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MEGA PLAZA ORTIGAS, PASIG CITY
Tuesday, March 10, 2009
Net Etiquette
EMAIL ETIQUETTE
1. Be concise and to the point.
(Email etiquette) Do not make an e-mail longer than it needs to be.
2. Answer all questions, and pre-empt further questions.
An email reply must answer all questions, and pre-empt further questions – If you do not answer all the questions in the original email, you will receive further e-mails regarding the unanswered questions, which will not only waste your time and your customer’s time but also cause considerable frustration.
3. Use proper spelling, grammar & punctuation.
This is not only important because improper spelling, grammar and punctuation give a bad impression of your company, it is also important for conveying the message properly.
4. Make it personal.
Not only should the e-mail be personally addressed, it should also include personal i.e. customized content.
5. Use templates for frequently used responses.
Some questions you get over and over again, such as directions to your office or how to subscribe to your newsletter.
6. Answer swiftly.
Customers send an e-mail because they wish to receive a quick response.
7. Do not attach unnecessary files.
By sending large attachments you can annoy customers and even bring down their e-mail system.
8. Use proper structure & layout.
Since reading from a screen is more difficult than reading from paper, the structure and lay out is very important for e-mail messages.
10. Do not write in CAPITALS.
IF YOU WRITE IN CAPITALS IT SEEMS AS IF YOU ARE SHOUTING.
9. Do not overuse the high priority option.
We all know the story of the boy who cried wolf.
11. Don't leave out the message thread.
When you reply to an email, you must include the original mail in your reply, in other words click 'Reply', instead of 'New Mail'.
12. Add disclaimers to your emails.
It is important to add disclaimers to your internal and external mails, since this can help protect your company from liability.
13. Read the email before you send it.
A lot of people don't bother to read an email before they send it out, as can be seen from the many spelling and grammar mistakes contained in emails.
14. Do not overuse Reply to All.
Only use Reply to All if you really need your message to be seen by each person who received the original message.
15. Mailings > use the Bcc: field or do a mail merge.
When sending an email mailing, some people place all the email addresses in the To: field. There are two drawbacks to this practice: (1) the recipient knows that you have sent the same message to a large number of recipients, and (2) you are publicizing someone else's email address without their permission.
16. Take care with abbreviations and emoticons.
In business emails, try not to use abbreviations such as BTW (by the way) and LOL (laugh out loud).
17. Be careful with formatting.
Remember that when you use formatting in your emails, the sender might not be able to view formatting, or might see different fonts than you had intended.
18. Take care with rich text and HTML messages.
Be aware that when you send an email in rich text or HTML format, the sender might only be able to receive plain text emails.
19. Do not forward chain letters.
Do not forward chain letters. We can safely say that all of them are hoaxes. Just delete the letters as soon as you receive them.
20. Do not request delivery and read receipts.
This will almost always annoy your recipient before he or she has even read your message.
21. Do not ask to recall a message.
Biggest chances are that your message has already been delivered and read.
22. Do not copy a message or attachment without permission.
Do not copy a message or attachment belonging to another user without permission of the originator. If you do not ask permission first, you might be infringing on copyright laws.
23. Do not use email to discuss confidential information?
Sending an email is like sending a postcard.
24. Use a meaningful subject.
Try to use a subject that is meaningful to the recipient as well as yourself.
25. Use active instead of passive.
Try to use the active voice of a verb wherever possible.
26. Avoid using URGENT and IMPORTANT.
Even more so than the high-priority option, you must at all times try to avoid these types of words in an email or subject line.
27. Avoid long sentences.
Try to keep your sentences to a maximum of 15-20 words. Email is meant to be a quick medium and requires a different kind of writing than letters.
28. Don't send or forward emails containing libelous, defamatory, offensive, racist or obscene remarks.
By sending or even just forwarding one libelous, or offensive remark in an email, you and your company can face court cases resulting in multi-million dollar penalties.
29. Don't forward virus hoaxes and chain letters.
If you receive an email message warning you of a new unstoppable virus that will immediately delete everything from your computer, this is most probably a hoax.
30. Keep your language gender neutral.
In this day and age, avoid using sexist language such as: 'The user should add a signature by configuring his email program'. Apart from using he/she, you can also use the neutral gender: ''The user should add a signature by configuring the email program'.
31. Don't reply to spam.
By replying to spam or by unsubscribing, you are confirming that your email address is 'live'.
32. Use cc: field sparingly.
Try not to use the cc: field unless the recipient in the cc: field knows why they are receiving a copy of the message.
FORUM ETIQUETTE
A Guide to Web Forum Netiquette
Good internet etiquette -- also known as "netiquette" -- will help keep forums free of conflict, arguments and other pettiness that can drive internet users away from reading or posting on the forum.
Consider the following internet forum guidelines for etiquette.
• Read all of the posts in the thread before posting on the internet forum. This will help forum participants avoid repeating points that have already been discussed in depth.
• Do not "hijack" forum threads. Stay on topic and avoid directing the thread away from the current line of conversation, particularly if the original poster is seeking an answer to a question. If you'd like to discuss a different issue or problem, it's best to start a new thread on the forum.
• Avoid derogatory remarks about fellow forum participants; if a forum participant has a problem that they'd like to address with another individual, it's best to discuss the issue off-forum rather than in a more public forum setting.
• Avoid typing in all caps or all bold, as this is the equivalent to yelling on an internet forum.
• Avoid posting extremely long forum posts on a regular basis.
• When posting on a professional forum, like a forum for writers of a website, it's best to avoid derogatory remarks about the website, website staff, etc. Remember, there's a fine line between constructive and non-constructive criticism in many cases, and those lines can be blurred on the web due to the absence of indicators like tone of voice, facial expressions, etc.
• Remember your audience. Who's reading the web forum? It's important to keep this in mind when making forum posts, as some forum discussions may be inappropriate depending on the forum audience.
• Use emoticons and other symbols to indicate tone. When posting on an internet forum, there is an absence of indicators that help one to decipher tone and the forum poster's intention. In the absence of valuable voice tone, body language, facial expressions and other social cues, emoticons and symbols (smiley face, or "*smile*") can help make tone and intention clear to other forum participants.
CHAT ETIQUETTE
1. Create a screen name that is not offensive. Remember that when initiating conversation with people, you'll want to use a screen name that describes you or your personality. Make sure it's not offensive to others when you attempt to initiate conversation.
2. Follow the normal protocol that you would in initiating conversation in the real world and just say, hello, good morning or good afternoon. Wait for the other person to respond. Being polite and asking if they are able to chat is good etiquette.
3. If someone is busy, let them know that they can initiate chat with you when they're ready and don't continue to keep asking them if they can chat.
4. Don't yell. Don't type in all caps. It's considered shouting in the online chat world.
5. Check your spelling and grammar so that you can make sure you're understood, but feel free to use typical chat shorthand, abbreviations and slang as long as the other person understands what you mean. Some of the more popular abbreviations include, LOL (Laugh Out Loud), BRB (Be Right Back), IMHO (In My Humble Opinion), ROFL (Rolling on the Floor Laughing) and TTYL (Talk To You Later).
6. If someone's status is set to busy or away, don't continue to pester them to chat.
7. Say goodbye before you log out or finish a conversation with someone. One thing a lot of people do is abruptly end conversation without saying goodbye.
1. Be concise and to the point.
(Email etiquette) Do not make an e-mail longer than it needs to be.
2. Answer all questions, and pre-empt further questions.
An email reply must answer all questions, and pre-empt further questions – If you do not answer all the questions in the original email, you will receive further e-mails regarding the unanswered questions, which will not only waste your time and your customer’s time but also cause considerable frustration.
3. Use proper spelling, grammar & punctuation.
This is not only important because improper spelling, grammar and punctuation give a bad impression of your company, it is also important for conveying the message properly.
4. Make it personal.
Not only should the e-mail be personally addressed, it should also include personal i.e. customized content.
5. Use templates for frequently used responses.
Some questions you get over and over again, such as directions to your office or how to subscribe to your newsletter.
6. Answer swiftly.
Customers send an e-mail because they wish to receive a quick response.
7. Do not attach unnecessary files.
By sending large attachments you can annoy customers and even bring down their e-mail system.
8. Use proper structure & layout.
Since reading from a screen is more difficult than reading from paper, the structure and lay out is very important for e-mail messages.
10. Do not write in CAPITALS.
IF YOU WRITE IN CAPITALS IT SEEMS AS IF YOU ARE SHOUTING.
9. Do not overuse the high priority option.
We all know the story of the boy who cried wolf.
11. Don't leave out the message thread.
When you reply to an email, you must include the original mail in your reply, in other words click 'Reply', instead of 'New Mail'.
12. Add disclaimers to your emails.
It is important to add disclaimers to your internal and external mails, since this can help protect your company from liability.
13. Read the email before you send it.
A lot of people don't bother to read an email before they send it out, as can be seen from the many spelling and grammar mistakes contained in emails.
14. Do not overuse Reply to All.
Only use Reply to All if you really need your message to be seen by each person who received the original message.
15. Mailings > use the Bcc: field or do a mail merge.
When sending an email mailing, some people place all the email addresses in the To: field. There are two drawbacks to this practice: (1) the recipient knows that you have sent the same message to a large number of recipients, and (2) you are publicizing someone else's email address without their permission.
16. Take care with abbreviations and emoticons.
In business emails, try not to use abbreviations such as BTW (by the way) and LOL (laugh out loud).
17. Be careful with formatting.
Remember that when you use formatting in your emails, the sender might not be able to view formatting, or might see different fonts than you had intended.
18. Take care with rich text and HTML messages.
Be aware that when you send an email in rich text or HTML format, the sender might only be able to receive plain text emails.
19. Do not forward chain letters.
Do not forward chain letters. We can safely say that all of them are hoaxes. Just delete the letters as soon as you receive them.
20. Do not request delivery and read receipts.
This will almost always annoy your recipient before he or she has even read your message.
21. Do not ask to recall a message.
Biggest chances are that your message has already been delivered and read.
22. Do not copy a message or attachment without permission.
Do not copy a message or attachment belonging to another user without permission of the originator. If you do not ask permission first, you might be infringing on copyright laws.
23. Do not use email to discuss confidential information?
Sending an email is like sending a postcard.
24. Use a meaningful subject.
Try to use a subject that is meaningful to the recipient as well as yourself.
25. Use active instead of passive.
Try to use the active voice of a verb wherever possible.
26. Avoid using URGENT and IMPORTANT.
Even more so than the high-priority option, you must at all times try to avoid these types of words in an email or subject line.
27. Avoid long sentences.
Try to keep your sentences to a maximum of 15-20 words. Email is meant to be a quick medium and requires a different kind of writing than letters.
28. Don't send or forward emails containing libelous, defamatory, offensive, racist or obscene remarks.
By sending or even just forwarding one libelous, or offensive remark in an email, you and your company can face court cases resulting in multi-million dollar penalties.
29. Don't forward virus hoaxes and chain letters.
If you receive an email message warning you of a new unstoppable virus that will immediately delete everything from your computer, this is most probably a hoax.
30. Keep your language gender neutral.
In this day and age, avoid using sexist language such as: 'The user should add a signature by configuring his email program'. Apart from using he/she, you can also use the neutral gender: ''The user should add a signature by configuring the email program'.
31. Don't reply to spam.
By replying to spam or by unsubscribing, you are confirming that your email address is 'live'.
32. Use cc: field sparingly.
Try not to use the cc: field unless the recipient in the cc: field knows why they are receiving a copy of the message.
FORUM ETIQUETTE
A Guide to Web Forum Netiquette
Good internet etiquette -- also known as "netiquette" -- will help keep forums free of conflict, arguments and other pettiness that can drive internet users away from reading or posting on the forum.
Consider the following internet forum guidelines for etiquette.
• Read all of the posts in the thread before posting on the internet forum. This will help forum participants avoid repeating points that have already been discussed in depth.
• Do not "hijack" forum threads. Stay on topic and avoid directing the thread away from the current line of conversation, particularly if the original poster is seeking an answer to a question. If you'd like to discuss a different issue or problem, it's best to start a new thread on the forum.
• Avoid derogatory remarks about fellow forum participants; if a forum participant has a problem that they'd like to address with another individual, it's best to discuss the issue off-forum rather than in a more public forum setting.
• Avoid typing in all caps or all bold, as this is the equivalent to yelling on an internet forum.
• Avoid posting extremely long forum posts on a regular basis.
• When posting on a professional forum, like a forum for writers of a website, it's best to avoid derogatory remarks about the website, website staff, etc. Remember, there's a fine line between constructive and non-constructive criticism in many cases, and those lines can be blurred on the web due to the absence of indicators like tone of voice, facial expressions, etc.
• Remember your audience. Who's reading the web forum? It's important to keep this in mind when making forum posts, as some forum discussions may be inappropriate depending on the forum audience.
• Use emoticons and other symbols to indicate tone. When posting on an internet forum, there is an absence of indicators that help one to decipher tone and the forum poster's intention. In the absence of valuable voice tone, body language, facial expressions and other social cues, emoticons and symbols (smiley face, or "*smile*") can help make tone and intention clear to other forum participants.
CHAT ETIQUETTE
1. Create a screen name that is not offensive. Remember that when initiating conversation with people, you'll want to use a screen name that describes you or your personality. Make sure it's not offensive to others when you attempt to initiate conversation.
2. Follow the normal protocol that you would in initiating conversation in the real world and just say, hello, good morning or good afternoon. Wait for the other person to respond. Being polite and asking if they are able to chat is good etiquette.
3. If someone is busy, let them know that they can initiate chat with you when they're ready and don't continue to keep asking them if they can chat.
4. Don't yell. Don't type in all caps. It's considered shouting in the online chat world.
5. Check your spelling and grammar so that you can make sure you're understood, but feel free to use typical chat shorthand, abbreviations and slang as long as the other person understands what you mean. Some of the more popular abbreviations include, LOL (Laugh Out Loud), BRB (Be Right Back), IMHO (In My Humble Opinion), ROFL (Rolling on the Floor Laughing) and TTYL (Talk To You Later).
6. If someone's status is set to busy or away, don't continue to pester them to chat.
7. Say goodbye before you log out or finish a conversation with someone. One thing a lot of people do is abruptly end conversation without saying goodbye.
If you are tasked to manage a virtual company, how will you handle the following:
HIRING
When I hired virtual assistant, I can be sure to ask for referrals from their past and present clients, hire from a virtual staffing company/agency. I never hired a virtual worker I haven’t met.
Ultimately, face-to-face interaction is important to me in building (or solidifying) the kind of relationship people has working together.
I also find person who are equipped with the latest software (and lots of it), multiple phone lines, Internet, e-mail, fax machine, cellular phone, copy machines, scanners, and a great attitude. He or she should use all of the latest technology to communicate with me and get my work done as quickly as possible.
He speaks my language, and understands my corporate culture. The best thing is, he frees of me every possible workload that can be handled online, thus imparting me ample time to devote to my core business.
Virtual assistants (VAs) work from their own premises and provide personal and office support services, such as general administrative tasks; making customer contacts; writing reports; editing documents; sending out marketing materials; handling thank-you notes, gifts and follow-up letters; setting up and maintaining databases; handling billing and bookkeeping; and updating Web sites.
CULTURE
A culture is the values and practices shared by the members of the group. Company Culture, therefore, is the shared values and practices of the company's employees.
Review your mission, vision and values and make sure the company culture are designing supports them.
To achieve results like this for my organization, first I have to figure out what my culture is, decide what it should be, and move everyone toward the desired culture. The first thing I’m going to do is to look around. How do the employees act; what do they do? Look for common behaviors and visible symbols like listening to my employees, my suppliers, and my customers. I’m going to pay attention to what is written about my company, in print and online. These will also give me a clue as to what my company's culture really is.
COMMUNICATION
Communication is fundamental to any form of organizing, but it is preeminent in virtual organizations. Without communication, the boundary-spanning among virtual entities would not be possible.
A virtual company is one group where the employee and the manger are across distance but still communicated each other through electronic communication. Electronic communication enables parties to link across distance, time, culture, departments, and organizations, thereby creating "anyone/anytime/anyplace" alternatives to the traditional same-time, same-place, functionally-centered, in-house forms of organizational experience.
If I were the manager of virtual company I always exert an effort to connect with my people or firms to produce new and/or qualitatively different communication that yields product or process innovation.
When I hired virtual assistant, I can be sure to ask for referrals from their past and present clients, hire from a virtual staffing company/agency. I never hired a virtual worker I haven’t met.
Ultimately, face-to-face interaction is important to me in building (or solidifying) the kind of relationship people has working together.
I also find person who are equipped with the latest software (and lots of it), multiple phone lines, Internet, e-mail, fax machine, cellular phone, copy machines, scanners, and a great attitude. He or she should use all of the latest technology to communicate with me and get my work done as quickly as possible.
He speaks my language, and understands my corporate culture. The best thing is, he frees of me every possible workload that can be handled online, thus imparting me ample time to devote to my core business.
Virtual assistants (VAs) work from their own premises and provide personal and office support services, such as general administrative tasks; making customer contacts; writing reports; editing documents; sending out marketing materials; handling thank-you notes, gifts and follow-up letters; setting up and maintaining databases; handling billing and bookkeeping; and updating Web sites.
CULTURE
A culture is the values and practices shared by the members of the group. Company Culture, therefore, is the shared values and practices of the company's employees.
Review your mission, vision and values and make sure the company culture are designing supports them.
To achieve results like this for my organization, first I have to figure out what my culture is, decide what it should be, and move everyone toward the desired culture. The first thing I’m going to do is to look around. How do the employees act; what do they do? Look for common behaviors and visible symbols like listening to my employees, my suppliers, and my customers. I’m going to pay attention to what is written about my company, in print and online. These will also give me a clue as to what my company's culture really is.
COMMUNICATION
Communication is fundamental to any form of organizing, but it is preeminent in virtual organizations. Without communication, the boundary-spanning among virtual entities would not be possible.
A virtual company is one group where the employee and the manger are across distance but still communicated each other through electronic communication. Electronic communication enables parties to link across distance, time, culture, departments, and organizations, thereby creating "anyone/anytime/anyplace" alternatives to the traditional same-time, same-place, functionally-centered, in-house forms of organizational experience.
If I were the manager of virtual company I always exert an effort to connect with my people or firms to produce new and/or qualitatively different communication that yields product or process innovation.
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