Netiquette Notes

Remember the days when e-mail wasn't a part of daily life? Over the last decade e-mail and other forms of electronic messaging has become the dominant form of business communication. Netiquette is the term used to describe this Internet phenomena of using electronic forms to facilitate interaction.*

To be sure your e-mail messages help your communication interactions instead of hinder them, Lynn Zimmer has compiled these Timely Tips on initiating written electronic messages! The next Timely Tips issue will focus on responding to messages sent to you.

These things may be common sense; the reminders will help make them common practice.

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As you compose your message, write with the purpose & audience in mind and:

• Choose your words carefully - Your tone cannot be heard with ears in an e-mail. It is detected from your word choice and “presentation” of the message.
  • CONSISTENT UPPER CASE IS THE EQUIVALENT OF SHOUTING!
  Use upper case for whole words/phrases sparingly.
• Include a salutation - In our haste to quickly send messages,
  many people have stopped using salutations. Want to start on
  the right note? Start your e-mail with a salutation or name,
  rather than jumping right into the topic.
  
  This can be eliminated when you are responding back & forth to one
  e - mail. After several quick content-connected e - mail messages…shock them! Pick up the phone and complete the dialogue.
• Use a subject line to reflect the message content - Many
  people filter and file e-mails based upon the subject line. Make it easy for your reader by using a subject line that briefly identifies your email content. Sending a message with no Subject Line means your message is less likely to be opened and read.
• Edit your message - Read your message through your
  audience's eyes BEFORE you send it.
  • As you read the message, ask yourself, “Is this communication one that would be better discussed in person?” Face-to-face or voice-to-voice communications are generally better for “difficult” conversations.
  • Use the “spell-check” feature and type sentences in upper and
    lower case.
  • Avoid abbreviations that are not business accepted. (even tho its ez to do it this way – it is not considered business worthy.)
• Use bcc/cc appropriately - Individuals cc'd are receiving the
  message for their information only. No response is necessary
  from them unless they have something relevant to add to the
  conversation.
  
  When e-mailing a group of contacts that do not know each other,
  it is best to use the bcc: for their addresses in respect for their
  privacy.
• Be careful with attachments - If an attachment is referenced
  in the message, verify that it is indeed attached. Large files are
  sometimes filtered at the server. Check with the intended
  recipient to confirm receipt of the message if the file is larger than
  1MB.
• Fill in the “TO” email address last - Ever sent a message in error before you were ready? Eliminate accidental sending by selecting your recipients after you have proofed your email.
• Use a signature that includes contact information - Create a signature that includes your contact information and insert it at the end of each business email. Include your name, phone number and website address (optional depending on your business). This can be set up to automatically fill in on most programs. Think of the time you can save by not writing your
  name at the end!
  
  Using a smaller font for required disclaimers at the end of each message will differentiate the text from your original message.
• Use “Urgent” and “Important” flags sparingly - use these only when necessary and they will be much more effective.
• An important point - Sending electronic messages is a one-way
  communication. As the initiator, the responsibility of the message stays with you until the receiver acknowledges the message is received.

Following these tips will increase the likelihood of your message being received and read. When your messages are effective and relevant will determine if they are opened…or deleted.

*Definition taken from Wikipedia.com – a source of many current terms.

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