ENFORCING OFFICE EMAIL ETIQUETTE
here is a list of the top email etiquette rules you need to note.
be concise and to the point.
Do not make an e-mail longer than it needs to be. Remember that reading an e-mail is harder than reading printed communications.
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.
Use proper spelling, grammar & punctuation.
Because improper spelling, grammar and punctuation give a bad impression of your company,. E-mails with no full stops or commas -difficult to read: even change the meaning of the text.
Each e-mail should be replied to within at least 24 hours, and preferably within the same working day.
Do not attach unnecessary files.
By sending large attachments you --annoy others; even bring down their e-mail system. try to compress attachments.
Use proper structure & layout.
Reading from a screen is more difficult, Use short paragraphs and blank lines between each paragraph. Number points or mark each point as separate to keep the overview.
Do not overuse the high priority option.
If you overuse the high priority option, it will lose its function when you really need it.
Do not write in CAPITALS.
IF YOU WRITE IN CAPITALS IT SEEMS AS IF YOU ARE SHOUTING. This can be highly annoying and might trigger an unwanted response in the form of a flame mail.
Read the email before you send it.
There may be many spelling and grammar mistakes in emails. Read your email through the eyes of the recipient
Do not overuse Reply to All.
If you really need your message to be seen by each person who received the original message.
Do not use email to discuss confidential information.
Sending an email is like sending a postcard; never make any libelous, sexist or racially discriminating comments in emails, even if they are meant to be a joke.
Use cc: field sparingly.
Using the cc: field can be confusing since the recipients might not know who is supposed to act on the message
WHEN TAKING UP A NEW JOB...
You got to remember whatever you do, all eyes will be on you.
Get to work on time
The fundamentals - you should be at your desk and ready to work at the time your shift starts. While everyone understands that once in a while you could be caught in a traffic jam, just make sure you turning up late don’t turn into a habit.
· Ask around, check out what’s acceptable and not.
· While some offices demand formal attire, casuals are acceptable in most offices nowadays. Your colleagues and co-workers shouldn’t feel that you have dressed too casually.
· Keep yourself updated with the latest reforms in fashion for parties and weekends.
Try to keep your voice down
Most offices have cubicles as a work space;. The occasional laughing or cursing fits you throw can be extremely disruptive to your co-workers. Not only do they get enlightened with things they never wished, but also get disturbed in their normal routine.
Stay away from office gossips
If you don’t want to get caught in the firing range of all the back stabbing and never ending office gossips, Stay away from office gossips, this will ensure that you work with a proper frame of mind.
The office phone’s not a PCO
Do limit your personal phone calls. There’s a difference in using the office phone in making an important appointment and calling your buddy and chatting for hours.
Leaving on time
simply don’t shut your computer down and sit by your desk waiting for the hour to strike. People notice these actions and it’s not appreciated. Make a point to leave after your scheduled time.
ARE YOU CONTRIBUTING TO OFFICE WOES?
Ensure no one feels you’re a pain at work.
Keep a tab on the volumes
· Make sure you’re humming or singing or choice of music doesn’t irritate the person next to you.
· Most common nuisance - jarring volumes on your mobile phones. Set a pleasant ring tone on your mobile and at a level not too loud.
· Watch your volume even when you are thinking aloud or plainly rapping your fingers on your desk.
Watch those crumbs
· After eating make it a point to clean up. Wipe up the crumbs and spills. Laying out paper napkins for your dining space will help in keeping the dining table clean.
· Don’t forget to put all wrappers and other wastes in the lunchroom garbage after you’ve finished. No one likes to eat in a dirty dinning area.
· Make it a point to flush the toilet after use. Your crusade against water conservation should not result in others dying of stench.
Respect personal space
· Don’t force your partner to draw enemy lines. Respect your colleagues’ space.
· Do not clutter. Put your personal stuff in drawers or cabinets.
· Make it a habit of not peeping into your colleagues’ workspace. What they do is extremely confidential.
Leave a word about your whereabouts by jotting down or pinning a note to your desk. Leave a word where you are with those who need to know
Of Handbags & Briefcases
· Meeting- place on the table only those writing materials, documents or folders that are essential.
· Social meal - nothing other than your food, your crockery and cutlery, and table decorations go n the table.
· Business meal- you may keep essential papers on the table, but remember this is not your office, and avoid a paper-spill over.
· Handbags and briefcases - go on the floor, by the side of your chair.
· Cell-phones- either is shut off, or put in a silent/vibrator mode, in your bag or pocket, out of sight.
Tired Of Running Errands For Your Boss?
Ideal workplace - the boss never asks a subordinate to do any personal work for him. Reality, however, is very different.
how to deal with demanding bosses.
If you are asked to do your boss’s personal chores and telling him outright that you can’t is beyond the limits of your courage.
· Try putting it off and citing pressing office work as reason.
Faced with this tactic a few times, even an insensitive person will take the hint.
· tell him, in a casual manner—preferably away from the office environment, that official work doesn’t give you time to do any personal chores. He might not be thrilled about it, but a mixture of diplomacy and firmness should convince him.
· As a senior executive, don’t ask your juniors to run errands for you.
Getting Your Fax Right
Faxing etiquette is a very important aspect of business communication.
• always include a cover sheet specifying whom the message is meant for.
• Type your message whenever possible. If you have to write it out, use capital letters.
• Corrections made using correction fluid show up as dark blotches, so make a photocopy, and use this to send the message.
• Many people receive their faxes on a computer, so make sure the paper is inserted the right side up. If it isn’t, the message can’t be read unless it’s printed out!
• don’t send out unnecessary or needlessly long messages. Also, call and check if the timing is convenient before sending out very long fax messages.
• Don’t fax personal or confidential. If such information has to be sent, do call ahead and inform the recipient so that he can personally retrieve it...