Instruction Designing Workshop

Netiquette

If you are confused about what the word etiquette means, consider the definition as manners or social conduct. There are many types of etiquette such as: etiquette for social gatherings, business meetings, church attendance, school participation and even online etiquette. It might help you to remember that etiquette also requires a code of ethics. These are basic rules that we abide by, to be acceptable to others when we are in attendance of these types of gatherings.

Etiquette

It is the conduct expected of workers/employees at a workplace. It applies to co-worker interaction, and excludes interactions with external contacts, such as customers and suppliers.

Office etiquette

Explain the meaning and importance of netiquette

Describe basic netiquettes in a workplace Enumerate netiquette best practices

Learning Objectives

Net Etiquette

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Netiquette is:

used to refer to online etiquette over networks,

such as online communities, forums, and even

online learning environments.

Definition?

Do not spam. Spell check. Share your knowledge where applicable. Read before you hit ‘Send’. Format email replies properly. Keep emails short. Send plain text emails and avoid Rich

HTML. Do not set default to ‘Reply all’. Clean up emails before forwarding. Avoid sending mass email ‘Forwards’.

General Rules:

Be polite: Do not point others’ mistakes unnecessarily. If

there is a point to be made, do it over private email. Some organizations may have an internal manual of style that employees are required to adhere to, it must be carefully followed.

Electronic communication where the written word is not accompanied by tone of voice, gestures or facial expressions is impersonal and can lead to misinterpretation. Therefore, the need to be extra polite and considerate of other people’s feelings.

Best Practices

Be brief

Considering that most office communication is over emails, it would reduce everyone’s workload if we had brief and precise email messages to read. One must be brief and clear in email communication although the same may not be adhered to in newsgroup postings as reading those is not obligatory for all.

Research before asking When in doubt ask, may not be the ideal

thing to do unless absolutely necessary. One must try to find answers to one’s query or doubt by first checking Frequently Asked Questions, or searching the Internet. If it is regarding a discussion in a newsgroup, one must read the comments and responses for answers before asking.

Use descriptive subject lines A short, meaningful subject is the most

useful element of information. A suitable subject line enables the recipients to identify an email's purpose at a glance. Urgency in a subject line will push action, as in case of deadlines, “2 days to submit info”. But one must be careful to not insert misleading subject lines. It can tarnish your impression.

Bad Subject lines

Misc Request Meeting…

Some examples of ambiguous and meaningful subject lines are provided below.

Good Subject lines

Delhi Travel Itinerary Request for part number Meeting 9:00 Tues - room 6

Stay on topic Do not post unrelated or inappropriate

messages on newsgroups. Email replies should be to the point.

‘Trolling’ is the act of posting off-topic messages intended to arouse controversy and flame wars. The best response to a troll posting is to ignore it.

Be careful sending attachments Avoid sending large attachments with mails

that may be frustrating if the recipients have a slow Internet connection. If emailing a group, it is best to ask recipients to email you if they want the attachment and send to them alone, separately.

Copy to minimum number of people When you receive an email at work with several

CC addresses, it is usually considered polite to ‘Reply to all’. However, there are times when it may be appropriate to delete some addresses, such as when you are discussing matters that may not be relevant to all the people CCed on the email.

Sometimes you may want to reply only to the sender of the message so one must always check as the default / standard reply function may be set to ‘Reply to all’.

Rules for replying Some basic rules of replying and forwarding are listed

below: When someone seeks information on a mailing list or

newsgroup reply only to the sender. Replying to mails marked to you is obligatory. Do not reply when you are CCed on an email. It is for

your information (FYI) and your response is not necessarily required unless you have an important or relevant point to add.

When forwarding, check those marked on the mail so you may not send it to someone already on the list.

Acknowledge important communications A prompt acknowledgement of an important

email is imperative. It will ensure that you have received the important message. Even when you may not be ready with the complete or final answer, you must reply mentioning the status.

For example, if you get an email asking, ‘Can we have a teleconference tomorrow?’ your response may be, ‘Working it out. Will let you know EOD.’

Respect Copyright Always give credit where it is due. Do not

copy material from the Internet and pass it off as your own. Mention the original author or creator of the work you may share. It will increase your credibility in the eyes of your co-workers. Do not alter the original writings.

Respect Copyright Always give credit where it is due. Do not

copy material from the Internet and pass it off as your own. Mention the original author or creator of the work you may share. It will increase your credibility in the eyes of your co-workers. Do not alter the original writings.

Forwards (Jokes and Chain Mail) One must avoid sending forwarded jokes

and chain mails at work. If you think the message is relevant, then too you must check the origin of the mail and research a little before passing it on to others.

Out of office

An ‘Out of office’ message is mandatory when you are not available on email to avoid senders from thinking that you are ignoring their message or wondering if it has reached you at all. One must create a message that is brief, includes return date and when senders can expect to hear back from you. 

Out of office

An ‘Out of office’ message is mandatory when you are not available on email to avoid senders from thinking that you are ignoring their message or wondering if it has reached you at all. One must create a message that is brief, includes return date and when senders can expect to hear back from you. 

Thank you for your e-mail.

I am out of the office till Monday, 20th of May 2012 and your email will not be forwarded.

Should the matter be important, please contact XXXX XXX (email address) in my absence.

Best regards Your Name

Example 1

Dear Mail Sender,

Thank you for your mail. I will be out of office from ... and will be back on ...,. I will have limited access to my e-mail during this period.

In my absence, please feel free to contact XX XX on +... or e-mail XXX@XYZ.com.

Thank you for your understanding.

Best regards, Your Name

Example 2

I will be out of the office till October 20th 2012. I will respond to your e-mail as soon as possible on my return.

Please note, that your mail will not be forwarded. For any urgent matters, please contact XX XX at XX@XYZ.com.

Thank you for your understanding.

Best regards, Your Name

Example 3

Now you will be able to:

Explain the meaning and importance of netiquette

Describe basic netiquettes in a workplace Enumerate netiquette best practices

Summary

Quiz1

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