Wednesday, May 8, 2013

A special guest posting from John Daly






We are delighted to have a special guest, John Daly, president of Key Class as a guest blog author. His website will be found at:

http://www.thekeyclass.com

John is also active in a number of etiquette-related groups. Welcome John!

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Most people are unaware that they might be sabotaging their career success with poor email etiquette. All technology aside, people do business with those they trust. Building trust depends upon consistently making a good impression through personal interactions, phone, texting, email and social media. Today, let’s focus on email.
If you’re communicating with family and friends, your email style should be informal, as if you were having a casual conversation. On the other hand, formality is the rule of thumb for business and professional emails. You only have one chance to make a first, great impression, so your email must send your “intended message.”
As the song from the iconic television series Mash conveys, “Suicide is easy.” It’s particularly easy to commit professional suicide by email! Here’s how to avoid it:
• Use a targeted subject line.
If you’re like me, you get hundreds of daily emails, and the subject line might be the deciding factor to open it or not. For example, use “Here is the quote you request for the Porsche presentation,” instead of “Here it is.”
• Make reading your email as easy as possible.
When you can, use bullet points and subheads to separate different sections of your message.
• Try to keep the email less than 25 lines.
Use short paragraphs and only address one topic per email.
• Don’t create an email with multiple topics.
It’s much too frustrating to respond to three or four topics within an email.
• Use bold formatting to highlight the most important points in your message, such as the first sentence of each paragraph or first point in your bulleted list, as I have done here.
• Proofread your work before you hit the send button.
Do not rely on spell check.
• Do not use emoticons, graphic or colored backgrounds in a business email.
• Avoid using acronyms like BTW (by the way) or LOL (laughing out loud). These should be limited to informal emails to family and friends.
• Edit the subject line when replying. The nature of the email may have a different context.
• Always use a proper salutation. This can be “Dear Mr. Daly,” “Dear John,” or “Hi, John” if you are on a first-name basis. Don’t be informal and use a first-name with someone you have never met.
• Use a formal closing.
“Sincerely” is a good formal closing. Acceptable semi-formal closings include: “Best regards” or “warm regards.” Your signature should include how to contact you. If you want to include a one-line marketing phrase, you may do so. An example might be: “How 21st Century Manners make a difference.” But don’t make it a brochure!
• Don’t send negative emails.
Always try to be positive and create the impression that you are a problem solver, not a problem maker!
• Avoid using the “reply all” feature.
This generally causes more harm than good!
• Use the out-of-office message.
Don’t forget to turn it off when you return though. If you are unable to return emails while you are away, this will help others understand why you are not responding to them.
• Don’t use all caps in an email.
This is the equivalent to yelling at someone!

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John Daly, president of The Key Class, is an internationally-renowned event producer who spent 40 years working with the top Fortune 50 companies designing events and educating them on proper protocol and business etiquette. He was dubbed "the Guru of Special Events" by Special Events magazine more than 20 years ago.

In 2010, John founded The Key Class, an organization that teaches business etiquette and life skills to high school and college students, as well as to returning veterans, to give them the competitive edge to obtaining jobs, advance in a career or gain college entrance. He currently resides in Santa Barbara, California

Tuesday, May 7, 2013

Persistent emails - continuing threads beyond necessity








Persistent emails


        Certain individuals will continue to send emails regarding requests, open issues, or pending events. Some, in spite of direct and polite answers, continue to ask the same questions, which the recipient has promised to reply to when the answers are available. How should replies to these types of messages be addressed? Certainly, Netiquette almost always calls for reasonable replies to legitimate questions, both professional and personal.

        Similar to the endless “Thank you,” “You are welcome,” “Good-bye,” and “Best wishes” cycles, there does exist a limit when the cycle of emails should be stopped. After two or three replies that explain or promise a reply immediately when an answer is known or a situation becomes resolved, there is no longer an obligation to respond promptly. It is reasonable, after three of the same answers to the same question, that no further reply be given. The final answer might include a statement such as “asked and answered.” When an update becomes known, or when the answer or resolution transpires, then the final reply can be given.

        As always, special care and consideration should be extended to business situations, which cannot be compromised. Personal considerations can also be subject to a greater degree of patience.
 
 
 
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If you found value in this blog, please reference it in your social media network!

We will be publishing a book on Netiquette shortly entitled "NetiquetteIQ - A Comprehensive Guide to Improve, Enhance and Add Power to Your Email". Also there will be an email "IQ" test on our website:

 www.netiquetteiq.com

There will soon be discount coupons available on the website. There is no obligation and the savings will be up to 50%. Keep checking for its opening! If you wish to have your name put on the book /product waiting list, please send an email while the site is under construction to:

paul@netiquetteiq.com
Paul Babicki
paul@netiquetteiq.com
www.netiquetteiq.com - under construction - check often for its opening

"Good Netiquette Writing!"
 

Sunday, May 5, 2013

Employer accepatance of employee resignation




Employer acceptance of employee resignation

        It is both appropriate Netiquette and good business practice to acknowledge an employee’s resignation. Although this process would be best served by postal email, there are instances that may necessitate an email or both an email and postal letter. This may be because of time constraints, emergencies, or logistical situations.

         Because this type of correspondence may be a final communication, all appropriate information should be included. Proper Netiquette should be maintained to avoid any adverse actions by the former employee. All responsibilities expected of the employee should be stated, together with special requests. If formal postal communication is to follow, this should be noted as well.


      
If you found value in this blog, please reference it in your social media network!

We will be publishing a book on Netiquette shortly entitled "NetiquetteIQ - A Comprehensive Guide to Improve, Enhance and Add Power to Your Email". Also there will be an email "IQ" test on our website:

 www.netiquetteiq.com

There will soon be discount coupons available on the website. There is no obligation and the savings will be up to 50%. Keep checking for its opening! If you wish to have your name put on the book /product waiting list, please send an email while the site is under construction to:

paul@netiquetteiq.com
Paul Babicki
paul@netiquetteiq.com
www.netiquetteiq.com - under construction - check often for its opening

"Good Netiquette Writing!"