Professional Documents
Culture Documents
Part 2
Email Etiquette -If E-mail had been around before the telephone was invented people would have said "hey, forget e-mail with this new telephone invention I can actually talk to people
COMMUNICATION ETIQUETTE
Etiquette is one of the most powerful forms of communication between people. Here are some things that must be observed.
Email
E-mail messaging now exceeds telephone traffic and is the dominant form of business communication. Before having an email account is something fun, now most people now no longer find e-mail simple or fun. Here are some etiquette when writing an email.
E-mail Communication
Do not put anything in an e-mail that you would not be comfortable seeing on the front page of the newspaper in the morning. You do not know where e-mail will go once you push the send button. The next person may forward it to the President and it has your name on it. Also, mistakes have been made you think you are sending a note to your co-worker and instead it gets broadcast to the company. Dont do it.
E-mail Communication
Dont forward jokes, chain letters or other types of junk messages especially those that others might find offensive, no matter how funny you may think they are. Dont forward jokes or messages that are unkind to others such as jokes making fun of particular races, ethnicities, religions
E-mail Communication
Keep it simple. Keep the text simple:
No more than 2 or 3 paragraphs, No more than 2 or 3 sentences to a paragraph.
E-Mail Etiquette
Consider all Email communication to be business communication. Remember
The Recipient may not be able to decipher the tone of the communication.
E-Mail Etiquette
Use proper spelling, grammar & punctuation.
Spell Check & grammar check. When in doubt use MS Word.
Use templates for frequently used responses Read the email before you send it
E-Mail Etiquette
Do not use email to discuss confidential information.
Sending an email is like sending a postcard. If you don't want your email to be displayed on a bulletin board, don't send it. Moreover, never make any libelous, sexist or racially discriminating comments in emails, even if they are meant to be a joke.
E-Mail Etiquette
Signatures
At the end of the email, always state who you are, what position you have in the company, & other means of contacting you Add a quote if you want, but make it short (maximum one sentence only) Dont add pictures, unless its the company/group logo. It would look childish if in a different manner.
E-Mail Etiquette
Consider using the Phone or talking directly to the person Some communication is better handled in person or on the phone where your voice and tone can help communicate. Misunderstandings can be avoided
E-Mail Etiquette
Subject Stay on Topic Dont mix unrelated ideas or action items in the same email. Don't risk the recipient tuning out before reaching the most important point of your message.
E-Mail Etiquette
Subject Field Usage Standards will help you to find emails in the future.
Use the Case Name, Client/Matter number, or Combination of both
E-Mail Etiquette
Addressee Fields Send your message to the right person.
To = Main recipient, who will take action CC = Other people who should be informed BC = Silent observers
Task Assignment
When assigning a task in an e-mail, be clear about which recipient is responsible for completing the task.
E-Mail Etiquette
Attachments Be careful about what you send.
Office documents tend to change format once attached PDF format preferred
E-Mail Etiquette
Body Don't Dice Up Names.
If you don't know what form of a person's name they prefer, stick to what you can see in "public". Thomas shouldn't automatically become Tom, Edwin definitely shouldn't become Ed, and so on.
E-Mail Etiquette
Body Be informal, not sloppy.
Your e-mail message reflects you and your company, so traditional spelling, grammar, and punctuation rules apply.
E-Mail Etiquette
Rules To Email By Be concise. Avoid long sentences Use proper grammar & spelling. In Replies try to answer all questions Pre-empt Follow-up Questions Dont overuse the High Priority flag Dont request Delivery & Read receipts Dont forward chain letter emails
Another example,
Improve customer satisfaction. Empower employees.
The End
See You Next time Around