The use of telephones, cell phones, speakerphones, voice mail, email and faxes has become a way of life in business. However, the rules of etiquette have not always kept pace with the innovations of technology. Here, then, is a primer on the “do’s and don’ts” of techno-etiquette.
EMAIL
Email
has become the preferred method of communication for many people in business,
but if not used properly, can become hazardous to relationships and careers.
Email is a silent form of communication. One can neither see you as you say the
words nor hear your vocal inflections; the message is contained entirely in the
words you choose to write and send. Because the reader misses out on the
nuances of your verbal and visual delivery the results are often
miscommunication and misunderstandings.
CELL PHONE/BEEPER
We
all have a love-hate relationship with cell phones. They’re wonderful when we
need them, but annoyed when we hear someone else’s cell phone ring or are
forced to listen to their side of a conversation. Conducting a cell phone
conversation in a public place is only appropriate in an emergency. Remove
yourself to a private location before placing any cell phone
call. There’s really only one correct way for cell phones to ring,
and that is not at all. Turn all phones and beepers to vibrate only. End of
discussion.
VOICEMAIL
Your
outgoing message should include your name, title and company name.
Keep
your outgoing voicemail message current. Update the message weekly or daily.
When
out of town, state in your message when you’ll be back, whether you’ll be
checking in for messages, how to contact you or who to contact in your absence.
When
leaving voicemail for others, give your name slowly with proper spelling,
company name and phone number. Briefly specify the purpose of your call. Let
them know the best time to reach you. Leave your phone number again at the end
of the message.
Try
not to ramble when leaving voicemail. Messages should be no longer than thirty
seconds.
SPEAKERPHONE
Use
speakerphones sparingly. Whenever you use one, always ask the other party’s
permission to do so and identify everyone in the room with you.
During
conference calls, participants should identify themselves whenever speaking.
Consider
picking the phone up periodically during the call to add a “human touch” to the
conversation.
FAX
Faxes
have the potential for being quite public; they can be read by anyone who
happens across them at the machine. As with email, be careful never to fax
admonishments or sensitive content. If you need to send confidential
information via fax, call the recipient and ask that they wait by the machine
at their end. Sending thank-yous, congratulatory notes, or any kind of
inappropriate jokes or pictures is considered tacky and bad form.