Etiquette Tips

Transcription

1 Etiquette Tips

2 Top Ten E Etiquette Rules 1. isn t t private 2. Use Subject Line to give key information 3. Concise and to the Point 4. Answer Promptly 5. Message Thread 6. Read before Sending/ Emotions/Spell Check 7. When not to use E 8. Use CC with caution 9. Signature with Contact Information 10. One message for each major action

3 isn t t private Parkway s Electronic Use Policy No expectation of privacy Parkway Property Messages often forwarded without permission Can the e message stand the Front page of newspaper or on bulletin board test? Keep in mind that often messages are sent on to others without your knowledge Check/read message thread completely before forwarding

4 Use Subject Line First thing seen after sender s s name Set tone Summarize message Indicate action if needed Don t t use adjectives and adverbs

5 Subject Line Better Tone? Message Summary? Action? No Adverbs/Adjectives Tone? Message Summary? Action? FYI Does that mean it s not something I NEED to know? Just helpful to know? What am I supposed to know about it? What am I supposed to DO with it? I don t have time to read everything sent to me Clear and concise Subject line What reader needs to know about the attachment What reader needs to know about timeframe What action the sender is asking the reader to take

6 Concise and to the Point Avoid long sentences (15 20 words is about right) Use white space between paragraphs Number or bullet items to separate ideas No all capital or lower case letters Bold for word emphasis Use plain Text/Html format

7 Concise & to the Point No white space between lines Sentences too long No bullets or numbers to indicate order Clear subject line White space between lines Short sentences

8 Answer Promptly Quick response purpose of e With 48 hours/ 24 preferable Message Thread Context-message thread with return message Summarize or highlight information to focus on when forwarding long string of messages Read all message threads before forwarding to check for confidential or sensitive information Timing your urgent request may not be their priority

9 Response 24 hours preferable Include message thread with your response 48 hours maximum

10 Read E before Sending ABC Always use spell check No LOL, BTW, BFF, CUL8R or other text shortcuts Wait/Reread before sending important messages Tone ~ Read from recipient s s viewpoint Don t t use Emoticons to try to diffuse difficult message

11 Before Sending When Angry or Upset Write message Save as Draft in Work in Progress Go back later, reread, type in To address, Send

12 When not to Send E Not communication tool for bad news or emotional messages Option to create paper trail

13 Follow Up To document your understanding of conversation Create written record of discussion CC only as necessary

14 When to use CC Don t t Reply to All unless it is necessary for everyone to see your reply Use group e only when everyone will understand why they are receiving the message CCs mean no action expected of the reader Disclaimers liability protects district NOTICE: Any information contained in or attached to this message is intended solely for the use of the intended recipient(s). Any review, retransmission, dissemination of, or taking of any action in reliance upon, this communication by persons other than the recipient(s) ) is prohibited. If you received this communication in error, please contact the sender and delete the material from all computers. Bcc use sparingly

15 CC CC on message means that the message does not require any action on the reader s part. It is for information only.

16 Signature Include all Contact information Message Intent One message for each major action requested Multi-task messages completion factor is minimal

17 Signature All Contact Information Name Title Telephone Edit Signature Cell Phone? Or Nextel? address Fax number Electronic Business Card V Card? Perception of Reader

18 Attachments/ One Message - One Action? Clear Directions on what to do? In what order? Which Attachments to view for what action? Don t attach several items to message most folks have usually have a 3 attachment attention span

19 File Management/ Folders (To create folder: File, New, Personal folder, type new name/ Drag message to folder) View by Options/Discussion threads/panels/ Quick Viewer (view message without opening it) Attachments (RC on document/send To/GroupWise Recipient/Fill in address on message GroupWise Tips Retract message (Send/retract) Address books/ Distribution List Vacation Rule (Tools/Rules/New) Send Options/Track when opened/spell check Color Code/ Message Categories Calendars/Print Options Trash Trash (Automatic timing)

20 Atomic Learning Use Atomic Learning for more tips and information In District: click here Out of District website: Log in: parkway/allusers allusers