Netiquette

I find that whatever I do, there is a climb and then there is a lull and then once again the journey starts. Of course, every time the climb is higher than ever...

So is the case with my blogging too, though there are no peaks that I climb here. But the effort is larger every time to create a good blog.

Coming back to my blog, I wanted to write about a lot of things, but I didn't have that mind space to log in to the site and write the post. So breaking out of inertia, I am here with a post about the etiquette that most of us forget or dont even know in the first place with our emails. (I admit this is also a copy paste from something that landed in my email, but let me do some value adds too)

Mind Your Manners:
Salutations
Think of the basic rules you learned growing up, like saying please and thank you. Address people you don't know as Mr., Mrs., or Dr. Only address someone by first name if they imply it's okay to do so. Today’s forum indicates that people normally use first name and surname during introductions. Hence it is expected that you start addressing emails now days by using their names rather than Dear Sir etc.

• Aim to address with full name as indicated when writing to them first time. While as an Indian, we need to use Mr or Ms or Dr as a prefix, one of my clients told me that when I first sent him an email addressing him as Mr... he got a little jittery since as an American he wasn't used to being formally addressed. So know the country too when you are using the prefix
• The next time around you can start coming on first name terms.
• Internally – you still need to put salutation with at least the name if not the prefix, according to how it is being followed in your company.

Avoid the impulse to Rushing to Reply

All of us tend to send the reply immediately. Many a times, I have regretted the impulsive reply I had sent. Take time to write, read and reread and then click send. ( What I preach I am trying to follow though there has been many instances of wanting to recall the message after the damage has been done.

I like the suggestions that this article give on Replying and hence reproducing it verbatim.

• Take a few moments longer to carefully draft your messages to project your right image; meaning someone with a deliberate and accurate business sense
• Use your "queue" function, which lines up your messages but doesn't send them. This creates one last opportunity to be sure that what you've said is appropriate, before it's unleashed upon a colleague or customer.
• Build-in a practice to review your Important Emails after few minutes after writing them –rather hit the send button
• If you are writing while you are in an emotional state, save your message and review it later before sending it – This is a must.

Yes the last part is the most important than all the rest.

An email is mostly misunderstood

An email written by you in a mood setting need not be received in the same mood set by the receiver. So Choose your words carefully and Watch Your Tone Tone is defined as an expression of a mood or emotion." It is very difficult to express tone in writing. You need to come across as respectful, friendly, and approachable. Your email should not be construed to be curt or demanding. Phrasing your thoughts are very important. Use care when sending a message with sarcasm in it. Let the person know that is how you intend the message to be read.

There are a lot more to this and I intend to write this out in parts so that my blog doesn't become too big to be read and so avoided.

See you with more net manners.............