Time and again I have been posed questions concerning online etiquette and have always shied away from answering, claiming ignorance. Given that Social Etiquette is my area of alleged expertise, I have routinely been surprised when queried about this topic.... until it dawned on me that someone who participates in Social Media as heavily as I do really ought to bone up on the protocols. To my surprise I found very little information on 'netiquette', save this missive from Forbes, to ABC News, to you!
By Elizabeth Anne Winters, Forbes.com
November 20, 2010
Have you ever wondered whether or not to take that call at the dinner table? Or what guidelines should be observed when replying to an e-mail message?
Good manners never go out of style, and courtesy must now extend far beyond face-to-face encounters into the depths of our technology-based world. Here is a list of the 10 biggest electronic etiquette mistakes of our day. These seemingly minor mishaps are more common and more detrimental than most would assume:
No. 1: Treating your cellphone as your top priority.
We've all been there. You are at dinner or at the movies and you see that blinking light on your BlackBerry. Unconsciously you pick it up and begin responding to the list of e-mails that has accumulated over the past two minutes.
But when you take a call in the presence of a client or friend, you are communicating, "This e-mail or caller is more important than you." If you are expecting an important call, let the person know in advance, and excuse yourself before taking a brief call. If the call requires longer than one minute, arrange for a more convenient time to complete the call. Regardless of how boring the meeting may be, do not continuously check your phone for e-mails or text messages. It is not only rude to your company but also demonstrates nervous, compulsive behavior.
No. 2: Forgetting those around you can (and will) read your laptop screen.
You never know when your boss (or spouse) will be walking behind you and see that you are planning your next vacation instead of finishing your status report.
Never check your e-mail, pull up a website, play an electronic game, or pull up work unrelated to the purpose of the meeting. Assume those next to you can read your screen. For security reasons, never leave your laptop unsecured.
No. 3: Placing or receiving calls from a noisy location.
Nothing is more annoying, not to mention rude, to the caller (or those who just happen to be sitting next to you at Starbucks) than you screaming into the phone, repeating the same line three times.
Try to eliminate all background noise (whether from people, audio or poor phone technology) and be especially mindful to use the "mute" feature when possible. Should you need to sneeze or cough, quickly turn your head and cover both your mouth and the phone receiver. Do not cradle the phone between your neck and shoulder. It not only distorts your voice, but can eventually cause physical damage.
No. 4: An ineffective voicemail greeting--personal or professional.
I'll admit, rapping your voicemail is pretty catchy, but not the most professional way to entice people to leave you a message. Please leave the rapping to Lil' Wayne, and record a brief, to-the-point message.
How you answer the phone on your voicemail is just as important as how you would answer in person. You are making a lasting impression. Wait at least one second after the beep before starting your greeting. Be upbeat, speak in a normal tone, and never use humor. Unless your profession is comedy and you change your message everyday, avoid jokes, humor and satire on your answering machine.
No. 5: Sloppy e-mails with grammatical errors.
These days an e-mail sent to one person can be forwarded around the world (and back to your employer) in a matter of seconds. Take the time to write every e-mail you send out with thought--because you never know what inbox it may end up in.
Be specific and precise in every e-mail communication sent. Include the exact date instead of "tomorrow" and exactly what "this" or "that" is referring to. Your subject line is should convey the content of the message and not your emotions. Pay attention to the tone conveyed through use of lower/upper case. Avoid the overuse of punctuation and let your words provide emphasis. Turn your spell check on. Your high school English teacher will thank you.
No. 6: Outdated LinkedIn, Facebook or other social network profiles.
The first thing 50% of social media users in America do when they wake up is check a social network. You never know what you missed overnight in your followers' lives. You may be interested in everyone else's life online, but be sure that your profiles are up-to-date and represent what you want to share with the world.
Update your profile regularly and join groups selectively, as they create a lasting impression. Go on the offensive and get rid of digital dirt. Review sites and personal blogs you may be tied to. Do not practice nonprofessional habits on LinkedIn, such as sharing personal details through a status update (save that for Facebook). Do congratulate others on a new job or promotion.
No. 7: Mistaken e-mail attachments.
Save the embarrassment of sending your boss a photo of your vacation to the Florida Keys instead of your expense report. Always double-check your attachments before hitting send--you don?t want your boss thinking you make too much money!
Remember everything you send is saved--permanently--somewhere. Be careful not to send your personal budget when you intend to send your department's budget. Only attach files that are essential--be considerate of space on your recipient?s PC.
No. 8: Inappropriate postings on social media.
When you post a photo from the company Christmas party or a status about your rude client, realize that once you click "Share," it will be on the unforgiving waves of the Internet forever. Be sure to reevaluate your comments, because you never know who is watching.
The messages your send into cyberspace are not to be taken lightly. They become part of your reputation and can greatly affect your future. Be careful where you tweet. It's out of place at solemn occasions like funerals, court hearings, etc. Remember that, as clients search your name, first impressions are lasting.
No. 9: Allowing an electronic thank you to replace a handwritten note.
You may think this is old school, but go back and ask former employers what they most appreciate after an interview. I bet not many will respond: "I got a nice e-mail, to go along with the other 400 e-mails I got today." Stand out in the crowd and go back to the lost art of letter writing--if you still know how to use a pen!
In the electronic age a personal note goes much further than a quick e-mail. Take the time to draft a handwritten note at every chance to convey celebration, sympathy or appreciation to friends and associates. Keep a stash of personalized stationery close to your desk. A thank you e-mail can supplement--but never replace--the always-in-style, forever classic handwritten note.
No. 10: Ignoring missed calls or e-mails for long periods of time.
Voicemails are becoming a thing of the past thanks to the instantaneous gratification of texting. However, voicemails are far from obsolete, and your caller deserves a timely, respectful response.
Do not allow a message to remain on your voicemail for more than 24 hours. When you receive an important e-mail, give a quick response that it has been received, and let the person know approximately when you will be replying in more depth. Never respond too quickly to an e-mail that upsets you. If you feel annoyed or angry, wait at least one day to reply.
I am afraid I would fail a few of these directives. For example, these days I prefer electronic communiques to lush greeting cards or thoughtfully handwritten notes? "Why?" you may ask incredulously. It is because as much as I adore (and have collected) gorgeous stationery items, I am now more interested in going green, 'saving trees', and cutting down on my physical clutter. An electronically-delivered note comes with the ability to save and view it online anytime I choose - rather like a virtual gift that keeps on giving.
My own take on tech etiquette primarily concerns privacy. I am not (yet) completely comfortable with giving out my location at any given moment via computer of smart phone... especially if the location post includes a photo of me and/or others. There are just too many things that can go wrong when strangers know both where you are and where you are not. Hence, privacy settings.
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| Friends don't let friends text drunk |
Also, don't post drunk.... or mad, for that matter. The fallout from these activities can be far-reaching, and lethal. I have just recently immersed myself in the whole personal posting and blogging thing... and have managed to get myself into a pickle or two in the process, awash with low-level regret.
In our increasingly fast-paced world it can be difficult to find the time and resources to put our best foot forward each and every moment. But when communicating and expressing yourself via technology, where slip-ups can instantly go viral, an awareness of your surroundings and consideration of those in your social media circle can go far in preventing messy mistakes.
And by all means, when dealing with sensitive personal messages or business emails, read twice or at least think twice before hitting send!
