“Netiquette” is very simply, the etiquette of cyberspace. The core rules of netiquette will help you avoid mistakes and misunderstandings as you communicate electronically with colleagues and clients. Remember, e-mail is a medium that relies solely on the written word, and the recipient loses the benefit of body language, tone of voice and facial expressions to fully understand your meaning. So, it’s important to remember that there is a real person on the other end of that computer screen, and you should apply as much thoughtfulness and care to your message as you would if you were speaking to that person face-to-face.
Below are the eight essential rules for impeccable netiquette…
Rule 1: Use a SMART Heading in the Subject Line
A poor or inappropriate heading in the subject line is the number one reason that e-mails go unread. Think of the subject as a headline for your message and convey the most important points. Wherever possible, use SMART subject lines:
S – Specific
M – Meaningful
A – Action-Oriented
R – Relevant
T – Timely
Examples:
A poor subject heading:
Meeting
A SMART subject heading:
Accounting Department Meeting Rescheduled for 9 a.m.
If the message is short and its entirety will fit in the subject line, use the letters “EOM” (End of Message) after the subject to indicate that the reader does not need to open the e-mail for further information.
Rule 2: Use Proper Punctuation and Grammar
Although e-mail is an electronic form of communication, it is still essential to use proper spelling, grammar and punctuation – even within messages to co-workers. Your e-mails are a representation of you as a professional, and they should contain all of the elements of a well-written, concise document. On the other hand, it’s perfectly appropriate to write in a more familiar style as if you are speaking to the person. Feel free to use standard contractions and informal salutations such as “Hi, Amy.”
Rule 3: Avoid Large Attachments
In general, it’s not a good idea to send attachments that are larger than 1MB. If your attachment is larger, you run the risk of having the e-mail denied by some systems or even worse - seriously annoying the recipient if you slow down his or her computer as the attachments are downloaded. Be especially mindful when sending photographs, which tend to have a large file size. If in doubt, call and ask your recipient if he or she can receive your file or if there is another preferred method for transmission, such as an FTP server.
Rule 4: Don’t Copy Everyone in Your Address Book
Rule 5: Resist the Urge to Reply (Unnecessarily)
Don’t be one of those people who must have the last word – if only to say, “Thanks” for example. In general, if you have no additional information to share or no call to action, don’t reply. Your colleagues won’t be upset if they have one less e-mail in their inboxes.
Rule 6: Include Your E-mail Signature
An e-mail signature should be attached to every message you send and should be consistent with the company’s e-mail signature style.
Rule 7: Employ the “Out of Office” Assistant
If you are going to be away from your desk for 24 hours or more, it’s important to turn on the Out of Office function. In your message, include information about when you will return to the office and who to contact in your absence in the case of an urgent need.
Rule 8: “NWA”
Somehow the use of electronic communication makes it easier to say what’s really on our minds. “NWA” stands for “not when angry.” Simply put, don’t send an e-mail when you’re angry or upset. Delay writing your message for 10 minutes or even overnight and respond with a clear head.
So, that’s it! Adhere to these eight simple guidelines, and you’ll be sure to avoid many of the pitfalls of electronic communication.