E-Mail and Forum Etiquette
Every organization needs good communication. E-Mail can be a vital tool to an association whose membership is widespread and whose schedules vary.
E-mail can bring members together or tear them apart. It can bring news, information, query, and humor as well as devastation and destruction. E-mail etiquette is designed to make communication between the membership effective and efficient without malice or hurt. The guidelines for etiquette are to encourage and enlighten, not tear down or criticize. By following these guidelines, the membership will be ensured the respect entitled to each and everyone. Failure to follow these guidelines may mean sanctions from the board.
1. Always be professional, courteous, and kind while making a point. Be mindful of the tone that your e-mail is bringing.
2. Never write a flaming e-mail. (flaming is a virtual term for venting emotion online or sending inflammatory e-mails. It is best to avoid flaming e-mails because it tends to create more conflict and tension.)
3. Be brief and to the point.
4. Be correct; watch spelling, punctuation, and capitalization in the same way that you would in any other document. (Your writing says more about you than you realize.)
5. Do not send an e-mail you would not want forwarded, especially when referencing the organization. (What you say/send cannot be taken back. E-mails are public documents despite the fact that you may send an e-mail to someone privately.)
6. E-mails should not be used for disciplinary action, conflicts, or complaints. (This should be done formally or in person.)
7. Consider these things before sending an e-mail: a) Would I say this to this person's face? b) Am I putting the receiver in an awkward position? How would I feel if I got this e-mail?
8. Using emoticons and other virtual gestures may be appropriate in some cases, but, not all. It is always essential to consider the type of relationship that you have with the receiver. If your relationship is more casual, using the symbols is fine. If your relationship is more formal, then it is best to refrain from using emoticons. Remember: be professional.
E-mail communication will be effective, efficient, and informative without animosity or ill feelings if these 8 simple e-mail etiquette guidelines are used.