Email and Instant Messaging Etiquette

How many times have you wished that all the chain mails in your mailbox would disappear at the blink of an eye, or that the person on the other side of the IM conversation would stop sending irrelevant messages?

Every single day of my life I wish that someone would drill some sense into those people who haven't a clue about email and instant messaging etiquette. This story is an effort to try to reach out to those people.

While drafting an email to external customers, follow the standard protocol, since the email reflects you and your company.

Make sure that your messages are brief, because most people dislike long and unnecessary email messages. Try and concentrate on only one subject per message (if possible).

Do not use capital letters unless applicable. If necessary, you can use asterisks and bold formatting to emphasize important words. Try not to use colors and graphics because not every user you send the message to has an email program that can display them.

It is advisable to use the CC function when sending the mail to a large number of people, as it will ensure that the recipient does not see a long list of names. Use CC only when sending the email to people who are directly involved.

Emails should never be used instead of face-to-face conversations. It is acceptable to talk to people who are present rather than sending an email.

Remember that emails can be retrieved and examined even after they have been sent (unless you are using an encryption device), so try and write the email message in the same way that you would write a postcard. Keep content in the email professional.

Utilize the reply all button only when compiling results requiring collective inputs and only when they have something to add.

When writing an email message, use the subject line to state content and purpose. Do not just say Hi; if necessary, decide on certain abbreviations that you can use when sending internal mails. You can also mention long in the subject line, if necessary. It will inform the recipient how much time to allot to read the email.

This is one thing that I really abhor and I am sure that a lot of people out there also feel the same. Be honest with people who constantly send forwards. Remember your writing does not convey your tone. Use emoticons sparingly to convey your feelings; also do not use sarcasm, as it may be misconstrued.

While signing off, include a signature that also has contact information. You can include information like mailing address, website, and phone number.

An email that has grammatical mistakes will certainly not say much about you, so it is advisable to read the email before sending it.

It is simple etiquette to inquire if the person on the other side has time to chat. To do this you can send a simple message like Hi, can we chat? If the person on the other side replies in the negative, it is important to respect their decision and try another time.

Instant messages should be short and sweet. If you find that you would like convey more in a message then it would be better to either pick up the phone or switch to email.

Instant messaging is similar to placing words in a place for all to see, it is thus better to write messages that portray you in a good light. Remember that instant messages can be saved and forwarded.

Using IM to break up with a boyfriend, reprimand an employee, or criticize a colleague is a strict no-no. If you need to do any of the following, be brave and tell the person what you feel about them face-to-face.

Everyone who uses instant messaging may not be comfortable with jargon and abbreviations. It is thus important to first gage the situation and use jargon appropriately.

If you want to display some emotion use the emoticon. Cute, funny, and sad―you can display any emotion using this feature.

Be careful while writing messages, because typos are a real turn off. Also, remember not to criticize another person's typing.

Often communication skills are taxed when you carry on more than one IM conversation, or a phone conversation. It is better to do one action properly rather than ruin all of them.

Use instant messaging alerts to let others know when you are going to be out of touch. You can let your creativity flow to make the messages more informative. Go ahead and have some fun.

Use the instant messaging service appropriately. Do not use another ID to spy on your friends. If you do not want to be disturbed, it would be better for you to avail of the services that are offered on IM.

After this story I hope that your mailbox as well as mine will be devoid of junk and chain mails. I certainly hope it isn't a case of wishful thinking on my part.