MOST of us use email every day of our working lives, but few think about how it might land us or our employers in hot water.
Experts warn that negotiating the do's and don'ts of email can be a tricky area, and that "think before you send" is something every worker should make their motto.
On the plus side, the experts also say that those who are familiar with some simple rules of email etiquette and protocol are unlikely to offend or overstep any workplace boundaries.
"Only 7 per cent of our communication is actually the words we use -- 38 per cent is the sound of our voice and 55 per cent is body language.
while at work an email is a business medium, and should fit within the rules of business communication -- not casual chit chat.."
Sunday says for younger workers who have grown up on text, email and blogging, using email formally can be challenging.
"Less is more"
Sunday's next warning is to bear in mind that sending an email is final and can't be brought back.
Katz says emails are best avoided, where possible, if the content is not straightforward. "Get up and walk down the hall and have a conversation, or pick up the phone and actually speak." Sunday says this is doubly true where a disagreement is involved.
While sticking to rules of etiquette and grammar is important, staying within the law is vital. there are instances where email communication can lose you your job, cost you and your employer money, or expose you to criminal charges.
Schreier Joffe says a failure to take email communication seriously may be part of the reason email can be such a legal minefield.
Schreier Joffe says another danger is the ease of distribution of email.
"Something like the circulating of a sexually explicit joke or a picture that is offensive to someone can be a problem because it can be construed as sexual harassment." likely.
There are other behaviours which should always be avoided in the office.
Companies have a legal right to monitor and read employee emails when the employees have been informed it will be done.
"Certainly your employer as a rule can't regulate what you do outside work hours and whether or not you decide to put photos of your activities on Facebook or MySpace will be your choice."
if the outrageous activity you are posting pictures of has taken place at an after-work party or work-based social function.
Friday, April 30, 2010
Friday, April 23, 2010
Emails, a Trap for the unwary
> New motto for emails should be, "think before you send."
> Emails can be misinterpreted and misunderstanding quite often.
> Why?? When communicating with people the reciever gets 38% from the tone of voice used, 55% of the body language and only 7% of this are the owrds. Frightning!
> Nina Sunday, "without the benefit of body language and the tone of voice...perfectly good communication can seem terse or even nasty. You may think its brief but the recipent maybe see this differently."
> At work emails sshould be much more formal than chit chatting to friends
>"Less is more", when at work dont overfil inboxes with funny jokes or pictures save it for family and friends.
> If a disagreement arises go and talk to the person face to face not over emails.
>Sloppy grammer is a no no. Although emails are quick they should be kept professional.
> If emails are not followed corrrectly at work or kept professinal consequences such as, losing your job, costing you and your boss money and exposing yourself to criminal charges can appear.
> A thoughtless email can mean serious problems when it comes to certain material. For example, sexually explict jokes or even uploading pornagraphic pictures etc. BIG NO's!!!
> "A Company has a right to expect employees not to bring their company into disrepute even outside work."
> Emails can be misinterpreted and misunderstanding quite often.
> Why?? When communicating with people the reciever gets 38% from the tone of voice used, 55% of the body language and only 7% of this are the owrds. Frightning!
> Nina Sunday, "without the benefit of body language and the tone of voice...perfectly good communication can seem terse or even nasty. You may think its brief but the recipent maybe see this differently."
> At work emails sshould be much more formal than chit chatting to friends
>"Less is more", when at work dont overfil inboxes with funny jokes or pictures save it for family and friends.
> If a disagreement arises go and talk to the person face to face not over emails.
>Sloppy grammer is a no no. Although emails are quick they should be kept professional.
> If emails are not followed corrrectly at work or kept professinal consequences such as, losing your job, costing you and your boss money and exposing yourself to criminal charges can appear.
> A thoughtless email can mean serious problems when it comes to certain material. For example, sexually explict jokes or even uploading pornagraphic pictures etc. BIG NO's!!!
> "A Company has a right to expect employees not to bring their company into disrepute even outside work."
Email DO's and DONT'S!
As email is a form of communication that we use every day. It is important to realise the potential risks involved with the narrow understanding of email ediqutte. In order to explain this further, experts suggest the following pro's and con's of the construction of an email.
Pro's
- "Think before you send" should be everyone's motto.
- Add simple clear phrases to emails to accentuate friendliness and courtesy, such as ''thankyou'' or ''nice to talk to you".
- Use appropriate language to suit a situation/environment. For instance in a formal environment you will use "Dear Peter Bradbury, however in a informal environment you may instead use "Hi Peter".
Con's
- Since email is an electronic form of communication it can become easily misinterpreted or miscommunicated as it does not have the advantage of body language or voice elements.
- Using unappropriate language such as blasphemy or crudeness in a work email is unacceptable and penalties will apply.
- "Less is more" as it is an unacceptable blunder to send chain emails at work, it also wastes time and appears unprofessional.
- Seven percent of communication is words, thirty eight per cent is the sound of our voice, leaving just fifty per cent our body language.
- "Once an email is sent it can not be brought back" so make sure you have read over what you have written and consider the following;
- Six hour rule - If you have written an email in anger,fustration or other negative emotions, it may be unethical or a mistake to send, so walk away or do something else and then in six hours time re-read it, re-vise it and you may have a different approach that is not triggered with such emotion.
- Grammer Checks - Always spell check emails and read over them to check for grammatically incorrect grammer.
emails trap for the unwary
Emails a trap for the unwary
Experts warn that negotiating the do's and don'ts of email can be a tricky area, and that "think before you send" is something every worker should make their motto.
On the plus side, the experts also say that those who are familiar with some simple rules of email etiquette and protocol are unlikely to offend or overstep any workplace boundaries.
Email is a form of communication that leaves plenty of room for misinterpretation and misunderstanding
Put in phrases like 'thank you', 'nice to talk to you' or 'thank you for your time". They immediately set the tone as courteous and friendly."
Sunday says for younger workers who have grown up on text, email and blogging, using email formally can be challenging. On your first day at work "starting an email with 'hi guys' is clearly not appropriate and possibly offensive. You have to wait at least until you know the environment before being informal. It may then be OK to drop the formalities, but it may not."
"Less is more" is another rule best applied to workplace emails. Harassing colleagues or clients with unnecessary, unpleasant or even overly familiar email contact is a no-no. That includes filling their inbox with jokes, cute pictures or inspirational mottos
Pause before sending if the email contains anything even slightly controversial or confrontational.
While sticking to rules of etiquette and grammar is important, staying within the law is vital.
Schreier Joffe says another danger is the ease of distribution of email. "It's the press of a button and the information has gone to 100 people.
Social networking sites have provided a whole new set of curly problems. But there are exceptions and even just activities that are not advisable for anyone with ambition. "
Schreier Joffe says problems will arise, however, if the outrageous activity you are posting pictures of has taken place at an after-work party or work-based social function.
Experts warn that negotiating the do's and don'ts of email can be a tricky area, and that "think before you send" is something every worker should make their motto.
On the plus side, the experts also say that those who are familiar with some simple rules of email etiquette and protocol are unlikely to offend or overstep any workplace boundaries.
Email is a form of communication that leaves plenty of room for misinterpretation and misunderstanding
Put in phrases like 'thank you', 'nice to talk to you' or 'thank you for your time". They immediately set the tone as courteous and friendly."
Sunday says for younger workers who have grown up on text, email and blogging, using email formally can be challenging. On your first day at work "starting an email with 'hi guys' is clearly not appropriate and possibly offensive. You have to wait at least until you know the environment before being informal. It may then be OK to drop the formalities, but it may not."
"Less is more" is another rule best applied to workplace emails. Harassing colleagues or clients with unnecessary, unpleasant or even overly familiar email contact is a no-no. That includes filling their inbox with jokes, cute pictures or inspirational mottos
Pause before sending if the email contains anything even slightly controversial or confrontational.
While sticking to rules of etiquette and grammar is important, staying within the law is vital.
Schreier Joffe says another danger is the ease of distribution of email. "It's the press of a button and the information has gone to 100 people.
Social networking sites have provided a whole new set of curly problems. But there are exceptions and even just activities that are not advisable for anyone with ambition. "
Schreier Joffe says problems will arise, however, if the outrageous activity you are posting pictures of has taken place at an after-work party or work-based social function.
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