e-Mail
Statistics, Etiquette, and Irving ISD
March 2007 Jessi Rose
News Just In… UNT researching the
affects of Email Overload
Wednesday, June 6th, 2007 on NBC5, introduced a new
study being done by UNT professors
Their Advice -- Email Bankruptcy
Create Separate Inbox folders with Rules
Create Personal Folders
Set limits to folders
Have specific time to check email and set limits to the amount of
time you spend checking it
Effects:
Similar to Financial Bankruptcy leaving you with a feeling of
emotional stress and anxiety
March 2007 Jessi Rose
Contents
E-Mail 101
E-Mail Statistics
What is e-Mail Etiquette
Why is e-Mail Etiquette Important
E-Mail Etiquette Do’s, Don’ts, Top 10 and
more
E-Mail Policy and Guidelines - IISD
March 2007 Jessi Rose
E-Mail 101
How’s your e-mail efficiency and etiquette If you Answer Yes to 3 or more, You Need
Help. NOW
I frequently use the “reply to all”
I like to “cc” people just to keep them in the loop
Most days I have a couple of hundred e-mails in my
inbox
I usually respond to e-Mails right as they come
I send e-Mails in the heat of the Moment – Regret later
It seems like I spend More time on e-Mail than my job
I check e-Mail most nights and weekends
I send partial e-Mails just to get back to people
March 2007 Jessi Rose
E-Mail 101
How’s your e-mail efficiency and etiquette If you Answer Yes to 3 or more, You Need
Help. NOW
My e-Mails turn into a chain of Back and Forth
discussions
I rarely pay attention to subject lines-
I don’t organize the body of my e-Mails
A lot of my e-Mails have multiple Attachments
I wouldn’t think of coaching others on e-Mail
My e-Mail filing system included a number of
overlapping folders or none at all
I don’t associate e-Mail with my professional image
March 2007 Jessi Rose
E-Mail at Use - From www.ntia.doc.gov
Percent of US with Email
All Ages
55+
Age
45-54
35-44
25-34
Under 25
0.00% 20.00% 40.00% 60.00% 80.00% 100.00% 120.00%
1994 1998 2007
March 2007 Jessi Rose
E-Mail at Use - From www.ntia.doc.gov
% of US Persons Using e-Mail By Subject By Education
90.0%
80.0%
70.0%
60.0%
50.0%
40.0%
30.0%
20.0%
10.0%
0.0%
Elementary Some HS HS Diploma Some College BA or more
Job Related Communicate w / Friends and Family Educational Purposes Hobbies/Special Interests
March 2007 Jessi Rose
E-Etiquette
Recent survey showed that 71% of
American Households use the Internet
What does that mean?
Almost 75% Americans have access to the
internet
17% of Americans do not have home internet
use their e-Mail on the Job
March 2007 Jessi Rose
E-Etiquette
More than 1/3 of employees cross wires because
their use of humor in an email has been
misinterpreted
Organization must implement a code of email best
practices for that organization and have effective
training
Nearly 1 in 10 workers cross wires with clients or
fellow workers because the email was sent to the
wrong person
March 2007 Jessi Rose
Etiquette
What is e-Mail etiquette?
E-mail etiquette acknowledges the do’s and don’ts of e-
Mail suggested by business and communication experts
in their response that the majority of professionals do not
communicate effectively through the world’s new medium
of communication
In 1998, 3.4 trillion e-mail messages delivered to 81
million e-mail users in the United States, says a marketing
firm. That's more than 6.5 million messages per minute.
"Some people, particularly those in high-tech fields, get
over 200 per day," said Geoffrey Ramsey of eMarketer,
which performed the study.
March 2007 Jessi Rose
Why is Etiquette Important
Email accounts for 91% of online usage
In 1997, 2.7 trillion email messages were sent
In 2000, 6.9 trillion email messages were sent
90% of those who use the internet at work use it
for business e-Mail
e-Mail is the new medium of communication
Words can be misunderstood and poorly written
March 2007 Jessi Rose
Etiquette
Why is e-Mail etiquette important?
70% of workers believe that e-mail has improved
communication with their bosses
E-Mail is a great tool and has improved our
communication effectiveness and timeliness.
E-mail is used 88% of the time for overseas
communication
% of Residents of Various Countries who use Internet/Email
Sweden: 74% US: 76%
Canada: 60% Australia: 60%
Argentina: 35% Great Britain: 35%
Brazil: 32% Japan: 27%
March 2007 Jessi Rose
Etiquette
Why is e-Mail etiquette important?
Email is the most popular of all internet activities
88% of all Internet users use e-Mail (Dawn Rosenberg, “Your Guide to
Career Planning”)
From Samantha Miller, author of Do’s, Don’ts, and
Disaster Tales of e-Mail Etiquette, “80% of employees
say that for the majority of their business correspondence,
e-Mail has replaced snail mail (regular mail), 72.5% say e-
Mail has replaced faxing, and 45% say e-Mail has
replaced phone calls.
51% of workers think the tone of their e-Mails is
sometimes misunderstood.
March 2007 Jessi Rose
E-Mail Etiquette
Do’s, Don’ts, Top
10 and more
March 2007 Jessi Rose
3 Most Important Rules
1. Read and Spell-Check before hitting
“send”
2. Ask yourself how you would feel if you
received what you wrote
3. WARNING!! - e-Mail is not private, never
say anything your wouldn’t say in public
March 2007 Jessi Rose
General Guidelines – From
NACBALEDGER
Always Have a Subject Line
Include original message when
responding
User appropriate greetings and signatures
Identify attachments and file format
DO NOT USE ALL CAPS
Never respond or write an e-Mail when
angry or frustrated
March 2007 Jessi Rose
General Guidelines – From
NACBALEDGER
Never “Flame” - insult or criticize via e-Mail
Do not use abbreviations unless personal use
only
Receipt Acknowledgements – it is appropriate to
send a quick acknowledgement to let them know
you received it
If you Quote someone else, include them in the
e-Mail
Limit sentence lengths to 20 words or 2 lines.
March 2007 Jessi Rose
Tips for Professional e-Mail
Mind your manners
Watch your Tone – especially with words
Be Concise
Be Professional
Wait to fill the “TO” email address
March 2007 Jessi Rose
Do’s and Don’ts of Professional e-
Mail
Do Know your organization’s email policy
Do make sure than the content is relevant
Do be polite
Do try to use humor sparingly
Do be Patient
Do be careful when replying quickly
Do remember to delete anything unwanted
when forwarding
March 2007 Jessi Rose
Do’s and Don’ts of Professional e-
Mail
Don’t reply when angry
Don’t keep unwanted mail on your server
Don’t type in CAPITALS
Don't OVER USE Punctuation
Don’t sent irrelevant messages
Don’t use an over elaborate signature
Don’t mix business and pleasure
March 2007 Jessi Rose
12 Tops to Better e-Mail
1. Be informal, not sloppy – 7. Be sparing with group e-mail
make sure and follow 8. Use the subject field to
standard writing protocol. indicate content and purpose
2. Keep messages brief and to 9. Don’t send chain letters or
the point junk email
3. Use Sentence case 10. Remember that your tone
4. Use the bcc and cc can’t be heard in e-mail
appropriately 11. Use a signature that includes
5. Do not use e-mail as an all contact information
excuse to avoid personal 12. Summarize long discussions
contact
6. Remember that e-mail isn’t
private
March 2007 Jessi Rose
From “e-Mail Etiquette” – Do’s Don’t
and Disasters by Samantha Miller
1. Send e-Mail that is clear, 6. Don’t trust any message that
Concise and considerate reads “Forward this to all of
of recipients’ needs Your Friends”
7. Red the manual – learn
2. Spelling and Grammar about your e-Mail program’s
Count capabilities and the
3. Respect your technology and culture of the
Correspondent’s Time Net.
8. Take a deep breath before
4. Treat e-Mail Private you hit “send”
5. Never Assume that the 9. E-Mail isn’t the right medium
e-Mail you send with for every message
remain private 10. E-mail is the real World
March 2007 Jessi Rose
Before you hit “Send”
1. When writing an e-Mail, 7. Could any statement in this
leave the TO: Blank message by misinterpreted
2. Am I sending this message 8. Is there anything in this
to the correct address message I wouldn’t want to
see Posted in Public
3. Have I written a useful,
descriptive subject line 9. Am I sure e-Mail is the right
Medium for this Message
4. Is the message’s format
easy to read 10. Am I sure this is a message
the recipient will want to read
5. Have I used the correct
spelling and grammar
6. Is the message’s “Tone”
appropriate
From “e-Mail Etiquette” – Do’s Don’t and Disasters by Samantha Miller
March 2007 Jessi Rose
Irving Isd
E-Mail Guidelines and Policy
March 2007 Jessi Rose
E-Mail Guidelines- Professional Staff Handbook
Section 2
System users are expected to observe the following network
etiquette:
1. Be polite; messages typed in capital letters are the computer equivalent of
shouting and are considered rude.
2. Use appropriate language; swearing, vulgarity, ethnic or racial slurs, and
any other inflammatory language are prohibited.
3. Pretending to be someone else when sending/receiving messages is
considered inappropriate.
4. Transmitting obscene messages or pictures is prohibited.
5. Revealing personal addresses or phone numbers of the user or others is
prohibited.
6. Using the network in such a way that would disrupt the use of the
network by other users is prohibited.
March 2007 Jessi Rose
Irving ISD Guidelines
Electronic Surveillance
Electronic surveillance equipment is used from
time to time on campus and at school sponsored
activities. Teacher behavior recorded on
electronic surveillance equipment is subject to
review as documented behavior for evaluation
and employment decisions
All e-Mail is Public domain and archived for any
future public use
March 2007 Jessi Rose
Irving ISD Guidelines
Electronic Surveillance
All e-Mail is PUBLIC DOMAIN
and archived for any future
public use
March 2007 Jessi Rose
Dale Carnegie (1888-1995)
American Educator
“There are four ways, and only four ways,
in which we have contact with the world.
We are evaluated and classified by these
four contacts: what we do, how we look,
what we say, and how we say it.”
March 2007 Jessi Rose