The document provides guidance on proper electronic communication and technology use in the workplace. It discusses common communication tools like computers, phones, and email and notes that companies own any communications sent through their devices. Employees should only use technologies for work purposes and be aware that misuse can result in liability or job loss. The document also offers tips for professional email, phone etiquette, social media use, teleconferencing, and maintaining good computer hygiene.

1. Angela McClellan
Michelle Hammitt
Tina Penn

2. Telecommunication Basics:
o With increasing technology in the workplace, the
proper use of electronic communication tools,
devices, and equipment becomes increasingly
important.
o Common communication tools include:
computers, tablets, cellular phones, software,
internet, and even email.
o Sometimes companies give these tools to
employees free of charge, but any emails, text,
calls, or even the web pages pulled up on these
devices become company property. These items
should only be used for company business, and
nothing more.

3. Telecommunication Basics:
(Continued)
o Many organizations have rules about the use of
company technology regarding liability, privacy, and
potential misconduct.
o You should only use or utilize the electronic devices at
appropriate times. If misused in any way you could be
held liable, and even lose your job.
o You should always use good computer hygiene, also.
You should routinely scan your equipment to check for
viruses, cookies, and other malicious coding that can be
potentially harmful to not only your technology, but the
company too.
o You should regularly back up documents for
preservation should a storage device fail.

4. Business E-mail
o Proper e-mail will follow a memo format
o Always use the subject line. Subject needs to be clear and
concise. Avoid using “urgent” or “important” as the
subject.
o Use proper grammar and punctuation. Spellcheck is there
for a reason.
o Never send an e-mail that is typed in all capital letters. It
is considered rude.
o Keep in mind all email transmitted on a business network
belongs to the business.
o E-mail in the workplace should be used for business
purposes only.

5. o Mobile devices can be handy in the
workplace.
o Only use your mobile device during
business for business.
o When your device is not needed,
silence it and put it away.
Phone Etiquette in the Work Place

6. o Important phone calls occasionally will need to be
answered. Make sure it is okay with your boss,
and excuse yourself from the room to take the call
in private.
o It is not polite to take a call while in a face to face
conversation with someone. This implies to that
individual that they are not important.
o If texting is approved for business use, do not use
slang. Proper grammar should always be used.
Phone Etiquette in the Work Place:
(Continued)

7. Social Media
o Companies use social media tools such as Facebook,
video/photo file sharing, blogs, and micro-blogs for marketing
purposes.
o Using these sites to vent about an irate customer, coworker, or
administrator online is not appropriate or professional.
o When employees share information on this site it is considered
that they are divulging company information, confidential or
competitive information.
o Regardless of company policy it is never acceptable to speak
poorly of the company, employees, vendors, and customers in
all social media communications.

8. Social Media:
(Continued)
o Most companies are moving away from using email as the primary
means of communicating, they are now using instant messaging, wikis,
blogs, and brief electronic messages.
o IM is only to be used for brief conversations. Not to be used when you
see a coworker online. This is known to be unacceptable.
o While it is perfectly common and acceptable to utilize social media
tools for personal reasons, remember to maintain a positive and
professional online image.
o If you have any negative photos, videos, blogs, or other information
that reflect poorly on you, have them removed. Maintaining a
professional electronic personality by utilizing a professional voice mail
message and e-mail address.

9. Teleconferencing:
o A teleconference is also an interactive
communication; however, it connects participants
through the telephone without the opportunity of
visually seeing all participants.
o When participating in a video conference, a
computer, a web cam, and a reliable Internet
connection are needed.
o An individual participating in a teleconference
requires a reliable phone line and a quiet location.

10. o When taking part in a video or teleconference, the participant will
receive a designated time and specific instructions on how to establish
connection.
o The participants in the meeting should prepare themselves as though it
were a face-to-face meeting.
o Plan ahead, dress professionally, Maintain a professional environment,
speak to the camera, focus on the web cam as if you were speaking
directly to the other participants, without interrupting or distracting
others, feel free to ask questions, take notes, use hand gestures, avoid
distracting noises, turn off any music or distracting noises, and do not
eat or drink during the meeting.
Teleconferencing:
(Continued)

11. Do’s Involving Electronic
Communications in the Workplace
o DO Utilize company technology tools only for company
business
o DO practice good computer hygiene by routinely
backing up documents
o DO recognize the appropriate time and place for
workplace technologies
o DO demonstrate professionalism in business e-mail and
texts
o DO practice good meeting habits in video conferencing
and teleconferencing

12. Don’ts Involving Electronic
Communications in the Workplace
o Don’t violate your company’s technology- use policy
o Don’t forget to routinely scan your computer for
viruses and other malicious software
o Don’t allow technology to distract from business
matters
o Don’t become addicted to workplace technologies by
sharing inappropriate messages
o Don’t let the fact of not being face-to face in a video or
teleconference interfere with practicing
professionalism

13. Following these simple rules
will keep you safe while using
electronic communications in
the workplace.