The advent and spread of computer technology has rapidly revolutionized
the sharing of knowledge and global communication.
Harnessing the
incredible power of the internet for good, while restraining potential misuses
of that energy, has been a catch-up game at best
As most of the world
was surprised by the speed at which the world embraced Internet communications,
there was no precedent for teaching Internet etiquette. There was no
“netiquette manual,” nor had such courtesies been passed down by previous
generations.
The etiquette of email
is a new art, still evolving with the ever-changing technological landscape.
For successful online
communication, contemplate the following:
The main consideration
of Internet etiquette, or “netiquette,” is the heart of all etiquette- the
Golden Rule: “Communicate with others as you would have them communicate with
you” is the perfect guideline.
Application of this
precept begins with careful selection of words from the subject field to the
closing.
The subject should be
worded in a clear, concise manner to portray the topic of the email.
Avoid dramatic hyping
or using the words “urgent” and “immediate” in the subject field.
Select a pleasant
greeting as well as an ending. Emails without either may be interpreted as rude
or terse.
It between the
greeting and closing, choose wording to appropriately reflect the intent and
meaning of each message.
Confirm that grammar
and punctuation contribute to, rather than detract from, the clarity of the
email,
Remember the wording;
punctuation and grammar represent the sender to the recipients.
As a general rule,
keep emails short. When necessary to communicate several details, bullet points
organize material for easier accessibility.
Save slang, cultural
abbreviations and acronyms for communication with closest friends.
Resist sharing
confidential information via email, recognizing that emails can easily be
broadcast to an endless audience.
When a response is
requires from the recipient, express that request at the beginning of the
communication.
Avoid writing in all
capitals. The emphasis can be interpreted as shouting. Also, emails written in
all capital letters are more difficult to read.
Business emails should
be strictly professional. Any fonts, logos, emoticons or icons that would not
be used on excluded from business emails
All wording, quotes,
and personal inquiries should appropriately reflect the business situation.
Refrain from sending
emails to friends and associates that are not applicable or of interest to
them.
Always ask before
sending a large attachment to friends.
Rather than forwarding
an interesting email to large groups of friends, consider sending only to
friends individually with a personal note.
When necessary to send
an email to a large number of people, list their addresses in the “BBC” field
to avoid exposing their addresses to others, thus protecting their private.
The “CC” field should
be used to inform others of matters pertaining to them or to share needed
information.
Using “CC” to include
a third party in a private conversation without the sending party’s awareness,
can possibly be interpreted as a breach of confidentiality.
Should an offensive
email be received, take a deep breath. Before responding hastily, re-read the
email aloud to better interpret the intent and tone of the message.
If a response is
definitely called for, waiting until the next day may prevent sending an
unnecessarily emotionally charged response.
Respond to emails in a
timely manner.
Use formal words of
courtesy to express appreciation and request assistance. Using “please” and
“thank you” costs nothing, but yields noticeable dividends.
Before sending each
email, proofread for mistakes and for clarity. Reading each email aloud is an
easily employed tool to review emails for tone, proper grammar and spelling.
By utilizing these
keys of concise wording, proper grammar and punctuation, regard for the private
for others and courteous professionalism, the world of Internet communication
can be harnessed for respectful communication and relationship building.
Whatever technological
changes may come, treating others with courtesy and respect will never be
outdated.
