E-MAIL ETIQUETTE Fact: email has overtaken the ____________ as a communication tool in the workplace. (ranking: email, ______________, mobile phones, instant.

E-MAIL ETIQUETTE

Fact: email has overtaken the ____________ as a communication tool in the workplace.

(ranking: email, ______________, mobile phones, instant messaging).

Why Lack of Email Etiquette?

1. Lack of knowledge of what the ___________are.

2. Don’t consider email as ______________ communication

(#2 could be big mistake!)

E-mail Etiquette (cont.)

1. Personal name: Identifies you better than your e-mail address alone. Don’t use non-sensible names.

Examples: [email protected] (___)

John Batton<[email protected]> (____)

[email protected] (____)

Unacceptable for a Great professional

(ugadawgz@, navydog@, junky41@, foxybrat@, trueblood, g10, etc,)

E-mail Etiquette (cont.)

2. Subject line: Always include a subject line in your message.

This is often the only __________ the recipient has about the contents of the email. Make the subject line meaningful. One or two general words does not usually help the recipient. If replying to a message, it is sometimes helpful if the subject line is changed accordingly.

Examples

• Subject: blank (________________)

• Subject: Meeting tonight (bad)

• Subject: Karate Club Meeting Tonight (good)

• Subject: Karate Club Meeting Tonight at 6:00pm (better)

• Subject: Karate Club Meeting Tonight at 6:00pm, Room 112 Tate Center. (best)

E-mail Etiquette (cont.)

3. TO: Don’t list all recipients here. Only put the e-mail address of the person(s) you are ________________ directing it to. Use CC or BCC for others who might or should be aware of the e-mail.

E-Mail Etiquette (cont.)

4. CC (Carbon Copy): Only copy e-mail to those who need to read it.

Be careful with the “___________________” option when responding to a message. Be sure you want your reply to be read by everyone listed on the original e-mail.

• Be careful of email programs that _______________ insert the person’s email address on the “To” line.

(double check that the right address is being selected)

E-mail Etiquette (cont.)

5. BCC (______________________________): Addresses put on this line will NOT be shown when the email is received by those on the TO or CC lines. Use this option when addressing a message that will go to a large group of people who don’t necessarily know each other.

NOTE: Just as it is not proper to give out a person’s telephone number without his or her knowledge, it is not proper or polite to give out someone’s email address in certain situations or among groups of people who do not know each other. Many believe it is unethical to use BCC.

Confidentiality

• Some people are very sensitive to having their email address shared with others.

• This can be honored by putting the email addresses in the BCC and __________email address on the To line.

E-Mail Etiquette (cont.)

6. Salutations: How personal? Depends on how ______________ you are with the person being sent the e-mail. Dear Sir, Dear Ms, Dear Mr. Jones, Mr. Jones, Dear Robert, Hi or Hey Robert, Bob, or no salutation at all. This is a personal choice. (K. Karnok does not believe “no salutation” is appropriate under any circumstance. When in doubt, error on the side of more formal. Use name found on website or other materials until told differently).

E-mail Etiquette (cont.)

7. Message: Keep it appropriate in length. Try to keep to the subject as much as possible.

If necessary to branch off to a new subject, it may be advisable to start a new email. This allows for easier filing. Only one or two topics, don’t break____________.

Provide enough _______________information at the beginning of the e-mail for the recipient to know what the matter is about. Attach ___________email.

E-Mail Etiquette Message (cont.)

• Use correct punctuation and grammar. • Don’t use all ___________ (shouting) or all lower

case. • Don’t use multiple exclamation points. One

exclamation point is all that is needed when appropriate.

• Acronyms, abbreviations and smilies :-), 8-), :-(, etc may be okay depending on the situation and familiarity with the recipient.

E-mail Etiquette (cont.)

• Don’t forget to include your name with the closing of the email.

• If you began the email formally (i.e. Dear Ms Jones), then it should close with Sincerely or something appropriate.

E-mail Etiquette (cont.)

• Signature: This is the small block of text appended to the end of your messages which usually contains your contact information (mailing address, phone, fax, etc.).________!

• Quote or saying at end. Careful not to add something that could be offensive (race, religion, politics, etc.). A bit of tasteful humor or quote is usually okay.

E-mail Etiquette (cont.)

Miscellaneous Remindersa. Don’t expect an immediate answer.

(But you should always try to reply as soon as possible).

b. Before sending, __________________________ and ask what your reaction would be if you received it?

E-mail Etiquette (cont.)

• Always __________ ___________before sending.

• Don’t be over familiar with the recipient if you don’t know the person that well (e.g. Hey Bob)

• Keep download size to a minimum. Always attach the first time.

• Be careful when forwarding jokes, chain emails, etc. This can be very _____________to some people.

E-mail Etiquette (cont.)

• Personal emails using company email account can be considered _______________ company communications. Setup multiple email accounts.

• Don’t send emails when you are angry (nasty emails called “____________.”). If you are flamed, ignore it and go on.

E-mail Etiquette (cont.)

• Remember, no such thing as a _________________ email system. Some organizations/companies are able to screen every email sent or received for specific words deemed “unacceptable.”

• Avoid saying anything you wouldn’t say on the back of a postcard.

• Do not overuse the “High Priority,” “Request Delivery,” read receipts options or use “Important,” “Urgent,” etc. on the To line unless it really is.

E-mail Etiquette (cont.)

• Try to reply to all emails received even if it is only to acknowledge that you received the email. This is __________ _____________.

• If unable to reply for several days, use the _______________reply option letting the sender know you are out of town and will reply when you return (state the date of return).

ASSIGNMENT #2

• Send a correct and proper email to [email protected] State what you would like to see covered in CRSS3100 and why. Be sure to closely follow the etiquette points discussed during this lecture.

NOTE: [email protected]