the students out there, let these reminders help you when communicating with your professors for a remarkable, professional connection.
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