Sunday, September 28, 2008

Email and Phone Etiquettes

E-mail and Phone etiquettes are part of the communication skills. They are also one of the important ways of communicating and sharing your opinions and views with others.

All of us use emails for writing or sending personal messages to friends and relatives but when it is an official email , make sure to follow these points:

1. It is a good idea to use a signature line with contact details when writing to clients or customers. But this can be ignored if you are writing to persons who know you well or to people within your own group.

2. Your message should not be too long or too short. If you need to provide more information, attach a separte file or a document.

3. Never send attachments which are great in size. This not only clogs the servers, they are difficult to download. Large documents should be placed on server and a link should be provided.

4. Do not use emotions and abbreviations in business and official mails.

5. Add disclaimers while sending mails to clients as it helps to protect the company from liability.

6. Send your mails only to persons who require it. Do not mark a copy to all just for the purpise of showing off your work.

Similarly, While on Phone,

1. Introduce yourself with your name. And start with a formal Hello.

2. In a business environment most people do not want to chat just for the sake of it. Before you try to get their attention ensure you know exactly what needs to be discussed.

3. Duriang Official calls, do not crack jokes unless the other party initiates them, And even if you do, do not go overboard.

4. Speak softly and avoid disturbing your co-workers. If possible walk out of the work area before you attend the call.

5. If you are in a meeting either switch off your mobile or put it on the silent mode. Avoid answering calls or responding to text messages. If it is absolutely necessary to do so, be courteous and explain the situation before excusing yourself from the room.

6.If you are with colleagues or clients inform the caller about the same as s/he may prefer a more private set up.

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