Technology Etiquette (Email Etiquette, Phone Etiquette)
As per Oxford dictionary, Etiquette is a customary code of polite behaviour in society or among the member of a particular profession or group; and manners as per Oxford dictionary is a way in which a thing is done or happens.
These days technology has become an inseparable part of our life. So it is imperative for us to learn technology etiquette for using technology professionally. The main gadgets we use are mobile phones and computers.
Lets us know about the etiquette for using these gadgets.
You must know that the phone must be used in the right setting. You must not show the impropriety of using the phone, ones I show a chief guest who picked a call while addressing an audience and his phone talk was audible to everyone as the mic was on. If you are at a funeral, you must not talk on the mobile.
Some other settings where it is impolite to use the mobile are classroom meetings, worshipping places, public transports etc. Remember when others give you curious looks while you are talking on the phone, you must stop the conversation.
The following are some tips for conducting phone conversations in a proper way.
- When you talk in public space, remember everyone around is listening to you. To prevent your personal life becoming public, you must not talk something too personal at a public place.
- While you are on phone, do not converse with a person around you, as this will lead to a lot of confusion for the person at the other end of the phone.He/She will not understand what you are saying to him/her and what to the other person.
- Avoid working on the computer while talking over the phone. Your attention will get diverted, and the person on the other side may also get irritated by the clacking of the keyword.
- Avoid using cell phones completely in a social setting. If you remain occupied over the phone for a long time in a social setting then it reflects that people in that social setting are not important to you.
- Making phone calls during the early hours of the day or late nights should be avoided unless it is urgent. Also avoid making use of the mobile during meals, work, and meetings.
Ensure the number dialled is correct; if not, say sorry to the persons for disturbing him/her. Do not disconnect without apologizing. If you receive a wrong call, do not shout at the person who has called. The person may be ill, old or desperate.
Check how you sound on the phone. Your talk on the phone gives your impression to a person whom you are talking for the first time.He/she forms an image of your personality by the tone and quality of your voice. Your voice reflects your mood and thoughts for the person at the other end. Speak clearly and with a pleasant tone. Transfer smile through your voice and make a good impression through your talk.
Whenever you have made a call, it is your responsibility to introduce yourself rather than putting questions to the person who has picked your call. Do not be in a haste to tell the purpose of your call, as it is abrupt and harsh to do so. So say, “I am TECH CODE and I’d like to speak to MR.Blogger.Is he available?” Either the desired person is on the line or if he is not available, you will be informed about that.
Give Time To Pick The Call
When you call give enough time to the other person to pick your call, as the person may be working in the kitchen, garden or talking to neighbours. If they come to take your call and hang up, it is irritating for them. So give them enough time to pick your call.
e. Avoid Prolonged Talks
Phones are for convenience and should not be used for entertainment. You might waste others time by stretching your phone talk too long. Remember if they get bored by your talk, they will avoid picking your call next time.
f. Be Careful On Information Sharing
When you get a call, do not immediately reveal your identity unless you are sure who is on the other side.just say a polite “hello” and always pretend there are others around you. It is unsafe to say you are alone. Be practical and smart. If the call is for someone else say, “One moment please, I’ll just call them for you.” Before calling the concerned individual, place the phone mouthpiece down. You must not shout in the mouth while calling him/her. If you don’t find that individual, tell the caller that you will inform him/her and he/she will get back.
Also read:-5 Ways of Communication in a Digital World-Email, Websites, Social Media
2) Email Etiquette
To run their business successfully, companies need to have a competitive edge over their competition. To win new clients a company needs to communicate with them in a professional effective manner. Many companies do not give due importance to email communication with their clients. To deal professionally with their clients, it is essential for the company’s employees to save themselves from awkward situations while writing the email to them.
Following are some rules that should be implemented for writing better communication for their clients:
Be concise and to the point:
Reading an email is harder than reading printed papers. Keep in mind that the other party may not be able to focus on and understand all the facts if your email is too long. The shorter it is, it is more likely that you will get a faster response. A thumb rule is to limit emails to one or two lines.
Number your question:
You must follow this rule. If you are not numbering your question, it may be possible that your clients may answer those questions which are in the first lines. By numbering questions you structure your email in such a way that every question gets the desired attention from your client and you do not have to ask again.
Make usage of proper spellings, grammar and punctuations:
Improper spellings, grammar and punctuation not only leave a bad impression about your lack of writing skills but also make the sentences difficult to read and understand. Remember a good sentence should be not more than 12 words.
One might think that mentioning deadlines may seem imposing conditions on a client, but it is not so. Professionals are very busy nowadays, so if a deadline is mentioned then they become conscious to fit that in their schedule and manage their accordingly.
Many of us have become habitual of using abbreviations like “U for You”, “Plz for please, etc. They may deem fit when we are talking to a friend but not with business professionals.
Try to reply fast:
Someone emails to you because they expect a quick response, or else they could fax or send the letter. If an email is long and requires some thought, it is worth a reply that you will get back soon. This will assure the sender of your detailed response and he/she will wait patiently.
Avoid attaching unnecessary files:
If you attach with your emails the files that do not serve the purpose of your client, then you are annoying them. Also, avoid sending large files as they take several minutes to download and also can bring down the email server.
Do not write in capital letters:
If you write in capital letters people assume that you are implying things and that does not leave a good impression on the client. This may trigger an unwanted response from the clients.
Use expressive subject lines:
The subject line of your email is a key factor in setting the priority by your client – whether to read the email immediately or later. For example, if you do not want some actions on a matter but you want to just share, it would be good to have ‘FYI’ as the subject line.
Go through the email once again before you click ‘send’:
A lot of people do not bother to revise their emails for correcting inadvertent mistakes. Such mistakes send a wrong signal to the email recipient. Have someone to read your email before sending it, as he/she would be giving you the perspective of the recipient.
Also read:- Free Software License Provider