e-Mail

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

2. News Just In… UNT researching the affects of Email Overload • Wednesday, June 6th, 2007 on NBC5, introduced a new study being done by UNT professors • Their Advice -- Email Bankruptcy • Create Separate Inbox folders with Rules • Create Personal Folders • Set limits to folders • Have specific time to check email and set limits to the amount of time you spend checking it • Effects: • Similar to Financial Bankruptcy leaving you with a feeling of emotional stress and anxiety Jessi Rose

3. 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 Jessi Rose

4. 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 Jessi Rose

5. E-Mail 101How’s your e-mail efficiency and etiquette If you Answer Yes to 3 or more, You Need Help. NOW • 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 Jessi Rose

6. E-Mail at Use - From www.ntia.doc.gov Jessi Rose

7. E-Mail at Use - From www.ntia.doc.gov Jessi Rose

8. 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 Jessi Rose

9. E-Etiquette • More than 1/3 of employees cross wires because their use of humor in an email has been misinterpreted • Organization 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 Jessi Rose

10. 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. Jessi Rose

11. 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 • 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 Jessi Rose

12. 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% Jessi Rose

13. 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. Jessi Rose

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

15. 3 Most Important Rules • Read and Spell-Check before hitting “send” • Ask yourself how you would feel if you received what you wrote • WARNING!! - e-Mail is not private, never say anything your wouldn’t say in public Jessi Rose

16. 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 Jessi Rose

17. General Guidelines – From NACBALEDGER • 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. Jessi Rose

18. Tips for Professional e-Mail • Mind your manners • Watch your Tone – especially with words • Be Concise • Be Professional • Wait to fill the “TO” email address Jessi Rose

19. Do’s and Don’ts of Professional e-Mail • Do Know your organization’s email policy • Do make sure than the content is relevant • Do be polite • Do try to use humor sparingly • Do be Patient • Do be careful when replying quickly • Do remember to delete anything unwanted when forwarding Jessi Rose

20. Do’s and Don’ts of Professional e-Mail • 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 use an over elaborate signature • Don’t mix business and pleasure Jessi Rose

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

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

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

24. Irving Isd E-Mail Guidelines and Policy Jessi Rose

25. 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. Jessi Rose

26. 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 Jessi Rose

27. Irving ISD Guidelines • Electronic Surveillance • All e-Mail is PUBLIC DOMAIN and archived for any future public use Jessi Rose

28. 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.” Jessi Rose