n ettiquette s

8/6/2019 n Ettiquette s

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ELECTRONIC ETIQUETTES


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Cyber Postman

Look where you are sending your mail A wrong letter in the address may bounce

back the message Worse it goes to a wrong address Wrong receiver may just delete it w/o your

knowing You continue to send messages to that

address which may be irritating and attimes embarrassing for both the parties.


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Cyber Postman

Hence put the address into personaladdress book if you plan to use theaddress time and again.

Double check the spelling Better still copy the address of the sender

in your address book Still be extremely careful in clicking the

address.


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Do Not Mix Pleasure And Work

Use separate web address for personal mails Reason is your office might be having access

to your official mail id

You might want to share pass word with your colleague if you are on holiday

If you change job you need not inform all your acquaintances about the change of your e mailaddress


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Do Not Mix Pleasure And Work

Once you leave a job the co closes your official e mail account

You may have a separate account for letters from the net which even if you donot read daily does not hurt you

You may clear the inbox in one go justafter reading the headlines.


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Email has the permanence of a letter andcasualness of a conversation, and that's adangerous combination," said Dennis

Brown, a legal expert in employmentpractices at Littler Mendelson in San Jose,California.

Blunders in goldman sach, tiger woods lifeare examples of using official mail id for personal if not very private matters.


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Tourres of Goldman had mail ready to holdyou in my arms which had him in thick soup

Poor little sub prime borrowers will not lastlong, another mail of Tourres

They get such powers they think no rules applyto them a girl friend of Tiger Woods mailed thatto a friend of hers about Tiger Woods

Roughly 210 billion emails are sent each day,and emails are sent in error 42 times a minute,according to a 2006 study by Lycos, whichoperates a network of websites.

Therefore click send button deliberately


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Internet Is A Glasshouse

Do not put any critical info like credit cardnumbers and passwords on the e mail

The hackers are all around and withstrong search engine and strongdetermination any one can get the infowhat one wants from your email account


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How To Manage Your Mail Box

Reply within twenty four hours Un clutter the mailbox


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Reply Within Twenty Four Hours

Speed is the real essence of e mail so donot loose it

Check your e mail at least twice daily andmore often if need be

Scan the mail you get

Delete the junk immediately If some can be replied promptly, do so


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Reply Within Twenty Four Hours

Rely promptly but delay it when you areangry

Draft the reply but reread it after say 24hrsand then if you deem it fit forward it.

Give e.g. to students

You may want to reword it


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PRESENTING THE MAIL


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Why Presenting Is So Important

Professionals are busy. They get far more mail than they can cope

with. There is lot of junk mail floating. Why should they invest time in a mail

which is not relevant to them.


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Invest In Subject Line

A busy professional will not delete your mail even before scanning it if :Your name is important to himThe subject line is of importance to him

Write a caption for a mail if there is an

urgent need for a service engineer in your nitrogen plant


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Smart Heading

It is caption of news and that is howreader is interested in it

E.g. are India TV news captionsGhar ghar mein ghusi Dayan

Generate interest but avoid shocks.

No clownish headings. Headings be brief, clear, specific and well

formed.


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Headlines should not be broad and vague

Headline should be related to the matter. Interesting headline does not mean

trappings If there are two or three unrelated matters

then send separate mails for all these(reader may not read entire mail

presuming that he has got the matter) you may indicate the priority also like

low, normal, high


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Small Is Beautiful Keep your mail short Reading from the monitor is difficult than from the paper

(give five reasons for it) Desktop resolutions are no match for paper Laptops are also not as flexible and portable as paper On monitors there is landscape presentation but we are

used to portrait reading of paper for ages Complete text is not available in one go if the text is long You need to scroll up and down which is not comfortable.


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Mind Your Tone

Be brief but not abrupt Hi! Geet- it means a happy tone

subconsciously


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Make the subject line specific. Think of the manymessages you're received with the generic subject line,"Hi" or "Just for you."

When replying to or forwarding an e-mail, clean up the

document. Rebecca Morgan, a communications consultant inCalifornia says, "I just received an e-mail from someonewho had received it from 12 other people. I don't need tosee that." Use the "BC" or blind copy command more often

than the "CC" or carbon copy command. In the messageyou forward, delete the extraneous information such as allthe "Memo to," subject, addresses, and date lines.


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When replying to a question, copy only the question intoyour e-mail, then provide your response. You needn't hitreply automatically, but don't send a bare message thatonly reads, "Yes." It's too blunt and confuses the reader.

Address and sign your e-mails. Yes, the To: and From:say who's corresponding, but beginning the messagewith the person's name "Mo," or "Dear Mo," helpscustomize it.

Sign your name, "Sincerely, Curly" or provide a signatureline for people to know who you are and where they canreach you


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DON'T TYPE IN ALL CAPS. TOOINTENSE, and you appear too lazy to typeproperly. This is still a written medium.Follow standard writing guidelines as aprofessional courtesy.

Revisit periodically how you conductbusiness over e-mail.


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Netiquette

Always respond to a real message. Use the subject line as a newspaper headline, to

convey the content of your message.

For professional communicators, the use of emoticons and acronyms like BTW (by the way)are too informal.

Make your electronic messages easy to readand easy to view. Avoid overly long messages


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Netiquette Tips

Use good manners when writing emailmessages as the email you send is a

reflection of you and your company. Use correct spelling. Keep your message short.

Dont use too many abbreviations.


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Netiquette Tips

Keep the tone appropriate to the situation. If writing a personal note, feel free to use :-)

happy faces or :-( sad faces. Never send prank email.(Remember that your return address is

automatically included in all mails.)


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Netiquette Summary Tips

Never send personal email at work.Never send personal email at work. Always use a subject line.Always use a subject line. Begin message with a greeting.Begin message with a greeting. Dont use emoticons.Dont use emoticons. Use proper spelling, grammar, etc.Use proper spelling, grammar, etc. NEVER TYPE IN ALL CAPS!NEVER TYPE IN ALL CAPS!

Announce attachments.Announce attachments. Close with your name (signature blockClose with your name (signature block ).).


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