E Mail Netiquette


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Do's and Dont's for E-mail

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E Mail Netiquette

  1. 1. E-mail & “Netiquette” Re: how to be an e-professional….
  2. 2. What’s e-mail netiquette? <ul><li>“ Netiquette” is a contraction of “Internet etiquette.” </li></ul><ul><li>Today, we have to be as professional through e-mail as we would be in person. </li></ul><ul><li>In fact, we have to be extra careful and polished through e-mail & on the Internet for many reasons: </li></ul><ul><ul><ul><li>It’s more difficult to imply emotional intent (i.e., tone). </li></ul></ul></ul><ul><ul><ul><li>It’s easier to make abhorrent mistakes we cannot take back. (‘Send’ means SENT!) </li></ul></ul></ul><ul><ul><ul><li>E-mail and text messaging often encourages others to be informal, casual, and to assume privacy. </li></ul></ul></ul>
  3. 3. It’s not just WORK E-MAIL <ul><li>Yes, the following thumb-rules applies to our work, professional e-mail. </li></ul><ul><li>(These are probably good ideas for your personal e-mail as well.) </li></ul><ul><li>And you must also be professional through: </li></ul><ul><ul><ul><ul><ul><li>Text messaging </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Instant Messaging </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Personal cell phone </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Portal forums, blogs, discussion rooms </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Work Voice-mail. </li></ul></ul></ul></ul></ul>
  4. 4. General e-mail etiquette <ul><li>Do not type IN ALL CAPS … </li></ul><ul><li>- Some people feel it “sounds like shouting.” </li></ul><ul><li>Do not type in all lower case… </li></ul><ul><li>- It may be okay with friends, but it’s unprofessional to not respect standard grammar, punctuation, and capitalization. </li></ul><ul><li>3. Similarly, do not use any abbreviations not typically found in formal business letters or articles. </li></ul>
  5. 5. Sending e-mail <ul><li>If responding to everybody, please make your response is worthwhile to everybody… That is, do not click “reply all” unless your response concerns everybody on the e-mail list. </li></ul><ul><li>In the subject field, write a summary statement of the e-mail, and/or action. </li></ul><ul><li>Do not leave the subject field blank! </li></ul><ul><li>… Especially when sending an attachment. </li></ul><ul><li>Describe what the attachment is about… </li></ul><ul><li>And make sure the attachment is clean of viruses. </li></ul><ul><li>… E-mails with attachments notoriously end up in Junk Mail Folders… so follow up and/or notify by telephone. </li></ul><ul><li>Do not send company documents to those outside the organization, not explicitly authorized to receive company-developed documents. </li></ul>
  6. 6. More e-mail sending etiquette <ul><li>Do not send too many e-mails to the same person in one-day; rather, summarize your thoughts and send a few. </li></ul><ul><li>Always include your alternate professional contact information with your professional e-mail signature. </li></ul><ul><li>Do not include controversial quotations, unprofessional imagery, etc. in your professional e-mail signature. </li></ul><ul><li>Do not forward chain letters and non-work related requests through company e-mail, to co-workers or to friends (using work e-mail). </li></ul><ul><li>Do not make statements which may be insensitive, or require sarcastic or humorous interpretation. </li></ul><ul><li>Smiley faces and other “emoticons” are not professional  </li></ul>
  7. 7. E-mail privacy <ul><li>Unless you intend to share e-mail addresses, most people appreciate you respecting their e-mail address privacy: Hide them on the BCC: field (blind carbon copy), not on TO or CC: </li></ul><ul><li>Everything said in e-mails is “on the record” … and archived. </li></ul><ul><li>E-mail in the workplace should be monitored by management; company policy applies to e-mail as well… </li></ul><ul><li>Do not engage in unethical behavior, or e-mail comments that can be construed as such. </li></ul><ul><li>Sending unsolicited e-mails to anybody (outside the office) you do not know personally is considered “spam” or junk e-mail (which is illegal, and annoying). </li></ul><ul><li>Begin an e-mail as politely as you would a formal business letter, e.g. begin with salutations (for example, “Good Morning”) and end with a proper closing (for example, “Thank you”). </li></ul>
  8. 8. Receiving e-mail <ul><li>Check your e-mail frequently through the everyday. </li></ul><ul><li>Turn off the chime for new messages, in your e-mail inbox settings. </li></ul><ul><ul><ul><li>It may be disturbing to others nearby. </li></ul></ul></ul><ul><ul><ul><li>It will distract your concentration & focus. </li></ul></ul></ul><ul><li>Check your junk e-mail folder often. </li></ul><ul><ul><ul><li>Important e-mails may end up there accidentally. </li></ul></ul></ul><ul><li>Respond to the sender as quickly as stated in the e-mail, or as expected. </li></ul><ul><li>Do not check your e-mail (or text messages) during business meetings (unless work-related and/or urgent). </li></ul><ul><li>Do not open unsolicited attachments, unless you know its contents. </li></ul>
  9. 9. Website forum, blog, on-line profile etiquette <ul><li>Do not make any disparaging or offensive comments through our portal or any public forum. </li></ul><ul><li>It is not appropriate to comment on HGA-Quest current, past, or future business in any public setting; refer all questions/inquiry to HR and/or our Communications departments. </li></ul><ul><li>Do not host any lewd or offensive language or imagery on your workplace or any other public profiles. </li></ul><ul><li>Do not invite any co-workers, vendors, or customers to your personal websites or on-line communities. </li></ul><ul><li>Grammar, spelling, and proper language will always present you in the most professional manner. </li></ul><ul><li>It is not appropriate to e-mail personal relationships, text message, instant message, or update your profiles during work hours. </li></ul>
  10. 10. “ Netiquette” helps us all… <ul><li>By following these simple thumb-rules you will convey your professionalism. </li></ul><ul><li>Your professionalism reflects well during your review process, as well as on your whole team, department, and organization. </li></ul><ul><li>Enjoy showing off your personality as you practice good “netiquette.” </li></ul><ul><li>And encourage your colleagues & friends to do the same! </li></ul><ul><ul><li>Don’t assume they’ve taken a course on it! </li></ul></ul><ul><li>Consult your Employee Handbook and Human Resources with your specific professionalism & etiquette questions. </li></ul>