Communications etiquette for the modern world


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Written with a Muslim mindset , but generally applicable. Requires updating due to newer technologies.

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Communications etiquette for the modern world

  1. 1. Communications Etiquette in the Modern World
  2. 2. <ul><li>Traditional forms of communication: </li></ul><ul><li>Personal Meeting </li></ul><ul><li>Letters </li></ul><ul><li>Telephone </li></ul><ul><li>The etiquette, or code of conduct </li></ul><ul><li>for this communication </li></ul><ul><li>was clear and well laid out. </li></ul>
  3. 3. <ul><li>Now </li></ul><ul><li>newer methods </li></ul><ul><li>instant communication </li></ul><ul><li>constantly developed and introduced. </li></ul><ul><li>e.g. Cell phones, voicemail, text and voice messaging, </li></ul><ul><li>e-mail, instant messenger, Facebook. </li></ul><ul><li>The etiquette of using these </li></ul><ul><li>newly emerging technologies is undeveloped, or not widely shared </li></ul><ul><li>as yet. </li></ul>
  4. 5. Basic Communications Protocols <ul><li>Greet </li></ul><ul><li>Know your audience </li></ul><ul><li>Separate work and social </li></ul><ul><li>Use appropriate medium </li></ul><ul><li>Be clear and unambiguous </li></ul><ul><li>Receive and act on the reply </li></ul>
  5. 6. Perceived impact (and effort) in decreasing order: <ul><li>face-to-face meeting </li></ul><ul><li>letter </li></ul><ul><li>fax </li></ul><ul><li>phone call </li></ul><ul><li>email </li></ul>
  6. 7. Accept that: <ul><li>not everyone checks their email constantly or even daily, </li></ul><ul><li>computers and phones are often unattended, </li></ul><ul><li>batteries run out, </li></ul><ul><li>phones get forgotten at home (or even stolen!), </li></ul><ul><li>or that maybe, some people value peace, quiet and privacy. </li></ul>
  7. 8. Personal meeting (face to face) <ul><li>Most powerful medium </li></ul><ul><li>Necessary for team building </li></ul><ul><li>Try and give undivided attention </li></ul><ul><li>Be aware that non-verbal content </li></ul><ul><li>is more than 90% of communication! </li></ul>
  8. 9. Phones and cell phones <ul><li>Don’t have music or Quran as your ringtone </li></ul><ul><li>Plan what you want to say before calling </li></ul><ul><li>Hang up after 3-5 bells </li></ul><ul><li>Don’t be offended if no answer or no call back </li></ul><ul><li>Ask if convenient to talk now, or if you should call later </li></ul><ul><li>Be articulate and brief </li></ul><ul><li>Verify that your message was understood </li></ul>
  9. 10. Phones and cell phones (contd.) <ul><li>Don’t talk on the phone when driving. If necessary, use speakerphone or Bluetooth </li></ul><ul><li>Decide when appropriate to answer the phone - immediately or later </li></ul><ul><li>If expecting an urgent call, apologise and warn others in advance </li></ul><ul><li>Hold private calls in private places </li></ul><ul><li>Your phone is your tool, not your master </li></ul>
  10. 11. Phones and cell phones (contd.) <ul><li>Turn mobile off or on silent in meetings and in the masjid </li></ul><ul><li>Set mobile voicemail to request text for urgent messages </li></ul><ul><li>The person you are talking to deserves your full attention </li></ul><ul><li>Be considerate to others around you </li></ul><ul><li>Technology is not power </li></ul><ul><li>– it doesn't signify your importance </li></ul>
  11. 12. Text (SMS) and Voice messaging: <ul><li>Do not expect an immediate response to your SMS. If it is urgent, then call. </li></ul><ul><li>Show restraint and avoid forwarding too many jokes and frivolous messages. </li></ul><ul><li>Verify that the information you have received is dependable and current before forwarding. </li></ul><ul><li>Avoid reading and answering SMS in meetings, or when driving. Do it later! </li></ul>
  12. 13. The Net Generation
  13. 14. E – Mail <ul><li>Ensure your mail doesn’t embarrass you later </li></ul><ul><li>Be clear </li></ul><ul><li>Don’t send confidential or sensitive information </li></ul><ul><li>Be selective about what to forward – Info overload </li></ul><ul><li>Don’t blindly forward emails you receive </li></ul>
  14. 15. E – Mail (contd.) <ul><li>Remove list of previous recipients and use Bcc </li></ul><ul><li>Avoid sending bulky emails - send a link instead </li></ul><ul><li>Break out of e-mail jail </li></ul><ul><li>– talk to people, especially in important or sensitive situations </li></ul>
  15. 16. Get a Real life!
  16. 17. Chat, VOIP & Messenger, Facebook and virtual worlds <ul><li>Remember the human </li></ul><ul><li>Islamic rules and limits still apply </li></ul><ul><li>It is forbidden to act like a non-Muslim </li></ul><ul><li>Remember that whatever goes on the net stays on the net, and often multiplies </li></ul><ul><li>Ping or Buzz before sending an IM; </li></ul><ul><li>don’t expect an immediate response </li></ul><ul><li>Update your status to be considerate to others </li></ul>
  17. 18. The Net <ul><li>Not everything you read is true </li></ul><ul><li>Don’t plagiarize </li></ul><ul><li>You are responsible forever for the consequences of what you post </li></ul><ul><li>Don’t be offensive. Manners matter </li></ul><ul><li>Protect yourself from viruses </li></ul>
  18. 19. The Net
  19. 20. The Core Rules of Netiquette from the book Netiquette by Virginia Shea <ul><li>Remember the Human </li></ul><ul><li>Adhere to the same standards of behavior online that you follow in real life </li></ul><ul><li>Know where you are in cyberspace </li></ul><ul><li>Respect other people's time and bandwidth </li></ul><ul><li>Make yourself look good online </li></ul>
  20. 21. The Core Rules of Netiquette (contd.) <ul><li>Share expert knowledge </li></ul><ul><li>Help keep flame wars under control </li></ul><ul><li>Respect other people's privacy </li></ul><ul><li>Don't abuse your power </li></ul><ul><li>Be forgiving of other people's mistakes </li></ul>