Common problems with

Why are there so many issues with  is used as a common tool for communication BUT  is one of the most misunderstood tools  is one of the most abused tools

Communication gap  People from different cultures and backgrounds have different etiquette.  Capitalization  Titles  Language skills

Capitalization  TAL, I WOULD LIKE YOU TO COME TO MY OFFICE TODAY AT 4 PM In culture, words written in uppercase are considered "SHOUTING.

Communication gap People write as though they are talking What's wrong with this one? “We got to face them where the rubber meets the road” People use slang or humor that might not be understood by the recipient

Communication gap  People write as though they are talking  Writing is different then talking  You can not convey emotions or humor clearly through  You can not convey facial expressions or body language through

Communication gap  People use slang or humor that might not be understood by the recipient  Although English is the common language of business, the slang and humor is particular to each culture.  If your joke backfires, you are not there to put out the fire

Loss of personal contact  is being used in place of face to face contact.  People mistake exchange for relationship building

Perils of  Never send an angry  Avoid impulse  Put yourself in the TO: to avoid impulse sending before you are ready  Wait it out  Think it through  Make sure the is complete and understood for the reader  Countless s on the same subject will make you seem disorganized  Use Diplomacy  CC selectively  Save all incriminating  Beware of using lists

structure  Recipient list  Whom do you include on the TO: line  Whom do you include on the CC: Line  When do you use the BCC: line

Subject line  Should be short and to the point  Remember, many people have a huge mailbox and can only search through the subject.  Never put your message in the subject line. Keep it descriptive but limited to 5 – 8 words.

Body  Keep it organized, use proper formatting.  Make sure your points are marked  If you need a response, please make sure you say so  If your spans several pages, perhaps an attachment would be better.  Remember – can be used as a record, do not put anything on an that might come back to haunt you.

Signature  KISS – Keep It Simple  Contact information  Disclaimer  Avoid silly quotes or remarks

Reply  Use caution when you reply all  Who should receive the reply  Avoid the thank you chain  If someone mess up, do not reply all.

Instant messages  If a co worker is not convinced that you will read his fast enough, he will try to ping you.  The term ping.

Dangers of IM  No delay or undo  A combination between talking to writing  Misunderstanding can easily occur  Humor does not transfer correctly even when using emoticons  You cant hear the person’s tone and voice inclination  You never know who is on the other side.  Avoid impulses  Think it out  Never IM when you are angry  Remember, IM’s can be saved

Emoticons  :-) Smile  ;-) Wink  :-o Surprise  :-P I screwed up  0:-) I’m an angel  >:-) I’m a devil  >:-| I’m angry  :-(*) I’m about to vomit  (_!_) A-hole  (_X_) Kiss my ass  (_E=mc2_) Smart Ass  (_?_) Dumb Ass  0 F-You