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
- Spelling and grammar!
- The YOU attitude!
- Get to the point!
- Proofread!
- Use good tone!
- Double check the address!
- Attach in Adobe PDF!
- Messages are permanent!
- Respond promptly!
- 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!
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