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

March 2007 Jessi Rose

e-Mail

Statistics, Etiquette, and Irving ISD


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


E-Mail 101How’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


E-Mail at Use - From www.ntia.doc.gov

Percent of US with Email

0.00% 20.00% 40.00% 60.00% 80.00% 100.00% 120.00%

Under 25

25-34

35-44

45-54

55+

All Ages

Ag

e

1994 1998 2007


E-Mail at Use - From www.ntia.doc.gov

% of US Persons Using e-Mail By Subject By Education

0.0%

10.0%

20.0%

30.0%

40.0%

50.0%

60.0%

70.0%

80.0%

90.0%

Elementary Some HS HS Diploma Some College BA or more

Job Related Communicate w / Friends and Family Educational Purposes Hobbies/Special Interests


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


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


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.


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


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%


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.


E-Mail Etiquette Do’s, Don’ts, Top 10

and more


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


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.


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


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


12 Tops to Better e-Mail1. Be informal, not sloppy –

make sure and follow standard writing protocol.

2. Keep messages brief and to the point

3. Use Sentence case4. Use the bcc and cc

appropriately5. 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-mail8. Use the subject field to

indicate content and purpose9. Don’t send chain letters or

junk email10. Remember that your tone

can’t be heard in e-mail11. Use a signature that includes

all contact information12. Summarize long discussions


From “e-Mail Etiquette” – Do’s Don’t and Disasters by Samantha Miller1. 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 Private5. 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


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”


Irving IsdE-Mail Guidelines and Policy


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 ofshouting and are considered rude.

2. Use appropriate language; swearing, vulgarity, ethnic or racial slurs, andany other inflammatory language are prohibited.

3. Pretending to be someone else when sending/receiving messages isconsidered 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.


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


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.”

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

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