Electronic Etiquette

Presented by Mary Ruth BurtonNovember 15, 2010

Electronic Etiquette

It’s About Behavior From Emily Post to Miss Manners What your mother taught you about courtesy and

respect

But it Affects Your: Career Credibility Professional image

We Will Talk About:

• Voicemail

• Speaker phone

• Cell Phones / Blackberries / Texting

• E-mail

Voicemail

Greeting:

• Keep it short

• Tailor to your organization’s system

• Update it regularly

• Include your name, whereabouts, alternatives

• Put the smile in your voice

Voicemail

Leaving Messages

• Give your full name, organization and phone number first

• Keep them short and relevant

• Speak clearly and slowly

• Repeat your name and number at the end

• Articulate your words

Speaker Phone

• Be considerate of those around you

• Ask caller for permission, describe who is there

• Sit still and speak into the phone

Cell Phones and Blackberries / PDAsBe aware of those around you!

• Avoid talking loudly

• Do not use them while driving

• Keep cell phone conversations private

• Who else can over-hear?

• Give them a rest

Cell Phones and Blackberries / PDAsIn a meeting, it will affect your image and your relationships

• Turn it off (both audible and vibrate)

• Put it out of sight, in your pocket/purse or face down

• In case of an emergency or expected critical message:

- Inform others at the beginning of the meeting

- Leave the room to take necessary calls only

Cell Phones and Blackberries / PDAs

A word about texting:

• Work-wise, avoid abbreviations

• Use correct spelling

• Stick to e-mail for longer messages

Cell Phones and Blackberries / PDAs

What message does it send to others when you don’t take these steps?

E-mail - Important Reminders

• Do not “Reply to All” unless all recipients need to see the response

• Check the recipient list before forwarding – they may have already received the original e-mail

E-mail - Important Reminders

• Include a descriptive subject line

• Indicate the action expected

• Keep to your subject –send separate messages when there are multiple subjects

E-mail - Important Reminders

• Provide the most important information in the first few lines

• Proofread and spell check every e-mail

• Remember that e-mail is not private

• Do not let e-mail replace personal contact!

E-mail - Important Reminders

• Keep e-mails to one printed page (font 12) or the length of your computer screen before scrolling

• Eliminate e-mail wallpaper and “emoticons”

E-mail - Important Reminders

• Avoid blind copying and copying people’s bosses without a conversation

• Don’t resolve a conflict via e-mail

• Watch out for humor and “forwards”

• Keep your professional e-mail professional

Social Media

Facebook, Twitter, My Space• Never write anything mean

• Do not include personal information(address, phone number) when you are out of town

• Avoid posting photos you would not share at work

• Check privacy setting regularly

• When do you use it? Personal time only

Video Conferencing

• Behave as if everyone is in the same room; be inclusive

• Speak clearly; a half-second delay in transmission can be confusing

• Their view of you is limited, so be still

• Listen carefully

Questions and Answers