1. The Art of E-Communication
Preventing Unprofessional
Correspondence in an Informal Medium
Presentation by Jason C. Garza

2. Why worry about “E”-tiquette?
On average, 90% of internet users use on a daily basis. (Standford, 2008)
To curb costs, organizations use or instant messaging systems in order to eliminate phone usage.
is a form of documentation…and like all documentation it should be professional.

3. Email Think of writing an email as writing a business letter.
Know your audience: is this correspondence to a supervisor? A colleague? A friend? A manager?
Know what idea(s) you want to communicate.

4. (In)Formal E-Communication
Informal: Not used in business; will be a friendly, casual correspondence about non-business issues. Slang (IE “what’s up,” “yo,” “huh,” “i”)
Formal: Used in business; will be a to-the-point correspondence addressing one or more pressing issues.

5. Informal E-Communication Errors
Using acronyms that may have multiple meanings (IE O/S; POA)
Using technical “jargon” that the recipient may not understand
Not using a spell or grammar check.

6. (In)Formal Address First name Title, last name Hey… How’s it going?
Well, you won’t believe…
Greetings, Mr…
To whom it may concern…

7. Security
s and Instant Messaging systems may not have “secured” servers
Never send:
User names
Passwords
Account numbers
Social security numbers
Other sensitive data

9. GRAMMAR TIME

10. Spelling Activate spell check on: Know When To Capitalize Words
Outlook, Thunderbird, etc.
Web browsers (Firefox, Explorer)
Desktop
Know When To Capitalize Words

11. HOW (not) TO SAY IT AVOID TYPING IN ALL CAPS
s typed in all caps are often ignored
Conveys amateurism, not professionalism
Spam filters may catch s in all caps
Is just like shouting at the person across from you

12. How, not; to: say—it.?! Use punctuation; avoid:
Lack of stops (periods, question marks)
Lack of separators (commas, semicolons)
Run-on sentences
May change the meaning of a sentence:
Giant moving, sale Friday.
Giant moving sale Friday.

13. Emoticons; E-bbreviations
Never use BRB, LOL, BTW
Never use “emoticons” (smiley faces)
These do not belong in a professional business setting; they can be disabled at the user level

14. Tips Keep the message short and to the point; use short sentences.
Proofread before sending
Avoid the read/delivery receipt option
Can be deactivated on recipient’s Outlook
Avoid using URGENT or IMPORTANT
Creates the “boy who cried wolf” problem

15. Replying
Avoid using the “reply all” feature unless the original was sent to create an open forum
Clogging the “CC” line; if you have a question for the sender, then only reply to the sender

16. Good-bye Sincerely Regards Have a great day Toodles, See ya
Until next time
Awaiting your reply

17. Signing off Use a signature block when sending or receiving
Outlook will allow you to save your preferred signature.
Jason C. Garza
Human Resources/Training Manager
The Family Credit Union
(563)

18. E-Communication should be…
…short and to the point
…respectful and professional
…replied to promptly
…free of big attachments
…addressed and signed off properly
…used as an alternative to telephones
…something to embrace

19. “E”-tiquette