The onset of
technology has changed the way we do business but some common
sense rules still apply when it comes to etiquette. The
following tips may be a reminder of what we think in common
sense, however could also save you from some embarrassing
situations.
General Messaging Etiquette
1. Messages either over voicemail or in an email should be
concise and to the point. No one wants to listen or read a
long-winded message. In the case of email, if the recipient has
to scroll down several pages it is very likely they will file to
read later and not get back to your message for days. Keep it
short and easy to read.
2. Make
sure those you are copying on voice or email, need to be copied.
In the case of email, we can find ourselves copying people out
of habit. In a time when some people receive dozens of
voicemails and hundreds of emails a day, decide whether or not
it is necessary before you copy someone.
3. Email
is like a conversation, however, unlike a telephone conversation
or voicemail, don't expect a response right away. Don't assume
that once you have sent your email that the recipient has read
your message. You need to allow a bit of time for someone to
respond.
Email
Salutations and Closings
1. In a business situation, follow your formal salutation. If
you address someone by their first name, use this. If not
Ms./Mrs./Mr. are acceptable.
2. In a non-business situation, Dear John or just John is
appropriate.
3. Sign your email with your name. You may also wish to include
your title, name of company, telephone numbers, fax number and
website address.
Responding back to email
Consider carrying the history along when you respond back to an
email. This helps the recipient trace the history of the message
and follow it more clearly.
Privacy and Confidentiality
Keep in mind there is no such thing as private email. In some
companies, administrators have the ability to read any and all
messages and some actually monitor emails - don't send anything
that may put you in an uncomfortable position should someone
other than the intended recipient read your email.
Grammar, Abbreviations and other Do's and Don'ts in
Avoid excessive punctuation when sending an email - particularly
the exclamation point - like good grammar, you don't need to use
six or seven exclamation points to get your point across, one is
more than enough!
Don't use
upper case type unless you are really emphasizing something - it
can come across as shouting.
Use the
subject line when sending an email. Some people will sort and
filter their emails by this subject line.
Always
check your message for spelling and grammar - more often than
not it may be the only thing a person has to go on if they don't
know you well.
There are
many abbreviations used in email - below are some examples.
This |
Means This |
BCNU |
Be
seeing you |
BTW |
By
the way |
FWIW |
For
what it's worth |
FYI |
For
your information |
IMHO |
In
my humble opinion |
OBO |
Or
best offer |
RTFM |
Read
the funny manual |
TNSTAAFL |
There's no such thing as a free lunch |
TTFN |
Ta
TA for now |
TTYL |
Talk
to you later |
Symbols
are commonplace in emails. These include the ever-popular smile
symbol that is written like this :-)
There are many common symbols which are used to convey emotions.
Below are a few examples.
This |
Means This |
:-) |
Smiley face
|
;-) |
Wink, slight sarcasm |
:-I |
Indifference |
:- |
Devilish grin (heavy sarcasm) |
8-) |
Eyeglasses |
:-D |
Shock or surprise |
:-/ |
Perplexed |
:-( |
Frown |
;-}
|
Leer |
:-Q |
Smoker |
:-e |
Disappointment |
:-@ |
Scream |
:-0 |
Yell |
:-* |
Drunk |
:-{} |
Wears lipstick |
:-
|
Male |
-
|
Female |
Voicemail
Speak
clearly and slowly and leave your name and telephone number
twice if the person doesn't know you well.
State the
reason for your call and make your message concise and to the
point.
Don't
leave a message from a speaker phone. Your message may not come
through clearly.
Change
your outgoing voicemail message daily. Include your name,
extension number, the date and what your agenda is for the day
(in or out of the office, when returning).
Final telephone hints
Whether leaving a voicemail message to set up a networking
meeting or to follow up on the process of a job vacancy, keep
the following tips in mind before making the call.
1. be prepared - know what you want to achieve - have a pen and
paper handy.
2. smile when you speak and try not to speak too quickly or too
slowly, speak clearly.
3. use your first and last name to introduce yourself. Use the
first name of the person you are calling only if they offer,
otherwise use Mr. or Ms.
4. be confident and positive, genuinely interested and
enthusiastic.
5. avoid saying anything negative about your previous employers.
6. If calling from home, remember to turn the TV and radio off
and secure yourself away from any obvious distractions or
background noise.
7. while job searching, do not have a cute message on your
outgoing voicemail message at home, including your kids voices,
music in the background, etc. should a potential employer call
you to set up an interview.
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