1. March 2007Jessi Rose e-Mail Statistics, Etiquette, and Irving ISD

2. March 2007Jessi Rose Contents E-Mail 101 E-Mail Statistics What is e-Mail Etiquette Why is e-Mail Etiquette Important E-Mail Etiquette Do’s, Don’ts, Top 10 and more E-Mail Policy and Guidelines - IISD

3. March 2007Jessi Rose E-Mail 101 How’s your e-mail efficiency and etiquette If you Answer Yes to 3 or more, You Need Help. NOW I frequently use the “reply to all” I like to “cc” people just to keep them in the loop Most days I have a couple of hundred e-mails in my inbox I usually respond to e-Mails right as they come I send e-Mails in the heat of the Moment – Regret later It seems like I spend More time on e-Mail than my job I check e-Mail most nights and weekends I send partial e-Mails just to get back to people My e-Mails turn into a chain of Back and Forth discussions I rarely pay attention to subject lines- I don’t organize the body of my e-Mails A lot of my e-Mails have multiple Attachments I wouldn’t think of coaching others on e-Mail My e-Mail filing system included a number of overlapping folders or none at all I don’t associate e-Mail with my professional image

4. March 2007Jessi Rose E-Mail at Use - From www.ntia.doc.govwww.ntia.doc.gov

5. March 2007Jessi Rose E-Mail at Use - From www.ntia.doc.govwww.ntia.doc.gov

6. March 2007Jessi Rose E-Etiquette More than 1/3 of employees cross wires because their use of humor in an email has been misinterpreted Companies must implement a code of email best practices for that organization and have effective training Nearly 1 in 10 workers cross wires with clients or fellow workers because the email was sent to the wrong person

7. March 2007Jessi Rose E-Etiquette Recent survey showed that 71% of American Households use the Internet What does that mean? Almost 75% Americans have access to the internet 17% of Americans do not have home internet use their e-Mail on the Job

8. March 2007Jessi Rose Etiquette What is e-Mail etiquette? E-mail etiquette acknowledges the do’s and don’ts of e- Mail suggested by business and communication experts in their response that the majority of professionals do not communicate effectively through the world’s new medium of communication In 1998, 3.4 trillion e-mail messages delivered to 81 million e-mail users in the United States, says a marketing firm. That's more than 6.5 million messages per minute. "Some people, particularly those in high-tech fields, get over 200 per day," said Geoffrey Ramsey of eMarketer, which performed the study.

9. March 2007Jessi Rose Why is Etiquette Important Email accounts for 91% of online usage In 1997, 2.7 trillion email messages were sent In 2000, 6.9 trillion email messages were sent 88% of all Internet users in the U.S. use e-Mail 90% of those who use the internet at work use it for business e-Mail e-Mail is the new medium of communication Words can be misunderstood and poorly written

10. March 2007Jessi Rose Etiquette Why is e-Mail etiquette important? 70% of workers believe that e-mail has improved communication with their bosses E-Mail is a great tool and has improved our communication effectiveness and timeliness. E-mail is used 88% of the time for overseas communication % of Residents of Various Countries who use Internet/Email  Sweden: 74%US: 76%  Canada: 60%Australia: 60%  Argentina: 35%Great Britain: 35%  Brazil: 32%Japan: 27%

11. March 2007Jessi Rose Etiquette Why is e-Mail etiquette important? Email is the most popular of all internet activities 88% of all Internet users use e-Mail (Dawn Rosenberg, “Your Guide to Career Planning”) From Samantha Miller, author of Do’s, Don’ts, and Disaster Tales of e-Mail Etiquette, “80% of employees say that for the majority of their business correspondence, e-Mail has replaced snail mail (regular mail), 72.5% say e- Mail has replaced faxing, and 45% say e-Mail has replaced phone calls. 51% of workers think the tone of their e-Mails is sometimes misunderstood.

12. March 2007Jessi Rose E-Mail Etiquette Do’s, Don’ts, Top 10 and more

13. March 2007Jessi Rose 3 Most Important Rules 1. Read and Spell-Check before hitting “send” 2. Ask yourself how you would feel if you received what you wrote 3. WARNING!! - e-Mail is not private, never say anything your wouldn’t say in public

14. March 2007Jessi Rose General Guidelines – From NACBALEDGER Always Have a Subject Line Include original message when responding User appropriate greetings and signatures Identify attachments and file format DO NOT USE ALL CAPS Never respond or write an e-Mail when angry or frustrated Never “Flame” - insult or criticize via e-Mail Do not use abbreviations unless personal use only Receipt Acknowledgements – it is appropriate to send a quick acknowledgement to let them know you received it If you Quote someone else, include them in the e-Mail Limit sentence lengths to 20 words or 2 lines.

15. March 2007Jessi Rose Tips for Professional e-Mail Mind your manners Watch your Tone – especially with words Be Concise Be Professional Use Correct Spelling and Proper Grammar Ask before you send an attachment Wait to fill the “TO” email address

16. March 2007Jessi Rose Do’s and Don’ts of Professional e- Mail Do Know your organization’s email policy Do think of the content before you write Do make sure than the content is relevant Do be polite Do try to use humor sparingly Do be Patient Do include a signature Do be careful when replying quickly Do remember to delete anything unwanted when forwarding Don’t reply when angry Don’t keep unwanted mail on your server Don’t type in CAPITALS Don't OVER USE Punctuation Don’t sent irrelevant messages Don’t send large attachments Don’t do chain letters Don’t use an over elaborate signature Don’t cc everyone in the company and all of your friends Don’t mix business and pleasure

17. March 2007Jessi Rose 12 Tops to Better e-Mail 1. Be informal, not sloppy – make sure and follow standard writing protocol. 2. Keep messages brief and to the point 3. Use Sentence case 4. Use the bcc and cc appropriately 5. Do not use e-mail as an excuse to avoid personal contact 6. Remember that e-mail isn’t private 7. Be sparing with group e-mail 8. Use the subject field to indicate content and purpose 9. Don’t send chain letters or junk email 10. Remember that your tone can’t be heard in e-mail 11. Use a signature that includes all contact information 12. Summarize long discussions

18. March 2007Jessi Rose From “e-Mail Etiquette” – Do’s Don’t and Disasters by Samantha Miller 1. Send e-Mail that is clear, Concise and considerate of recipients’ needs 2. Spelling and Grammar Count 3. Respect your Correspondent’s Time 4. Treat e-Mail Private 5. Never Assume that the e-Mail you send with remain private 6. Don’t trust any message that reads “Forward this to all of Your Friends” 7. Red the manual – learn about your e-Mail program’s capabilities and the technology and culture of the Net. 8. Take a deep breath before you hit “send” 9. E-Mail isn’t the right medium for every message 10. E-mail is the real World

19. March 2007Jessi Rose From “e-Mail Etiquette” – Do’s Don’t and Disasters by Samantha Miller 1. When writing an e-Mail, leave the TO: Blank 2. Am I sending this message to the correct address 3. Have I written a useful, descriptive subject line 4. Is the message’s format easy to read 5. Have I used the correct spelling and grammar 6. Is the message’s “Tone” appropriate 7. Could any statement in this message by misinterpreted 8. Is there anything in this message I wouldn’t want to see Posted in Public 9. Am I sure e-Mail is the right Medium for this Message 10. Am I sure this is a message the recipient will want to read Before you hit “Send”

20. March 2007Jessi Rose Irving Isd E-Mail Guidelines and Policy

21. March 2007Jessi Rose E-Mail Guidelines- Professional Staff Handbook Section 2 System users are expected to observe the following network etiquette: 1. Be polite; messages typed in capital letters are the computer equivalent of shouting and are considered rude. 2. Use appropriate language; swearing, vulgarity, ethnic or racial slurs, and any other inflammatory language are prohibited. 3. Pretending to be someone else when sending/receiving messages is considered inappropriate. 4. Transmitting obscene messages or pictures is prohibited. 5. Revealing personal addresses or phone numbers of the user or others is prohibited. 6. Using the network in such a way that would disrupt the use of the network by other users is prohibited.

22. March 2007Jessi Rose Irving ISD Guidelines Electronic Surveillance Electronic surveillance equipment is used from time to time on campus and at school sponsored activities. Teacher behavior recorded on electronic surveillance equipment is subject to review as documented behavior for evaluation and employment decisions All e-Mail is Public domain and archived for any future public use

23. March 2007Jessi Rose Dale Carnegie (1888-1995) American Educator “There are four ways, and only four ways, in which we have contact with the world. We are evaluated and classified by these four contacts: what we do, how we look, what we say, and how we say it.”