The Art of E-Communication Preventing Unprofessional Correspondence in an Informal Medium Presentation by Jason C. Garza Why worry about Etiquette? On average, 90% of internet users use email on a daily basis. (Standford,
2008) To curb costs, organizations use email or instant messaging systems in order to eliminate phone usage. Email is a form of documentationand like all documentation it should be professional. Email Think of writing an email as writing a
business letter. Know your audience: is this correspondence to a supervisor? A colleague? A friend? A manager? Know what idea(s) you want to communicate. (In)Formal E-Communication Informal: Not used in business; will be a friendly, casual correspondence
about non-business issues. Slang (IE whats up, yo, huh, i) Formal: Used in business; will be a to-the-point correspondence addressing one or more pressing issues. Informal E-Communication Errors Using acronyms that may have multiple meanings (IE O/S; POA)
Using technical jargon that the recipient may not understand Not using a spell or grammar check. (In)Formal Address
First name Title, last name Hey Hows it going? Well, you wont believe Greetings, Mr To whom it may concern
Security Emails and Instant Messaging systems may not have secured servers Never send: User names Passwords Account numbers Social security numbers Other sensitive data
GRAMMAR TIME Spelling Activate spell check on: Outlook, Thunderbird, etc. Web browsers (Firefox, Explorer) Desktop
Know When To Capitalize Words HOW (not) TO SAY IT AVOID TYPING IN ALL CAPS Emails typed in all caps are often
ignored Conveys amateurism, not professionalism Spam filters may catch emails in all caps Is just like shouting at the person across from you How, not; to: sayit.?! Use punctuation; avoid: Lack of stops (periods, question marks)
Lack of separators (commas, semicolons) Run-on sentences May change the meaning of a sentence: Giant moving, sale Friday. Giant moving sale Friday. Emoticons; E-bbreviations Never use BRB, LOL, BTW
Never use emoticons (smiley faces) These do not belong in a professional business setting; they can be disabled at the user level Tips Keep the message short and to the point; use short sentences. Proofread before sending Avoid the read/delivery receipt option
Can be deactivated on recipients Outlook Avoid using URGENT or IMPORTANT Creates the boy who cried wolf problem Replying Avoid using the reply all feature unless the original email was sent to create an open forum Clogging the CC line; if you have a
question for the sender, then only reply to the sender Good-bye
Sincerely Regards Have a great day Toodles, See ya Until next time Awaiting your reply
Signing off Use a signature block when sending or receiving Outlook will allow you to save your preferred signature. Jason C. Garza
Human Resources/Training Manager The Family Credit Union [email protected] (563) 388-8328 E-Communication should be
short and to the point respectful and professional replied to promptly free of big attachments
addressed and signed off properly used as an alternative to telephones something to embrace E-tiquette
Inorder to achieve this mission, five core technologies have been identified in which ASME will deliver locally relevant engineering to advance: Manufacturing- Both traditional industrial production and emerging areas including Additive/3D and Digital Manufacturing.
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