Montag, November 07, 2005

answer your phone

Etiquette rules apply to cell phone owners

By Cynthia Grosso

With the popularity of convenient, portable tools, good manners have taken a beck seat.

Have you ever noticed, that although we have more conveniences then ever before, it seems that we have less time then ever before. How ironic! Time has become our most valuable asset. As we spend much of our lives racing against the clock, most of us seek ways to help manage our minutes wisely. The cell phone has become a necessary tool to most of us in managing this effort. It has proven itself, not only for its unprecedented convenience and time saving capabilities, but also for its safety features.

Since the “Attack on America”, people are viewing cell phones as personal security devices and the use of them is at an all time high. Although statistics show the highest use of cell phones is for personal purposes, they are still an important business tool. Cell phones, now with the capability of text messaging and photography have become, without a doubt, one of the most common and widely used inventions of the time.

However, with all that being said, cell phones can also be the rudest invention of our time as well. In our effort to get “Connected”…we sometimes disconnect from manners and respect for other people. We regularly hear ringing phones during meetings, meals and even theatre performances and worship services. We often are subjected to hearing people’s conversations and affairs, making the impolite action of ease dropping, inevitable.

With all that has been written about cell phones, it is amazing to me how there is still so much rudeness going on…..I was recently at a conference, where the speaker asked people to turn off their phones or put them on vibrate. Two times, one woman's cell phone directly behind me rang loudly - not once, not twice….but three different times. This is the same lady that was talking so loudly to the person next to her all morning that I often could not hear the speaker. I moved myself to another seat during the first break. This goes back to the premise of my business; her manners are not an action, but an attitude…an attitude that follows her through all aspects of her life. So the question is…how often has your cell phone rung loudly in a “quiet” zone?

Here are 10 techno etiquette tips on the use of cell phones

  • When you are speaking with someone personally, a ringing cell phone should not take priority.
  • If your phone rings while talking to someone in person and you must take the call, excuse yourself before answering it.
  • Do not intrude on the people around you to have to listen to your calls. Excuse yourself and go to a private or outside area.
  • If you must take a call during a meeting, let them know up front that you are expecting a call. Put your phone on vibrate and when called, excuse yourself from the room and keep the conversation short.
  • Put the volume level of your cell phone on low and speak softly when talking.
  • Get voice mail and caller ID so you do not have to worry about lost calls that you are not able to take.
  • Leave your phone off or on vibrate during meetings or meals.
  • Make sure your phone is off when in church, synagogue, theatre performances, waiting rooms, court rooms, etc.
  • Statistics show that most cell phone use is personal. Limit your personal cell phone use at work.
  • Refrain from asking to use a friend’s cell phone

I suggest to people to keep their phone on vibrate at all times if possible. This eliminates the intrusion of the phone ringing at unexpected or uninterruptible times.

Be mindful of answering a cell phone call while engaging in personal conversation. This interruption can send the message that the incoming call is more important. No one enjoys feeling less important. This is a very negative gesture in business.

Statistics show that cell phone use increases the risk of car accidents by over 30%. If at all possible, pull over and stop the car to talk. If that is not possible, it is better to keep the conversation short because your concentration is less, your signal can fade and you are a more of a hazard to others on the road.

The etiquette of cell phones, as with a lot of the techno etiquette of today, is new.

It is important however, that we learn to abide by the new rules, as our behavior speaks about us loudly….as loudly as the ringing of the cell phone itself.

http://www.charlestonschoolofprotocol.com/N5_News_Detail.asp?pid=68&ID=227

cell-phones, again ;)

In Jacqueline Whitmore’s new book, Business Class: Etiquette Essentials for Success at Work, she offers the following eight tips to those who want to improve their cell phone savvy:

1. Let your voicemail take your calls when you’re in meetings, courtrooms, restaurants or other busy areas. If you must speak to the caller, use the e-mail or text messaging feature or excuse yourself and find a secluded area.

2. Speak in your regular conversational tone and don’t display anger during a public call. Speaking loudly or showing emotion may distract those around you.

3. Use your vibrate function or turn off your phone in public places such as movie theaters, religious services, restaurants, etc. Many wireless phones now have environmental settings that automatically adjust the phone and its features so you do not disrupt your surroundings.

4. If you are expecting a call that can’t be postponed, alert your companions ahead of time and excuse yourself when the call comes in; the people you are with should take precedence over calls you want to make or receive.

5. Avoid interrupting meetings, social gatherings or personal conversations by answering your wireless phone or checking your voicemail. Discreetly excuse yourself if you must take the call.

6. Use discretion when discussing private matters or certain business topics in front of others. You never know who is within hearing range.

7. When walking and talking on your wireless phone, be aware of your surroundings and remember to respect the rights of others.

8. Practice wireless responsibility while you are driving. Place calls when your vehicle is not moving. Don’t make or answer calls while in heavy traffic or in hazardous driving conditions. Use a hands-free device in order to help focus attention on safety. And always make safety your most important call.

http://www.etiquetteexpert.com/cell_phone.html

another ..

CUBICLE ETIQUETTE

By Jill Bremer, AICI, CIP - Bremer Communications

Is your current workspace a cubicle? Is a move into a cubicle in your near future? Life in a cube presents certain challenges. And if you’re being moved out of an office into a cube farm, the change can be emotional, as well. Working in a cubicle does have some upsides, such as developing an open and connected staff and creating a feeling of camaraderie. However, studies show that most workers are not thrilled with the idea of working in a cube because of the lack of privacy and the increased noise. Here, then, is a set of ground rules that will help cube dwellers remain both productive and neighborly.

PRIVACY

· Never enter someone’s cubicle without permission. Behave as though cubicles have doors. Do not enter before you have eye contact “permission” from the occupant.

· Try not to sneak up behind someone in a cube. Announce yourself at their doorway or lightly knock on the wall.

· Post a sign or flag at your cube entrance to signal when you can be interrupted. Avoid making eye contact with people if you don’t want to be interrupted.

· Don’t “prairie-dog” over the tops of cubes or peek in as you walk past each one.

· Don’t loiter outside someone’s cube while you wait for him or her to finish a phone call. Come back at another time.

· Never read someone’s computer screen or comment on conversations you’ve overheard. Resist answering a question you overheard asked in the cube next to you!

· Keep your hands off a cube dweller’s desk. Just because there’s no door doesn’t mean you can help yourself to their paper clips.

PHONES

· Try to pick up your phone after one or two rings. Set the ringer volume at a low level.

· Limit the use of speakerphones. If you must use one, keep the volume as low as possible. Use a meeting room for conference calls.

· Watch your volume when talking on the phone. A headset can help keep your voice low.

· When you leave your cubicle, turn your phone ringer off and let it go to voicemail or forward your phone number to your new location.

· Never leave your cell phone behind in your cube without first turning it off or to vibrate.

· With personal or sensitive calls, be aware that your neighbors can hear your end of the conversation.

TALKING

· Use your “library voice”.

· Don’t talk through cube walls or congregate outside someone’s cube. For impromptu meetings, go to a conference room or break room.

· Don’t bring clients to your cube to meet with them. Go to an office or conference room.

· Don’t yell across the “cube farm”. Get up and move to the other person’s location.

GENERAL NOISE

· Use email or instant messaging to communicate silently with your coworkers.

· Play radios at low volumes or use a headset.

· Set your PC volume to a low level and turn off screensaver sound effects.

· Set pagers to vibrate.

· Work out an arrangement with your neighbors to take lunch breaks at different times. This will give each of you some quiet time in your cube.

· Eat quietly. Avoid gum-popping, humming, slurping and pen tapping.

SMELLS

· A good rule of thumb is to never eat hot food at your desk. Food odors can bother your hungry or nauseous neighbors.

· Perfume and cologne should be avoided in a cubicle arrangement. Your neighbors may have allergies.

· Keep an air freshener handy.

· Keep your shoes on!

http://www.bremercommunications.com/Cubicle_Etiquette.htm

cellular phone usage

No Escape From Ringing - commentary on cellular phone usage - Brief Article

Jolie Gorchov

Tired of seeing (and hearing) people on their cell phones everywhere you go? Get used to it. There's not much anyone can do, except request that folks not use them.

Cell phones have become commonplace -- and not just at restaurants and concerts. Some places that would seem more inappropriate than others -- like college classrooms, libraries, emergency rooms, courtrooms and even chapels and gravesites - are popular places for people to whip out their phones.

Most colleges and universities have strict classroom policies concerning electronic device use. And the UCLA Law School library outlawed cell phones during finals last year because there were so many complaints.

But smaller colleges have a harder time controlling use. "Some of the instructors don't do anything at all about it," said Matt Trujillo, a Santa Monica Community College student. "The cell phones go off all the time -- just last week, I had two classes where people were just talking on the phone, like making plans for later, and no one said anything. I'm just mad though, because my phone doesn't work in those classrooms."

Donna Burroughs was a juror on a trial recently at the criminal courthouse downtown, when the public defender's cell phone went off. "It was weird. It was so out of context, because it was a murder trial and we were looking at photos at the time. It sounded like he was talking to his wife about one of his children," she said. The trial went on without comment, but the defendant lost the case.

Even funeral services are not immune. A spokesman at a major L.A. cemetery who asked to remain anonymous said it's become more common to hear pagers go off during services in chapels, and to see people on cell phones at gravesites during burial services.

"There's no policy. It's not the kind of thing we could try to enforce, but it does happen," he said. "You'll hear pagers go off. If they're in a chapel, people will get up and go outside to use their phone. But at the gravesites, you see people actually talking on the phone. It's really amazing. It's gotten worse within the last few years."

COPYRIGHT 1999 CBJ, L.P.; COPYRIGHT 2000 Gale Group; http://findarticles.com/p/articles/mi_m5072/is_46_21/ai_57951680

Techno Trends

TechnoTrends: cellphones, blackberries … what's not to like?

Andrew Ackerman

I suppose it was inevitable. In a society that increasingly prides itself as being always accessible--always "plugged in"--it was only a matter of time before campers started showing up at camp with cellphones and wireless e-mail devices (e.g., Blackberries). Is this really such a bad thing?

Actually, it is a problem on a number of levels:

* Child development Camp is a place where children gain independence and learn to stand on their own. A lifeline back to home can easily become a crutch.

* Breakage Let's face it, things break at camp. Camp by its very nature is a rough environment, and these are electronic devices that can cost several hundred dollars. Even if a parent understands that this is no fault of camp, there's still a lingering unhappiness.

* Homesickness Even the happiest camper has a down moment. Says Scott Fiedler of Brookwood Camps in New York, "So the kid has a bad day--twenty minutes later he's out playing ball--having fun. But if he has a cellphone, it's 'mommy take me home!' Now I have to spend an hour on the phone calming the mother down and convincing her not to take her son out of camp."

The good news is that most parents will understand all of this. But you can't "just say no." The expectation of instant access is still there, and if you don't find a way to address the underlying desire in a way that is compatible with camp, they'll keep trying to smuggle in those cellphones and blackberries. Fortunately, there are ways.

As camp consultant Bob Ditter, M.Ed., L.C.S.W., puts it, "Saying, 'well, we can't do that, but how about this?' is a way to move forward while maintaining your mission or values--yet giving parents something they can feel good about."

So what do parents really want to know? When all is said and done, parents want to know that their child is having fun. So why not just show them?

Bob Ditter often recommends that camps use online photos to show parents that their child is safe and having a good time. According to Bob, "A photo or video gallery can be a one way window into camp."

Photo/Video Gallery

Posting camper pictures is a great way to reassure parents without intruding on the camper's experience. Every parent who sees his or her son smiling by the waterfront or daughter enjoying archery is one less nervous parent phone call you have to field. Director Audrey Monke of Gold Arrow Camp in California uses online photography to share experiences with parents. "We're receiving lots of positive comments from our parents about the pictures."

Some camps like Camp Chi in Wisconsin have taken this a step further by posting video footage on their Web site. Online video is more work for the camp and requires more advanced technology, but there's no better way to make a parent truly experience your camp. Director Brad Finkel says, "Our video gallery definitely decreases the communication gap. Video really gives parents a chance to see their kids in action. Parents love it."

TIP For your campers' safety and privacy, camper pictures posted online should always be password protected.

Communication from Parents

An online photo or video gallery is only half the answer. These let you get information from camp to the outside world, but what about the other direction? How do you provide parents with a way to communicate from the outside into camp--to communicate with their children--without falling into any of the traps we discussed?

The simplest way is still the humble letter--but it lacks two features that are increasingly important in today's "wired" world:

1. Speed

2. Convenience

In general, a parent is lucky if a letter she mails today reaches her child at camp three days later. If your camp is particularly remote, mail can take five or more days. Sometimes this is just an inconvenience. For others, it can be much more. Numerous camps with one-week sessions have told us that regular mail is just not an option for them. The mail just does not get to camp in time to matter.

Furthermore, your parents have gotten used to the ease, speed, and convenience of e-mail. There are some parents who are lucky to find five minutes to spare in the middle of the day to simply type a letter--forget about a hand-written note. For them, the mere thought of finding a stamp, addressing a letter, and dropping it in a mailbox is challenging.

Giving campers e-mail access is not a solution. Few parents want their campers to be sitting in front of a computer reading e-mail. So, camps are increasingly being forced into accepting e-mail that they then print and hand out at mail call. This solution is far from ideal. Camps find themselves deluged with e-mail that they have to individually print, manually sort (and how do you route an e-mail from "Mom" to "David?"), and distribute. Add in 2 MB photo attachments of Fluffy the cat, unsolicited e-mail ("spam"), and various viruses--and pretty soon you need a staff person dedicated to incoming e-mail.

Fortunately, there are a number of one-way camper e-mail solutions. While details vary, these services are generally password protected, pre-sort the incoming e-mail for you, and often give you the option of charging parents per e-mail so you can recoup the cost of paper and toner. So now you can give the parent the speed and convenience of e-mail without the downside.

And when you combine pictures with (one way) parent to camper e-mail, the affect is especially potent. Imagine this--A parent logs onto your (password protected) photo gallery. She finds a great picture of her beaming daughter who has just won her leg of the Color War relay race. She immediately attaches that very picture to an e-mail to her daughter with her congratulations, and her daughter has that note and picture in her hands the next morning. What could be more effective than that?

The Future Is Available Now

Before you object that this is a techno-fantasy, you can do everything I just described above at no cost to camp--with no programming required. For instance, there is a service that lets parents send one way email from any computer with Internet access to camp. Parents can attach pictures or personalize the note with a decorative border. The camp receives a single e-mail the next morning containing the ten, twenty, or 100+ camper e-mails sent the night before, presorted by cabin and camper.

The bottom line is that you can meet the expectations of the Communications Age without surrendering control of the camp experience or conceding totally to the wishes of parents--but only if you satisfy your parents' underlying needs some other way. There are simple, cost-effective ways to provide the communication parents require.

And remember, a happy parent won't try hiding a cellphone in a can of his child's tennis balls!

COPYRIGHT 2004 American Camping Association, COPYRIGHT 2005 Gale Group

Sonntag, November 06, 2005

Cell Phone Etiquette - Technology Information

Cell Phone Etiquette - Technology Information

There was a time when mobile telephones were somewhat rare--when having one of those handheld status symbols lent the user an air of importance. But that was then and this is now. Today, cell phones are just about as commonplace as traditional "landline" phones. There are an estimated 100 million cell phones in use in the United States, and the number continues to rise with some 46,000 new users signing on daily.

As cell phones become more affordable and thus more widely deployed, nobody's as impressed with them as they once were. Nor are they impressed by the ostentatious behavior once associated with cell phones--and often intended more to impress those around the user than the person with whom the user was speaking. In short, mobile phone users are finding it necessary to adopt a little tact and clean up their act.

Just as the behavior we expect and tolerate from children becomes more tightly defined as they mature, society is expecting a higher level of behavior from cell phone users as that market matures. The proliferation of mobile telephones has fostered a backlash against rude cell phone users.

Perhaps the most infamous incident of cell phone intolerance came in March 1999 when actor Laurence Fishburne stopped in the midst of a stage performance of A Lion in Winter to berate an audience member allowing a cell phone to ring. The chastened viewer hastily exited the theater, and the performance resumed following an ovation from the remaining audience members.

Public sentiment would seem to be on Fishburne's side. A poll conducted by Luntz Research on behalf of 1-800-FLOWERS.COM found 62 percent of Americans think "talking on a cell phone at a theater or event" is downright rude, and 49 percent say owners of cell phones should be removed from theaters if their phones ring during a performance.

"Cell phone abuse is the most common and most disliked e-etiquette faux pas in today's technological environment," says pollster Frank Luntz. "Though their bad behavior still remains an annoyance to the noncell-phone public, those with cell phones nevertheless hold roughly the same opinions about proper cellular etiquette as the general population. They just don't practice what they preach."
According to the survey, other places where it's considered rude to allow a cell phone to ring include during an important meeting (83 percent) or a religious service (82 percent). Lesser infractions include talking on a cell phone while riding in a car (23 percent) or at a store (15 percent) and participating in a conference call via cell phone (12 percent).

Just as many restaurants and other public gathering places now restrict smoking to specified areas, restrictions on cell phone use are beginning to be imposed in some upscale eateries, theaters, libraries, museums, hospitals, and other public places. Some establishments are creating cell phone lounges or designating specific areas for cell phone use. Others are banning cell phone use altogether. This is especially common in hospitals where cellular transmissions can interfere with sophisticated medical equipment. The Federal Aviation Administration bans cell phone use on airplanes because their signals can interfere with navigation equipment.

Words from the woods

Even the great outdoors isn't safe from the onslaught of mobile phones. Where once people followed the call of the wild to get away from civilization, many now stay connected to it when they go--making and taking calls in the wild. Cell phones can be annoying to hikers and campers more interested in chirping birds and babbling brooks than chirping phones and babbling callers, but they pose a greater concern for park rangers who now find themselves fielding a plethora of frivolous phone calls from visitors with minor emergencies. Although rangers may decline to send a helicopter to pick up a hiker whose new designer hiking boots have rubbed blisters on his or her feet, the time it takes to process such calls can slow response time for true emergencies, some of which are reported on cell phones.

The industry weighs in

The push for responsible and courteous cell phone use is finding support among a variety of cell phone industry players. Service provider U.s. Cellular has published a list of seven wireless etiquette tips on its Website and distributes them in its retail stores and sales kiosks in Wal-Mart stores. The list advises users to focus on safety, observe wireless-free quiet areas, respect others in crowded areas, speak in low conversational tones, make amends gracefully for the occasional cellular faux pas, use available technology to avoid the aforementioned faux pas, and to think first of the people in close proximity instead of those on the other end of the phone.
Nokia has teamed with San Diego Mayor Susan Golding in promoting courteous cellular phone use.

The San Diego initiative began in response to an online poll in which Golding asked citizens if they would support restrictions on cell phone usage in certain places. The nearly 5,300 respondents overwhelmingly favored cell phone restrictions in theaters and classrooms.
The partnership between Nokia and Mayor Golding's office began in 1999 with Cellular Phone Courtesy Week and has expanded into a multiphase nationwide program. The most visible aspect of the program is the Quiet Zone logo posted in businesses across the country to identify those businesses as cellular-phone-free places.

Nokia officials were particularly interested in curbing "cell yell," the habit of talking too loudly on a mobile phone. Microphones on cellular phones are far more sensitive than most users realize, and it's unnecessary to raise your voice above normal conversational tones to be heard.
LetsTalk.com, an online cellular telephone store, interviewed more than 450 cellular telephone users and also conducted person-on-the-street interviews in Washington, D.C., and Atlanta to gauge attitudes toward cellular phones and to create a five-point Cell Phone Bill of Rights. Forty-one percent of the respondents characterized cell phones as a great convenience and time-saver, 29 percent said they were a necessary evil, 26 percent said they don't use their mobile phones, and 3 percent characterized themselves as "addicted" to mobile phones.
When asked whether they favored legislation banning mobile phone use in classrooms, theaters, and restaurants, 57 percent were in favor of the idea and their cell phone use was fairly consistent with that sentiment. Fifty-seven percent said they turn their cell phone off when in a theater, and 43 percent said they do so when in restaurants.

Those favoring legislative bans on mobile phone use while driving a car (45 percent) were a bit on the hypocritical side, since 73 percent of the respondents said they keep their phone on and take calls in the car. When it came to public transportation, respondents were more consistent. Sixty-three percent opposed a ban on mobile phone use in some areas of public transportation, and 50 percent said they keep their phone on and take calls while using public transportation.
In the supermarket, 56 percent said they keep their phone on and take calls, whereas 29 percent turn their cell phone off. Things were more evenly split in the bathroom, where 43 percent said they turn their phones off and 36 percent continue to take calls.

In its oddly named Cell Phone Bill of Rights, "designed to establish protection for all citizens from the rude, uncivil, and discourteous use of cell phones," LetsTalk.com characterizes cell phones as a "technological privilege" and admonishes users to refrain from taking calls while in a theater, to respect restrictions on cell phone use by business establishments and airlines, to be mindful of others' personal space when using a cell phone in public, and to act responsibly when using a cell phone while walking or driving a vehicle.

Hang up and drive!

While it's more an issue of safety than courtesy, perhaps one of the most controversial aspects of cell phone use today is an area in which it first gained popularity--car phones. Although cell phones came into popularity well after his time, the Doors' lead singer, Jim Morrison, had a valid point when he sang the words "Keep your eyes on the road and your hands upon the wheel." According to the New England Journal of Medicine, talking on a cell phone while driving increases the likelihood of an accident fourfold, roughly the same as driving while legally intoxicated.

"It was bad enough when people were shaving and putting on lipstick while driving," says Tom Magliozzi, cohost of National Public Radio's Car Talk. "But now, they're trying to dial the psychic hotline while changing lanes at 65 miles an hour!"

"And La Toya Jackson should be telling them, 'I see an airbag deployment in your future,'" says his brother and cohost Ray Magliozzi.

The two are vocal opponents of cell phone use while driving. In addition to their radio show and syndicated newspaper column, the Magliozzis get their message across by distributing free "Drive now, talk later" bumper stickers. The initial run of 30,000 stickers was exhausted in just two weeks, and more than 60,000 have been distributed to date.

Although legislation against using a cell phone while driving faces an uphill battle in the United States (it has so far seen only limited success in small municipalities), it's gained stronger footholds overseas. In Japan, for instance, drivers face stiff penalties for using a cell phone while driving--especially if they're involved in an accident while doing so.

Although the mobile phone industry by and large opposes legislation limiting or banning cell phone use while driving, many industry players are advocating the use of hands-free devices in the car, such as headsets and speakerphones.

Edwin Powell (edwin@advi.net), who has never used a cell phone, is senior editor of OfficeSolutions.

The Ten Commandments of Cell Phone Etiquette
1. Thou shalt be courteous to those around you for they desireth not to know thy business.
2. Thou shalt not suffer thy cell phone to ring in a theater.
3. Thou shalt not suffer thy cell phone to ring in a restaurant.
4. Thou shalt not suffer thy cell phone to ring during an important meeting.
5. Thou shalt make use of thy cell phone's silent/vibrating ring option in situations where a ringing phone would be disruptive.
6. Thou shalt make full use of thy cell phone's caller ID feature to screen incoming calls.
7. Thou shalt let voice mail take those calls that are not urgent.
8. Thou shalt use text messaging if available.
9. Thou shalt not shout into thy cell phone--its microphone is sufficiently sensitive to pick up normal conversational tones.
10. Thou shalt not use thy cell phone while driving--if thou must make a call, pulleth thy car over or at least useth a headset (in other words, keepeth thine eyes upon the road and thy hands upon the wheel).

By Edwin Powell ; COPYRIGHT 2001 Quality Publishing; COPYRIGHT 2002 Gale Group: http://findarticles.com/p/articles/mi_m0FAU/is_3_18/ai_72517455/pg_2

EMAIL, PHONE, AND FAX ETIQUETTE

EMAIL, PHONE, AND FAX ETIQUETTE

By Jill Bremer, AICI, CIP

Bremer Communications

The use of telephones, cell phones, speakerphones, voice mail, email and faxes has become a way of life in business. However, the rules of etiquette have not always kept pace with the innovations of technology. Here, then, is a primer on the “do’s and don’ts” of techno-etiquette.

EMAIL

Email has become the preferred method of communication for many people in business, but if not used properly, can become hazardous to relationships and careers. Email is a silent form of communication. One can neither see you as you say the words nor hear your vocal inflections; the message is contained entirely in the words you choose to write and send. Because the reader misses out on the nuances of your verbal and visual delivery the results are often miscommunication and misunderstandings.

Before you hit the send button, it’s important to proof the content for spelling and grammar mistakes. But it’s also important to read the message aloud; it’s the only way to check the tone of your message. Does it sound polite, brusque, respectful, mean? Say it out loud and you’ll be able to hear how it will sound in the recipient’s head when he or she reads it. Don’t forget to add “please” and “thank you”. Those two phrases can transform the snippiest of demands into a polite request.

Email is best used for short, simple and straightforward information. Any message longer than about half the computer screen is too long. If your content is long, consider introducing the subject in a short email and sending the details as an attachment or fax. Keep in mind, though, that you should first ask permission before attaching any large files. I also suggest that you send break up emails with multiple ideas into single-subject emails. This means that you may be sending two or three emails to someone instead of one, but in the long run, several single-subject emails will be more convenient for the recipient to file, forward and respond to than one long one.

The use of email has become important in business because it provides, in writing, information that one needs quickly. But never let the convenience of email overshadow the value of a phone call or face-to-face meeting. The “human touch” is often missing from our communications and customers and co-workers alike will appreciate the time and effort it took for you to call or stop by. Try doing both at once – send an email, but call as well to give the recipient a “heads up”. Hearing your message will enhance their reading of it.

· Assume any message you send is permanent and may likely be forwarded to others.

· Start with a salutation. Continue to use salutations until the relationship is well established.

· Respond to all questions when returning e-mail.

· Do not use email to send trivial, confidential or sensitive information. Anything truly sensitive or urgent should be telephoned.

· Never use email to reprimand someone.

· Never express political or religious opinions via email.

· Use humor and sarcasm sparingly. Recipients may not “get” the joke.

· Use industry or email acronyms, abbreviations, or emoticons sparingly.

· Define your subject in the subject line.

· Use upper and lower case when writing.

· Use signatures with complete personal contact information.

· Allow 1-2 days for a response. If you need an immediate response, call as well.

· Respond to your incoming emails within 24 hours. If you need more time to respond, call or email that you are looking into it and will get back to them ASAP.

CELL PHONE/BEEPER

We all have a love-hate relationship with cell phones. They’re wonderful when we need them, but annoyed when we hear someone else’s cell phone ring or are forced to listen to their side of a conversation. Conducting a cell phone conversation in a public place is only appropriate in an emergency. Remove yourself to a private location before placing any cell phone call.

I believe the time is soon approaching when ringing cell phones in public will be considered inappropriate and unlawful. Laws are already being passed to restrict cell phone use in cars. Can cell phone noise pollution guidelines be far behind? There’s really only one correct way for cell phones to ring, and that is not at all. Turn all phones and beepers to vibrate only. End of discussion.

TELEPHONE

· Answer incoming calls quickly identifying yourself by first and last name.

· Identify yourself whenever you place a call – first and last name, company, and nature of call.

· Speak slowly and clearly.

· Listen attentively and add verbal agreement.

· Use honorifics: Mr., Ms., Dr., Sir, Ma’am.

· Return messages within 24 hours.

· If you're in someone else's office when they get a phone call, offer to step outside.

· Don’t take any calls when someone is in your office, unless it’s urgent.

· Don’t talk to anyone else while you're on the phone.

· Don’t do any other work or eat while on the phone.

· Holds – ask the other party if they are able to hold. Never keep someone on hold for more than a minute. Each time you return, thank them for holding.

VOICEMAIL

· Your outgoing message should include your name, title and company name.

· Keep your outgoing voicemail message current. Update the message weekly or daily.

· When out of town, state in your message when you’ll be back, whether you’ll be checking in for messages, how to contact you or who to contact in your absence.

· When leaving voicemail for others, give your name slowly with proper spelling, company name and phone number. Briefly specify the purpose of your call. Let them know the best time to reach you. Leave your phone number again at the end of the message.

· Try not to ramble when leaving voicemail. Messages should be no longer than thirty seconds.

SPEAKERPHONE

· Use speakerphones sparingly. Whenever you use one, always ask the other party’s permission to do so and identify everyone in the room with you.

· During conference calls, participants should identify themselves whenever speaking.

· Consider picking the phone up periodically during the call to add a “human touch” to the conversation.

FAX

Faxes have the potential for being quite public; they can be read by anyone who happens across them at the machine. As with email, be careful never to fax admonishments or sensitive content. If you need to send confidential information via fax, call the recipient and ask that they wait by the machine at their end. Sending thank-yous, congratulatory notes, or any kind of inappropriate jokes or pictures is considered tacky and bad form.

Mind Your Manners

Techno Etiquette: Mind your manners in today's tech-consumed business world--or risk offending a whole bunch of people.


By Phyllis Davis

Like most of the world, you're probably addicted to e-mail, voice mail and faxes. But addicting as these communication mediums are, they are not substitutes for making a human connection. Technology is cold and sterile and meant to deliver only facts and information. As such, your message can easily be misconstrued by its recipient, and you can unintentionally communicate fear, anger and frustration. So if you want to offer support, thanks or criticism to anyone, it's best (if possible) to wait until you can create an interactive dialogue (phone or face-to-face) to convey a message that has emotion attached to it.

For example, you receive an e-mail, voice mail or fax from a client that reads, "I want to meet with you as soon as possible to discuss the order I placed with you last week. Please call me immediately." How would you interpret that? Would you be concerned, thinking they might want to cancel their order? However, if your client called you on the phone or spoke to you in person, a brief conversation might clear up your questions immediately:

Client: I'd like to meet with you immediately to discuss the order I placed with you last week.
You: What exactly did you want to discuss?
Superior: I wanted to add another 500 units to the order. Would that be possible?

Here are some suggestions for using technology to your advantage in the workplace.

E-Mail

§ Refrain from using all lowercase letters in your e-mails. You can practice a degree of casual writing in e-mails, but writing in all lowercase appears you don't have enough respect for your recipient to use proper capitalization. On the other hand, avoid using all caps, because it looks like you're screaming at them.

§ Do your best to use proper grammar, spelling and punctuation in your e-mails. However, using incomplete sentences and lists for explanation is acceptable.

§ Use emoticons sparingly, such as the smiley face :-). Yes, emoticons save keystrokes and express emotion, but they rank below the benchmark for effective and professional communication.

§ When you're addressing a customer in an e-mail, use their formal title (Dr., Senator, Ambassador, Mayor) followed by their last name unless they invite you to use their first name. If your client doesn't have a formal title, use Mr., Mrs. or Ms. followed by their last name (unless you've been invited to use their first name).

Faxes

§ Avoid using heavy logo graphics in your faxes. It "eats" your recipient's ink.

§ Although faxes seem to convey more of a sense of urgency than e-mails, use them sparingly.

§ If possible, use a slighter larger and darker font when creating faxes so they can be legible in transmission.

§ Send faxes during business hours. A fax sent at midnight to a home based office can awaken a family.

Phone & Voice Mail

§ If you return a phone call and you're forwarded to that person's voice mail, let them know when and where you can be reached: "I'll be at my desk at 4:30 this afternoon if you want to call me then."

§ Return your calls in a timely manner. No more than twenty-four hours should go by, especially with your customers.

§ When leaving a voice-mail message, give your number at both the beginning and end of the message. If the recipient didn't write it down it at the beginning, they can either catch it at the end or replay the message and catch it at the top.

§ Speak in full sentences on the phone or in voice mail. Avoid using slang or weak expressions such as "OK" or "Uh-huh." Use power words like "Yes," "Thank you" and "Excellent."

Cell Phone

§ Keep your phone on vibrate mode 24 hours a day, seven days a week.

§ Don't wear the headset earpiece unless you're actively engaged in a conversation. It appears theatrical unless you're driving and you're wearing it for safety.

§ Avoid screaming into your cell phone. The speaker on your cell phone is very sensitive and can transmit your slightest whisper.