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Netiquette at WATC

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There is nothing wrong with a smiley face every now and then. ... Should this really be an e-mail or should I make it a face-to-face conversation? ... – PowerPoint PPT presentation

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Title: Netiquette at WATC


1
Netiquette at WATC
Human Resources Center for Organizational
Development
2
Goals for Today
  • Learn what Netiquette is and why it is important.
  • Review basic Netiquette rules.
  • Review e-mails place in how WATC employees
    communicate.
  • Review the idea of typing what you mean to say.
  • Review what should never go into an e-mail.
  • Review e-mail and the law.
  • Sum it up with Lets Send an E-mail.

3
Netiquette What is that?
  • Netiquette is the rules of the road for e-mail!

4
Why Do We Need Netiquette?
  • Professionalism the e-mail you send is a
    reflection on you and WATC.
  • Efficiency e-mail that gets to the point is
    more effective.
  • Liability protection protect yourself and WATC
    from costly and time-consuming law suits.

5
Netiquette Basics
  • Stop shouting!
  • Grammar and e-mail.
  • Some e-mail functions should be used carefully.
  • The subject line.
  • Formatting.
  • Return receipts.
  • Emoticons and abbreviations.

6
Dont Use All Capitals
  • USING ALL CAPTIALS IS CONSIDERED SHOUTING IN
    E-MAIL!

7
Please, Stop Shouting!
  • Would you go up to a co-worker and shout at them?
    Of course not! So, why do it in an e-mail?
  • People who use all capitals are often seen as
    lazy and inconsiderate.
  • Studies have shown that reading all capitals is
    more difficult and harder on the eyes.
  • http//www.psych.utoronto.ca/muter/pmuter1.htm

8
Make Your 9th GradeEnglish Teacher Proud!
  • Always use proper spelling, grammar and
    punctuation in your e-mails.

Deer ed I wsa wondering if you could meet
tommorrow at nooon to go over the new drawings
for the plant because I really need ot get them
turned in by Friday so if you can met please let
me know as soon as possible!!!!!!!
9
Use a Greeting and a Closing
  • You would not leave the greeting or closing off
    in a business memo or letter, right? So why
    would you do that for an e-mail?
  • Hi, hello, thank you, good bye, see you soon, all
    make great greetings and closings.

10
Use Active Instead of Passive Voice
  • In an active voice sentence, the subject is the
    one acting or doing.
  • An active voice sentence is clear and concise.
  • In a passive voice sentence, the subject of the
    sentence is acted upon by some other thing or
    person.

11
Which Sentence is in Active Voice?
  • WATC adopted the Learner-Centered Curriculum
    Model in 2004.
  • The Learner-Centered Curriculum Model was adopted
    by WATC in 2004.
  • Hint check out the first one!

12
Use Appropriate Structure and Layout
  • Paragraphs are important. It is difficult to read
    an e-mail when everything runs together.
  • Use short paragraphs.
  • Use short, concise sentences of under 75
    characters.
  • Keep your e-mail to under 25 lines.
  • If your e-mail is longer then 25 lines then it
    probably is not an e-mail situation!

13
E-mail Functions CC, BCC and Reply All
  • cc We all get a ton of e-mail, so only use
    this feature when the recipient really needs to
    be in the know.
  • bcc Keep in mind that your contacts outside the
    WATC e-mail system may not want their e-mail
    address published. This function protects their
    privacy.
  • Reply All Use this sparingly. Your replies to a
    mass e-mail do not need to be seen by everyone
    all the time.

14
Subject field
  • The amount of e-mail we all get can be
    overwhelming. You can help your fellow employees
    organize and manage their e-mail if you.

15
What Goes in the Subject Field?
  • Dont leave the subject field blank.
  • Use concise and accurate descriptions in your
    subject field.
  • Avoid descriptions like help!
  • Can you imagine how many e-mails with this type
    of subject line arrive at watc_at_buchanan.com
    everyday?

16
Use Appropriate Formatting
  • The more complex your formatting, the more
    difficult it is to read.
  • Keep in mind the person you are sending this
    e-mail to gets zillions of e-mail each day.
    The easier your e-mail is to read the better!

17
Avoid Using These
  • Color fonts
  • The exception at WATC is your signature line per
    instructions from MCR.
  • Bolding entire sentences or paragraphs
  • Continual bolding is hard to read.
  • Wall paper
  • Per MIS the Outlook wallpaper feature uses up too
    much space and should be avoided.
  • Script Fonts
  • These fonts are difficult to read.
  • Graphics
  • Use up space unnecessarily.

18
How Important is Your Message Really?
  • Outlook gives you the opportunity to send your
    e-mail out as high, normal or low importance.
  • Remember not everything you send is of high
    importance, so dont over use this one.
  • It can be considered annoying!
  • Your fellow employees will stop believing you!
  • Just because you consider your e-mail to be of
    high importance does not necessarily mean the
    recipient agrees with you.

19
Using Request Delivery and Read Receipts
  • Use this feature only for items that are truly of
    great importance. Why?
  • The pop-up box this generates is annoying for
    your reader.
  • Do you really need to know this for everything
    you send? After all, you dont get a listen
    receipt when you leave a voice mail message.
  • Opening e-mail is not the same as actually
    reading e-mail.
  • The recipient can (and often does) decline to
    send a receipt.

20
Go Easy on the Emoticons and Abbreviations in
Your E-mail
  • Not everyone is familiar with the way you
    abbreviate words.
  • Abbreviations common in the world of instant
    messaging should be left at home! TTYL
  • ? There is nothing wrong with a smiley face every
    now and then. But remember, this is a business,
    so dont go overboard!

21
Read it Again
  • Read it once, read it twice, read it a third time
    and send.

22
Message Thread An E-mail Controversy!
  • The message thread is created when your reply to
    an e-mail using reply, reply all or forward. The
    original e-mail appears below your response.

23
The Message ThreadAn E-mail Controversy!
  • Pros
  • Including the message thread avoids confusion.
    The history of the conversation is all right
    there.
  • Cons
  • The message thread takes up too much unnecessary
    space. You end up reading and re-reading the same
    thing over and over again.

24
What is the Value of E-mail at WATC?
  • E-mail
  • is fast.
  • is convenient.
  • allows us to easily share documents without
    printing.
  • allows us to communicate information to large
    groups all at once.

25
Talking is Not Out of Style!
  • E-mail is not a substitute for one on one
    interactions between employees.

26
Keep Talking!
  • Do you have an issue, concern or a question?
  • Dont hide behind your computer screen!
  • Talk it out!
  • Use your communications skills.
  • Have you been through MBTI? Yes, then practice
    what you learned!

27
Does Your E-mail Say What You Mean?
28
Perspective is Reality
  • Understanding what an e-mail says is based solely
    on the words on the screen.
  • The facial and vocal clues we rely on for
    additional meaning are not available in an
    e-mail.
  • The recipients understanding of the e-mail is
    based on their perspective not yours.
  • You may mean it one way, but the reader may see
    it differently.
  • The recipients perspective can be influenced by
    something as simple as how their day is going
    when they get your e-mail.

29
Make Sure Your E-mail Says What You Mean!
  • Be concise and to the point.
  • Answer all the questions.
  • Be diplomatic remember you have to work with
    this person after they read your e-mail! Never
    respond in anger!
  • Think before you send. Is that really how it
    should be said? Just because you can type it
    doesn't mean you should send it!

30
Consider These Options
  • Save the e-mail as a draft.
  • Review the draft after you have had some time to
    think about it.
  • Get a second opinion.
  • Delete and start again Outlook wont mind!

31
What You Should Never Put in an E-mail
  • Anything you do not want anyone else to know
    about.
  • This includes
  • Anything that is considered confidential by WATC
    or by you personally
  • Any thing that could be considered
  • Libelous
  • Defamatory
  • Offensive
  • Racist
  • Obscene
  • Rude
  • Harassing
  • Insulting
  • Attacking
  • An invasion of privacy
  • Threatening
  • Unprofessional

32
E-mail and the Law
  • E-mail can be subpoenaed.
  • E-mail at WATC is considered the property of WATC
    and is, therefore, not private.
  • Here are some famous examples of people who
    forgot this
  • Martha Stewart former CEO of Omnimedia
  • Harry Stonecipher former CEO of Boeing
  • Darleen Druyan former Procurement Officer USAF
  • Michael Sears former Financial Officer of Boeing

33
Lets Send an E-mail
  • Decide
  • Should this really be an e-mail or should I make
    it a face-to-face conversation?
  • Is this topic confidential?
  • Do I really want to discuss this issue over
    e-mail?
  • Compose
  • Use the basic rules of Netiquette.
  • Type what you mean to say.
  • Do a perspective check. How will the reader
    understand what you wrote?

34
Re-Read Your E-mail Before You Hit Send!

35
Review
  • Now that you are an expert at Netiquette, please
    complete the review found on the WATC Web page at
    http//www.watc.edu/faculty-org_development.php
  • Once you have completed the review, please
    forward it to
  • Doris Queen
  • Main Campus HR Office
  • 301 S. Grove
  • Wichita, KS 67211-2099
  • dqueen_at_watc.edu
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