Rules of Electronic Communication

• Working through the “do’s and don’ts” of email can be tricky for those unfamiliar with this form of communication, especially within the workplace
• Basic tenet of email: always think before you send
• Those who are familiar with email etiquette and protocol = unlikely to overstep workplace boundaries or offend anyone
• Plenty of room for misinterpretation and misunderstanding, as only seven percent of communication is verbal – 38% is the sound/tone of voice, and 55% is body language
• A short, simple and to the point email could come across as terse or possibly nasty as a result, being that it’s written and not spoken – the author may not have intended it that way, but the recipient might
• Can be counteracted by including terms such as ‘please’, ‘thank you’ in the email – sets a friendly and courteous tone
• Email at work is a business medium, and as such should be reserved for work communication only – not casual chat between employees
• Consider the recipient’s business environment as a starting point, and if appropriate modify the tone of emails once a relationship between sender and recipient has been established
• Always be polite
• Young workers who have been raised on texting, emailing and blogging can find formal emailing a challenge
• It is never appropriate to start a work email informally, unless the work culture dictates it – and even then it might not be well-advised; it could even be seen as offensive
• Less is always more
• Repeatedly sending unnecessary, unpleasant and overly familiar emails to colleagues and clients – a major faux pas
• Unprofessional and a waste of valuable work time – save it for family and friends outside the workplace
• Once an email is sent, it can’t be unsent
• Six-hour rule: if an email is written in anger, or it contains anything confrontational or controversial, leave it for six hours before re-reading, and edit/rewrite if necessary
• If you don’t want something out there for others to read, don’t send it in an email
• Don’t email if a phone call or in-person conversation would work better
• Correct grammar and spelling are absolutely essential
• How you express yourself over email reflects your level of professionalism – or even your lack of it
• Always consider the law – many people are not aware of the potential legal implications of sending inappropriate emails
• Most emails wouldn’t be a catalyst for legal action, but in some instances one simple email can cause its author to lose their job, cost them or their employer money, or even attract a criminal conviction
• A thoughtless, inappropriate email can mean major problems if it contains material that is of a sexual or racist nature – can be construed as discriminatory or as sexual harassment
• It doesn’t even need to be forwarded to a specific person to be seen as offensive or be risky in a legal sense – even just having an offensive picture open on a computer, or reading an inappropriate and offensive joke aloud could cause someone to take offence
• NEVER upload pornography in the office – save that for your own computer