Netiquette Rules for Electronic Communications

 

source:http://edtech2.boisestate.edu/frankm/573/netiquette.html

The following list is simple Netiquette Rules to follow for electronic communication with emails, newsgroups, online classrooms, and other Internet media. Communication using the Internet can reflect positively or negatively on the writer based on how the audience perceives what they read. Avoiding mistakes by using Netiquette Rules as part of a writer's style will help lead to professional results and avoiding embarrassing situations like the one described under double-checking the email address. Take the time to apply Netiquette Rules to your electronic message, and your writing will improve and help convince the audience that your electronic message is legitimate and worthwhile to read in today's fast-paced Internet world.

Spelling and Grammar

Always use good grammar and correct spelling. Poor grammar and miss-spelled words are unprofessional and reflect poorly on you and your message. A suggestion is to type your message or information into MS Word, apply the spell and grammar checker, make changes, then copy and paste the text to your communication source. Take the time to ensure your audience does not have to read a poorly written message with typos.

Netiquette Top 10 List

1.  Spelling and grammar!
2.  The YOU attitude!
3.  Get to the point!
4.  Proofread!
5.  Use good tone!
6.  Double check the address!
7.  Attach in Adobe PDF!
8.  Messages are permanent!
9.  Respond promptly!
10.  Be professional at all times!

The You Attitude

When communicating in the business world, avoid using "me" or "I" with your message. Business messages should be about the reader and not the writer. Talk about the other person and use the word "you" and "your" in your message. After all, it is a "me" world out there and that is what your business audience wants to hear about--themselves and not you. There are exceptions to this rule like in online classrooms and Web sites; however, business writing requires the "you" attitude at all times while sending emails, memos, and letters.

Write Concisely

Get to the point. Follow the concept of concise writing and do not ramble on with unnecessary words. Only write what is necessary so your audience can quickly read your message and move on. People have many other emails and Web sites to read, and if you write senseless words leading to a long email or electronic message, people might click out early and move on to their next reading.

Proofread

Always proofread your message! You do not have the opportunity to use body language while communicating over the Internet, and people may miss-interpret your message if you do not write with good tone. Do not write messages that are confrontational, rude, foul mouthed, or All Caps (MEANS SHOUTING!). A good suggestion is to read aloud your message to ensure it is a polite and courteous communication for your audience.

Use Good Tone

Good tone is critical with electronic writing. The wrong words can leave a bad impression and upset the reader--especially with emails and in online classrooms. It is easy to sound bossy and unprofessional with persuasive messages, and since most situations are asynchronous, you do not have the opportunity to immediately respond or allow the audience to see body language or hear the tone of your voice. Always check your writing to ensure it is polite and neutral regarding requests and conveying information. An email with good tone can accomplish much more than one that is overbearing and with the "me" attitude. Remember, the "you" attitude is a good way to convey your messages with good tone.

Double Check Email Address

With email programs, it is easy to send a message to the wrong email address. This happened to a colleague recently, and he lost a lucrative account with my company over the incident. He did not like something I did, and lashed out at me to another colleague (with intentions of doing so behind my back) via email. The message inadvertently ended up in my email box and revealed his true attitude towards my company and me. Consequently, I am no longer his customer. Before clicking the send button, always check the email address of the recipient.

Electronic Writing

•  Email
•  Blogs
•  Newsgroups
•  Online Classrooms
•  Web sites
•  Chatrooms
•  Instant Messaging

Keep File Sizes Small

People do not want to wait for long downloads. Even with today's high-speed connections, large files sizes are annoying and will cause the person downloading the message to abort. If you know your file size is large, be sure to convert the file to a PDF format prior to attaching the file. Always convert long documents, large graphics, and pictures to PDF format to ensure the file size is reasonable and downloads quickly--especially for those who do not have fast connection speeds. If you do not want to convert pictures to PDF, optimize them using Photoshop or another image program.

Internet Messages are Permanent

The above story about a colleague leads to another point about the Internet. Be careful what you write! Sometimes it is best to keep thoughts to yourself because the Internet is a permanent record of what you send. You cannot retract or delete messages or posts (in most cases), so if you do not want your message read by the wrong people, you probably should communicate your message using another media and avoid sending it electronically.

Be Respectful

Respond to other people's messages promptly, and if they ask for a return acknowledgement or receipt of an email, give it to them! Be polite, friendly, and professional at all times. Many of these rules imply respect for the reader; the Internet is a permanent message and reflects on you as a person. Use these rules to your advantage by thinking about your message and who reads it. The Internet can be a great tool for building a good reputation and respect from your peers.

Be Professional at All Times

Avoid getting into arguments in chat rooms, online classrooms, or with emails. This happens often and is a result of the ease of sending a message while upset, and out of spite or revenge. Since the other person is not present, people often use the power of electronic writing to vent or lash out at each other. If you become upset at a person, do not respond electronically until you have had time to put the issue into perspective. Remember, electronic messages are permanent. Do not put yourself in a position with an unprofessional message you may regret later. It may come back to haunt you!

Summary

The number one reason people go to the World Wide Web is to read. Therefore, following simple Netiquette Rules for electronic writing is critical to a well-received message. You can make a positive or negative impression on those who read your electronic communication. The choice is yours. While communicating electronically, people often never meet each other in person, and this may be the only way you are perceived. Use good writing skills and follow these Netiquette Rules to make a lasting positive impression, and you will gain respect and people will look forward to reading your messages. And remember, it is just as easy to create a poor impression if you do not follow Netiquette Rules, so take the time to communicate effectively over the Internet. You will be glad you did later!

Minding Your Manners Online: Eight Lessons in Netiquette

 

source:http://www.successmemo.com/?p=244

The Internet is a big, limitless place where the rules of everyday life don’t always apply. You can be whomever you want to be and say whatever you want to say…right? Well actually, no, you can’t—or at least, you shouldn’t. Especially if your online presence is connected to your professional image. The fact of the matter is, just as there is proper etiquette in the “real” world, there’s a right way and a wrong way to behave in the online world, too. In fact, says Barry Libert, how you choose to communicate can have a very real impact on your relationships with employees, customers, and partners.
“For some reason, many people seem to think that using social media gives them a pass to leave manners and etiquette behind,” observes Barry Libert, author of the new book Social Nation: How to Harness the Power of Social Media to Attract Customers, Motivate Employees, and Grow Your Business (Wiley, 2010). “They don’t realize that social media can actually be a critical vehicle by which to engage customers and inspire employees.”
Libert knows what he’s talking about. After all, he’s the chairman and CEO of Mzinga, a company that provides social software to businesses. Quite literally, it’s his job to be social media savvy.
Chances are, you know he’s right—there is online protocol that should be followed. However, it might surprise you to hear that “Netiquette,” as online etiquette has been dubbed, is a serious enough topic to warrant several books by Peter Post, great-grandson of the legendary manners arbiter Emily Post. It might surprise you even more to learn that the basic rules of etiquette—even on a computer screen—have changed little since the original Post reigned supreme.
“It’s true: being considerate, respectful, and honest are crucial if you want today’s ‘Social Nation’ to work for you and your business,” confirms Libert. “But there’s a little more to Netiquette than that. Increasingly, the line between our personal and professional lives is becoming blurred, and information posted online can easily make the jump from one to the other even if you don’t intend for it to. When used wisely, social media really can help you build high-quality professional relationships that will pay off for both parties offline.”
Essentially, social media in a business context should be used to attract and foster ongoing relationships with loyal followers. And, says Libert, that means that everyone in your company who’s socially networking must be well-mannered, engaging, and emotionally attuned to others.
Ready to begin building your own company’s online presence? Here are  Libert’s eight etiquette lessons—rules that will help you successfully develop a community of supporters who will help your business relationships prosper:
Pretend you’re offline. It’s pretty simple: if you wouldn’t say it offline, don’t say it online. It really doesn’t matter if you’re tweeting, blogging, chatting, or otherwise. Many people behave as though what’s said online won’t have the same ramifications as it would in “real time.” If you believe that’s true, just talk to someone who’s been fired for a post on Facebook or because of an inappropriate blog post. Yes, it has happened, and it can easily happen to you.
A basic rule of thumb to follow is this: If you wouldn’t say it at work or at the gym or in the middle of a dinner party, don’t do it online. This doesn’t mean you have to hide all of your feelings, opinions, or observations, though. That’s what is so amazing about social culture: it encourages people to share, to have a voice, and to express themselves.
Remember, it’s not all about you. It’s time to face facts: while your family and close friends might be interested in just about every opinion and perspective you have to offer, the general public might not be. Remember that by and large, folks can quickly become bored. It’s important to engage others by providing information, ideas, and products they’ll find helpful.
“It’s easy to whine, brag, and gloat online,” Libert points out. “Choose to talk about something meaningful, informative, and/or helpful—something that adds value. People want to read about topics that will enhance their lives, their businesses, and their knowledge, so provide your clients with information, tools, and tips on subjects that are of interest to them.”
Don’t ignore spelling and grammar. srsly, uv seen sentences like this b4, but do u rly find them impresisve? In a professional context, you should strive to use correct punctuation and spelling, watch your grammar, be decent, and remember who will be reading what you write. Contrary to increasingly popular opinion, your communications to your boss and colleagues shouldn’t resemble texts to your best friend.
Always bear in mind that what you write and how you write it is a reflection of who you are and what you care about. Think about it: why would a potential employer want to hire someone who couldn’t be bothered to check spelling and punctuation in his or her resume? Similarly, if a business demonstrates carelessness when communicating online, it could very well lead potential clients to wonder if that’s the level of sophistication and attention to detail the company demonstrates in all of its work.
Don’t hide behind social media. Unless you’re living in a computer-less time warp, you’ve probably been guilty of using email to send a message you didn’t want to deliver in person. The thing is, though, words still matter as much online as they do in real time—and they stick around longer. When possible, avoid using social media as an easy out when you’re facing a tough conversation or want to spout off an annoyance.
“Repeat after me: there is no such thing as ‘behind someone’s back’ in the world of social media,” Libert stresses. “It’s all out there, virtually forever, so don’t fool yourself. If you have something to say—and criticism is allowed and may even be warranted at times—say it with respect; and before you send it, be sure it’s something you will be willing to stand by in a week. On the flip side, don’t worry that one nasty online comment from a disgruntled customer will ruin your business. How you handle it may make all the difference.”
Leave the sensational to someone else. ATTENTION: This never-before-shared piece of advice will change the way you do business and catapult your company into a Fortune 500 slot. Sounds good, right? Of course it does! But the thing is, it’s not a claim that can be guaranteed. When it comes to social media, it’s best to be honest and stick to the truth.
The fact is, rumors and sensational posts may send readers flocking to you at first, but dishonesty and irresponsible behavior will ultimately come back to haunt you. Yes, in the heat of the moment, that sensational comment might seem like a good idea…but you might regret clicking “send” before all is said and done. It’s better to wait an hour—or maybe even a day—before launching your message into the public domain.
Take control of yourself. Ultimately, you—not your boss, your spouse, or your mom—are responsible for your choices and behavior. When it comes to social media, that means actively choosing to infuse your communications with positivity, tell the truth, give credit where credit is due, and be polite—to name just a few possibilities.
“Whether you are a manager or not, managing yourself smarter is important to your career as well as to your personal life,” Libert points out. “Everyone is tempted to cut corners or to gratuitously vent from time to time, but when you choose not to do those things online, you’re setting a good example for others from within your organization—and you’re doing good things for your own career growth. Remember that if you do choose to post an ill-advised update, for example, you’ll be the one taking the rap for it.”
Consider yourself a brand, and act accordingly. Sure, you might be one of a dozen, 100, or even 100,000 employees, but you’re more than that. Especially considering the far-reaching, viral potential of information that’s shared online, your thoughts and opinions can be seen by just about anyone. Remember that how you act is reflective of who you are and, in the case of business, of your brand as well.
It really isn’t far-fetched to say that what you do online can impact your company’s brand, so bear in mind how you want others to perceive you and your organization—and let that influence your online presence. Remember that sharing can be your most powerful tool since it gives people something to relate to and comment on, but sharing too much or sharing inappropriately can be equally destructive.
Blog, but mind your manners. By simply setting up a blog, any individual—or company—can become a “published” author and gather a crowd of loyal readers. Yes, blogs are fun to read and to write—and they can also be used to grow your business, engage business partners, and establish thought-leadership.
“It’s a heady feeling to have your voice heard by scores of virtual blog visitors,” Libert agrees, “but make sure you’re writing smart. Don’t get too big for your britches! There are things to watch out for with blogs that aren’t really dangers with status updates and shorter information posts. Foremost among those is plagiarism—be very careful that you aren’t using someone else’s words or images without proper acknowledgement. Also, pay attention to the input you’re getting from your readers’ comments—sometimes longer blog posts spark more in-depth discussions than shorter updates. Oh—and don’t forget to have fun!”
“By following these basic rules of etiquette, you’ll be one step closer to generating the results you seek: a more positive work environment, attaining and providing real value to your customers as they follow your daily actions, and a better brand for your company and yourself,” concludes Libert.
“Remember, though, that manners, good online etiquette, and respect for relationships are only one portion of the equation.”

Top Five Rules of Netiquette in an Online Course

source:http://www.brighthub.com/education/online-learning/articles/26946.aspx

Be prepared to communicate effectively when taking an online course. Following these simple netiquette rules in your online class or education environment will ensure your success!

•  With the onset of the online education environment and the expansion of online courses, a new buzzword has evolved called netiquette. Simply defined, it means etiquette on the Internet (or net).

  In an online course you will have your communication skills tested! You will be speaking through writing both to fellow students and instructors, so it is imperative to communicate well and professionally.

  Let's look at five important netiquette rules in an online course or education environment:

• 1. Be Friendly, Positive and Self- Reflective

  When people cannot see you, and also do not know you, feelings can be hurt if you are not careful in how you express yourself. The old saying, think before you speak, is important here. Think before you write.

  One word of advice is: Do not respond when you feel angry. Wait. Write it down somewhere and come back to it. When you do, you may find that you no longer feel the same way as you did when you wrote it, because you have had time to reflect about the situation. Last, if you still feel the need to be heard, then edit before you post, and write it in terms that are easily embraced. This is also true when you feel a critique is necessary; say it in a positive tone. Reread what you have written to be sure it is positive.

• 2. Use Proper Language and Titles

  Do not use slang or even profane words in an online education environment, even if they are words you consider "not so bad," as they will sound offensive to the reader. Do not refer to your professor as "Doc" or by his or her first name, unless it is acceptable with him or her to do so. Also, do not use caps lock when typing. It will insinuate yelling. That would hurt someone's feelings and possibly give him (or her) the wrong impression of you.

• 3. Use Effective Communication

  Say what you mean to say. This takes practice and thoughtful writing. Try to speak and write clearly at all times. Again, reread before you respond. Define and restate your words when necessary. Correct a misunderstanding right away. Chances are, if one person feels a certain way about what you have said, another may do so as well. Likewise, be mindful of chosen words and joking. Let's say for example, I write, "get out!" This slang term can be interpreted in several ways, either positively or negatively.

• 4. Professionalism

  Leave out the characters like smiley faces and instant message abbreviations. Your friends may like it, but chances are your professor will not. Save it for personal conversations or definitely ask for permission before using them. It may be interpreted as childish or too casual for the online education environment. Last, always say please and thank you.

• 5. Ask for Clarification

  If you are unsure of what was said, or the instructor's directive, or are trying to interpret a person's expressions, then ask again. Do not sit in silence either misunderstanding or feeling offended. Do not interrupt, though; wait until there is a break in the conversation, or until the open interaction occurs. Your instructor will appreciate your responsiveness and maturity. A simple way to do this is to say (or write), "I did not understand...", which will always keep the onus for the misunderstanding on yourself.

• The Golden Rule of Netiquette

  With these top five netiquette rules, you are on your way to a great grade in your online course. Most importantly, when speaking in an online course or in any online environment for that matter, the same rules apply for etiquette as in real-time. The golden rule of netiquette in an online class or environment is, do not do or say online what you would not do or say offline.

Module 3: The Importance of Netiquette!

source:https://u.osu.edu/west.676/2014/07/06/hello-world/comment-page-1/

THE IMPORTANCE OF NETIQUETTE
With the increased use of Internet and email in this digital age, online etiquette known as netiquette, is very important to your success not only in college but in your career and throughout your life. You always want to come across as professional and mature when communicating online. Follow these tips:

• Always make sure your emails are clear in their objective – do not allow any room for miscommunication or misinterpretation. I have had numerous issues with miscommunication online that resulted in confusion and wasted time for all parties involved because an email was not clear to understand.
• Never use sarcasm or humor that could be taken in a harmful or offensive way. Remember, there are no verbal cues when communicating online!
• Also avoid using ALL CAPS as this can be taken as you YELLING or RAISING YOUR VOICE to someone online.

These tips will not only help you in college, but will help your future employers know you are mature and can handle the professional world.
HOW TO EMAIL YOUR PROFESSOR
One of the trickiest emails to send is to your professor. There are many benefits to emailing them: asking questions about an assignment, being able to think through your questions or concerns without the intimidating factor of talking face to face, building a relationship with them, etc. However, if you do not handle your emails professionally and do not use netiquette, you will do more harm than good. When you email your professor, imagine you are emailing a CEO of a large company and use the terminology and diction you would use in that email in the one to your professor. The more mature you sound, the more serious they will think about your question, request, concern, etc. Some tips:

• Always format your emails like a letter and use opening and closing responses, state your name, context around your question/concern and then ask your question.
• Also, I have learned from personal experience that it helps to end your email with “thank you for your time” or something similar to show your respect for their time.

Another important factor to think about when emailing your professor is this relationship does not only exist online – you meet with this person face to face. Not only does your online reputation rely on your netiquette here, it also impacts your personal reputation.
RSS FEEDS & BLOGGING
Before this module, I knew very little about RSS feeds and blogging. I have heard these terms, but it was fascinating to learn the use for RSS feeds. RSS feeds are a great timesaver! You can subscribe to your favorite websites and read all new updates in one place. Blogging is another useful tool to learn and interact with other people online. It opens up a new way to think about learning in the digital age and gives you a place to store your thoughts and ideas, like a personal diary or library.

Exercising Proper Netiquette

source:http://www.onealliance.com/learn-more-about-articles/exercising-proper-netiquette.html

Email is the communication of convenience. It's faster than sending a letter and less time consuming or intrusive than a phone call. It is often the first line of communication between individuals both personal and professional, and on occasion their only means of communicating with each other at all.
Which is why netiquette is so important to exercise. Since email became available to everyone, we've all experienced moments of embarrassment or aggravation as a result of poor manners online, whether committed by oneself or another messenger.
If you want to avoid looking unprofessional or causing your mail recipients irritation online, then keep in mind these few simple rules.
First and foremost is the subject line. You wouldn't be writing an email in the first place if you didn't have something important to say. Don't give your email an arbitrary subject line. The person that opens your email needs to know what they're going to be looking at before they open it. Equally important is to connect your email to the subject line. This keeps you from filling your email with redundancies and wasting someone's time on paragraphs of superfluous information.
Keep it simple. What looks good on your computer may not look so great on someone else's. Try to exclude complicated html or bandwidth draining graphics. Someone shouldn't have to wait for your email to download onto the computer screen before they can read it. The simpler your email, the more likely it will be read and understood by both your recipient and their computer.
DO NOT WRITE IN ALL CAPS. All caps to the eyes is what shouting on a megaphone is to the ears. It's one of the rudest things you can do online and should always be avoided. On the opposite end of the spectrum, try not to write everything in lowercase because it makes you appear lazy. It's easy to avoid these mistakes if you simply exercise proper grammar, punctuation, and spelling in all of your emails.
Know your audience. Writing to a friend is vastly different from writing to a potential employer. Use the appropriate language for each. To make sure you've assigned the right tone to your email, read over it several times. If it sounds off, re-write it and proof read it until it looks ready to send.
Lastly, end your email with a signature. Like the body of your email, it shouldn't be filled with redundancies. The person receiving your email needs your basic title and contact information, not a link to your twitter and Facebook account, your three different email addresses, an inspirational quote, and a JPEG of your actual signature. You know you are an offender if your signature extends 4 lines. Put your name, title, and phone number. If the person you email wishes to contact you further, they shouldn't be overwhelmed by options on how to do so.

Writing an email is a basic skill, but there is a professional way to do it. By exercising netiquette, you can ensure a successful, pleasant exchange online.

Why Do People Use Netiquette?

source:http://peopleof.oureverydaylife.com/why-do-people-use-netiquette-7357.html

Why Do People Use Netiquette?

Just like any form of communication, the Internet is a community that has its own form of etiquette. Internet etiquette is also known as "netiquette." Netiquette should be used during email, social networking sites, and even instant messaging or chat rooms. Like any other form of communication, the Internet has rules and guidelines for what is considered acceptable behavior.

Significance

Knowing proper netiquette is extremely important during the information age, especially during business communications. Nonverbal communication is limited on the internet, with web chats being one of the few ways to express nonverbal communication which accounts for 80% of how communication is interpreted. Because the internet lacks body language or facial expressions, the feeling of a statement can often be misconstrued.

Features

Netiquette involves careful word placement and expression, as well as the "nonverbal" language of the net. Emoticons are often used to express nonverbal communication where it does not exist. Emoticons usually follow a sentence to express emotion. Examples of emoticons: :-) These three characters represent a smiling face when rotated by 90 degrees. ;-) This winking smile means the remark was flirtatious or even sarcastic :-( The frowning character suggests sadness :-I This character expresses apathy :-P This can either be considered playful or disgusted <g> This usually means "grin" ROTFL This means "rolling on the floor laughing" LOL This is famously used as "laugh out loud" BTW This is a short version of "by the way" IMHO This means "in my humble opinion"

Function

Netiquette is not only for the purpose of adding a "human" element to the Internet, it is also used to make communication more efficient. One must say what they mean and say it with care. Proofread your messages. Spelling is the most apparent reflection of one's intelligence on the Internet. Intelligence and education is judged by spelling, grammar, punctuation, and message clarity. Along with spelling, consecutive capitalization should be used sparingly. Using all caps is usually interpreted as a person shouting.

Benefits

Netiquette helps users develop and maintain relationships, whether business or personal. It also helps keep group conversations constructive and friendly. Everything online that can be traced to you through a search engine is part of what's known as your "online footprint." Using netiquette helps you make sure your online footprint reflects well on you.

Effects

The effects of netiquette depend on where you use it. If you are using netiquette at work, you are safely maintaining your business relationships. If you are applying netiquette when talking to friends or acquaintances, you are being courteous enough to proofread your words and not forward spam. If you are using netiquette to increase your web presence, you are building a positive reputation for yourself.

Why Netiquette is Important

source:http://safespace.qa/en/why-netiquette-important

Netiquette is important as online communication is non-verbal. You have to follow Internet etiquette because there are other people such as your friends, relatives, elders who are using the Internet for all online communications. Hence it is correct to behave properly and write politely to everyone. Following proper Netiquette practices helps represent yourself correctly to a larger audience. Your attitude and character can be ascertained by the way you communicate with others. The kind of information you post online helps others to know about your character. Corporate are evaluating candidates by reviewing their social networking identity. Besides corporate, educators too are evaluating our presence on the social networking sites and also through the information we post.
Every field requires a discipline and the person who follows the discipline will be appreciated. The Internet has become a part of our life.  It is helping us in so many ways. It has made things easier in comparison to all other traditional methods of communication. We are able to stay connected anytime and anywhere. When we benefit so much from it, it becomes our duty to respect the privileges given by following standard practices that will not only help you but also others online.
There are some teenagers who have not heeded  Netiquettes and have caused ill-repute to the rest of us.  We have a responsibility to ensure that not only we but also others enjoy the service that the Internet provides.  We need to discuss with our friends and make a commitment to follow Netiquettes. Cyber bullying can be stopped if each one of us start respecting each other and stop spreading wrong information about others online. Plagiarism can be stopped if everyone respects the work done by someone and seeks their permission before using their content. Identity theft can be stopped if we respect others personal information and treat it as if it were our own information. Internet addiction can be stopped if we maintain timelines to use the Internet and prefer physical games and meeting friends rather than talking online and playing online games. Internet etiquette teach us  the objective for using the Internet. The objective is to know and learn information, spread good messages, play online games along with parents and friends, address each other with respect, follow a standard template for writing emails to educators and friends and become a responsible online user. Use the social networking sites to promote positive messages, encourage and talk about good things, also chat with known people to build healthy relationships. If there is someone who is sharing negative information and hurtful messages, advise him / her to stop behaving like that. If they don’t listen, block the person.
Netiquettes teaches us to be good and advise others to be good and consider everyone online. Some ill-informed teenagers have misused the Internet for wrong things. Let’s bring in a change by using the Internet effectively and promoting the importance of Netiquettes to everyone.