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ETIQUETTE ISSUES

Etiquette is all about presenting yourself in an appropriate and appealing manner. It is also about being comfortable around people and making them feel the same. Knowledge and practice of etiquette gives you a valuable advantage in coming across as suave and polished. To learn more…

· Kinds of Etiquette

· My Teacher Never Taught
Me That

· Business Introductions

· In-flight Etiquette and you

· Select Cell Etiquette

· Cocktail Deportment

· Netiquette

· Go West

· Off on your first business trip

· Don’t let shyness cripple you

· Etiquette for cubicle dwellers

· Dress to win, not to kill

· Business before pleasure

· When you're invited over

· Table manners

· Telephone etiquette

ETIQUETTE ISSUES

Kinds of Etiquette

Treating people the way you would like to be treated is what etiquette is all about. It is the basic courtesy you extend towards others in any kind of situation. Etiquette norms vary from place to place, situation to situation and also, from people to people.

Our bearing, disposition, attitude, and poise determine the pattern of our life right from childhood. A person is said to be in command of diverse situations, if and when, he is able to adapt to the local culture and the requirements of any given situation.

Etiquette can be broadly categorised into the following:

Social Etiquette

People in all societies follow rules and norms.Social etiquette is essential whether we're dealing with family or with institutions.A man cannot live in isolation, he has to learn these written and unwritten rules in order to be recognised and accepted in society.

Business Etiquette

Diplomacy isn’t just for diplomats! These are indeed competitive times, and in today’s global and multicultural environment, knowing about your area of expertise isn’t enough. The ability to get along well with others, demonstrate good manners and make others feel comfortable has become increasingly important to professional success. The question is: Would you play a game of football without first knowing the rules? To emerge as the winner, we need to know what kind of etiquette is required in which kind of business situation!

The areas of business etiquette are:

¨ Interacting with superiors, peers, and subordinates
- Dressing appropriately
¨ Giving appropriate business gifts
¨ Interview etiquette
¨ Telephone etiquette
¨ Travelling etiquette
¨ Cocktail etiquette
¨ Diplomatic etiquette
¨ Deportment with Women

My Teacher Never Taught Me That!

Etiquette…what do you think of when you hear that word? Miss Manners? Mr Eloquent? Or confusion because the dos and don’ts of acceptable social behaviour, we learnt as children, don’t mesh with today’s business environment.

The business world our parents and teachers knew was predominantly a homogeneous, male dominated environment where everyone innately understood the code of conduct. The mass entry of women into the workplace in the 90’s has changed the business arena. It continues to evolve with passage of time and Equal opportunity rights and globalisation of the economy. To successfully navigate the hazardous and troubled waters of the business seas of the 90s and communicate successfully, mastering business etiquette has become essential.

Let’s examine the underlying differences between social and business etiquette.Social rules that need to make a transition to the workplace, but which seem to have slipped through the flood of paperwork, require some consideration too!

Business vs. Social Etiquette

The most important difference is that social etiquette is based on chivalry derived from societal traditions and norms, whereas business etiquette has military origins. Business etiquette is based on hierarchy and power. Age and gender hold a lot of importance in the society. Little lost Radha has to be molly cuddled and protected, while Shilpa can walk into the world, starting right from her Managing Director’s chair. Men and women are now treated as peers. Doors are held open for superiors, for clients, or even for peers following closely on your heels, regardless of the gender.

Let’s look at a few other areas where business and social etiquette differ.

Introductions

In the social arena, men are introduced to women. In the business arena, the person of lesser importance, irrespective of the gender, is introduced to the person of greater importance. The name of the person being introduced is mentioned last, the person to whom the introduction is made is mentioned first.

Handshakes

Men and women must be treated equally at the workplace. Women should learn how to shakehands! A firm handshake helps them in establishing themselves as equal professional partners.

Social etiquette determines that the woman be the one who first extends her hand. You will still find the occasional matron who is taken aback, if the man extends his hand. In the business arena, it doesn’t matter who extends the hand first.

Telephones

The telephone is a necessity. At home we answer with a ‘hello.’ At business, in addition to a greeting, it’s necessary to identify yourself and the company or department. One of the cardinal sins of answering the phone is asking ‘Who’s calling?.’ The implication is that calls are being screened. The response should go, ‘May I tell so-and-so who’s calling?’

Dress Code

This has changed drastically. From the sari clad woman, to the suit-garbed professional. Now a days Friday dressing is a must in all organisations. Earlier, one used to notice the safari dressed businessman, who knew nothing beyond numbers. Its no longer the number crunching game. The rules have changed. To get there, please dress to the occasion.

Electronic Communication

Most people hate talking on a speakerphone. Use it only to continue the conversation while doing something directly related to that call. Cellular phones are emergency tools ideal in regions where phones are not found on every street or corner. Use them to notify someone you’re running late. Don’t use them as a status symbol or a cure for loneliness while fixing your tyre.

E-mail is a quick, informal way to send or receive messages, However, you need to maintain the same Courtesies that you would use when dealing with the person face-to-face. If for instance you always address your CEO by surname in person, don’t switch to the first name when sending e-mail.

Etiquette in the Office

· Make it a habit to greet people when you first enter the office.

· Be punctual

When you call on someone you are the guest in that person’s office, and when they call on you, you are the host. Remember that!

A guest is punctual and does not pay surprise visits

Guests do not overstay their welcome

The host’s responsibility is to make the guest comfortable.

The host leads the visitor through the visit

Never leave visitors to find their own way. It is rude.

Don't pay surprise visits

Don't overstay your welcome

· It's your responsibility to make guests feel comfortable.

· Lead the visitor through the visit

· Never leave visitors to find their own way. It is rude.

Whether you’re an entrepreneur or working under someone, remember that these are competitive times. Each of us now needs to present himself/herself with confidence and authority to succeed. Actions speak louder than words!! By understanding business etiquette and utilising this mode of communication, we can use it to our advantage. Last but not the least, always remember what your teacher taught you: P’s and Q’s. After all good manners are good business

ETIQUETTE ISSUES

Business Introductions

Every day we encounter people in a variety of business and social situations. The way we meet people and the way we greet them creates a big impression and paves the way for a productive encounter. Introductions project information. Besides the obvious elements of name, title, and association, an introduction conveys a level of respect and reflects how the person making the introduction views the other person’s status.

The most important point of introductions is to make them. If given a choice, most people prefer you make an introduction incorrectly, rather than standing there unacknowledged and disregarded.

Next comes the order of names. The name of the person being introduced is mentioned last, and the person to whom the introduction is made is mentioned first. The rules for who is introduced to whom depends on whether it’s a business or social introduction.

Business Introductions : In business, introductions are based on power and hierarchy. Persons of lesser authority are introduced to persons of greater authority. Gender plays no role in business etiquette nor does it affect the order of introductions.

1. Introduce a non-official person to an elected official.
2. Introduce someone from your firm to a client or customer.
3. Introduce a junior executive to a senior executive.

The above are a few examples of business introductions.

Responding to Introductions : The way you respond to someone else’s introduction is just as important as making the introduction. In response to formal introductions, simply say “hello”. “ How do you do?” followed by the person’s name is the customary response to a formal introduction. Refrain from using first names until the person to whom you’ve been introduced has indicated that the familiarity is preferred.

Remembering Names : The human memory is short lived. Especially when it comes to remembering names. If you forget someone’s name when making an introduction, try putting the other people at ease rather than concentrating on your own embarrassment. Remain calm. Be straight forward, yet tactful in admitting your memory lapse. Whatever happens, get off the subject of memory lapse and onto something more interesting to everyone. Profuse apologies only make everyone uncomfortable. When you’re introduced to someone, say the person’s name, then repeat it several times during the conversation. The repetition is more likely to imprint the name on your memory. When someone seems to have forgotten your name, just jump in, hands outstretched, a smile on your face, and offer your name.

Introducing Yourself : At any business meal, always introduce yourself to the people sitting next to you to open the way for conversation. Not introducing yourself can cost you a valuable business lead because few people want to deal with someone who comes across as aloof or unsavvy. At business function, it would be appropriate to mention where you work.

Introducing a Guest Speaker : Prior to the event, have the speaker supply background information and ask how he or she prefers to be introduced. Keep the introduction short but enthusiastic, giving the speaker’s name, credibility on the subject and the title of the presentation. And don’t undermine the speaker by talking so much about the topic yourself, that you end up giving part of the presentation!

“ Every action done in company ought to be with some sign of respect, to those that are present.” – George Washington.

ETIQUETTE ISSUES

In-flight etiquette and you!

If this is your first time aboard a plane, then you probably are either extremely excited or obviously terrified of the whole experience. Alien to the airplane atmosphere you don’t know what to expect or what to do.

Violating airplane etiquette can land you in very embarrassing situations. Here are a few things you should keep in mind-

All aboard?

Luggage must be kept as light as possible. Exceeding the weight bar for luggage can have you pay through your nose! Hand baggage should not be overcrowded. Lugging it around can be cumbersome especially while shuttling between connecting flights, rest rooms, and more so at security hold areas. If your hand-held luggage is not manageable, the security check will insist on tagging it, thus delaying you in the process.

Hold you bag in front of you rather that slinging it over the shoulder- if avoided this can be uncomfortable for passengers who are seated as they can be hit by your bag.

If you feel the need to shift your co-passenger’s luggage in the overhead rack to make room for yours, ask them before you do so.

Sit in the seat assigned to you until everyone has boarded the flight. You can switch seats later if you need to and if there is space. If you happen to be travelling alone and someone requests to switch seats so that you can join a family member or colleague -oblige. It’s not polite to refuse!

Getting settled

Don’t monopolise the armrests or lean too much towards your neighbour’s seat (to get a look out of the window). Don’t recline your seat all the way to the back- think about the guy sitting behind who may not appreciate being pinned to the seat.

Avoid being fidgety, as this can be very annoying to the person next to you. Don’t invade your neighbour’s “personal space” and if he’s not interested spare him the small talk. If you don’t feel like talking to your neighbour, play possum! Or read, but remember to at least acknowledge his/her presence before you withdraw into your shell.

You may have swollen feet after sitting for a long time during the flight. You may feel like kicking off your shoes and airing them- never do this if you have smelly feet! Flex your calf muscles and wiggle your toes once in a while to prevent cramps.

ETIQUETTE ISSUES

Select CellEtiquette

You step on the accelerator and are raring to go, but that car in front of you seems to be in no hurry at all. To make matters worse, it starts weaving through the traffic erratically. After some muttering and honking, you finally overtake it only to see the driver of the car deeply immersed in conversation on his mobile phone. Familiar?

With the world going wireless, there is an explosion in the number of cell phone users. Cell phones are being used at the drop of a hat. Sometimes the utility value of cell phones is being overruled by the nuisance value of the gadget. What was primarily a helpful invention is fast turning into a public menace for everyone. So how do you ensure that you’re not on the others’ hit list for being a cell phone offender?

There are no formal guidelines on cell phone etiquette, but a few tips on cell courtesy will help.

· Spare others- if there is no way others can escape from your conversation, move out of their earshot and then resume your conversation. Don’t invade the private space of others.

· Don’t set your ringer to annoying music. It’s bad enough that the phone rings at all sorts of inopportune moments without it making a song and dance ‘bout it! A vibrating ringer is the best solution.

· Switch it off at public concerts, prayer time or during ceremonies at home. Come now, surely there is nothing so earth shatteringly urgent for you to attend to at once.

· Drive or talk. Surveys show that an increasing number of accidents are not because of drunken driving but because of ‘Cellular’ driving. Do the world a favour- don’t dial when you’re driving, it’ll only endanger your life and that of others. If you do happen to receive a call when you’re driving-pull over and attend to it or just disconnect it and retrieve the number from the memory later. Better still; call up afterwards from a land line.

· Don’t try to dazzle em’ with your gizmo. Nowadays, a cell phone is no longer a status symbol. In fact, it’s bad taste to parade it and use it conspicuously. Trying to impress someone with your cell phone is actually a sure way to make them know that you’re new to this. You’ll be accorded the same reception that the nouveau riche’ get-and you don’t want that do you?

· Don’t assume that the person you’re speaking to is hard of hearing. Being on a cell phone doesn’t justify your raising your voice- unless of course if you want others to ‘inadvertently’ overhear your latest sensational success story.

· Keep conversations short. Don’t feel compelled to regale your listeners with the story of your life.

· Put voice mail to good use. Don’t feel pressurised to answer a ringing phone when its not convenient for you- let voice mail take over.

Before the government is forced to pass some sort of legislation to prevent cell phone users from making a nuisance of themselves, it’ll help if we cell phone users use common sense when using our mobile phone. Whether you’re using your phone for business or for pleasure, show the same consideration to others that you would want them to show to you. As in any other situation, good manners should suffice.

ETIQUETTE ISSUES

Cocktail deportment

Whether you’re a seasoned executive or just starting out, you’ll find yourself in the cocktail party circuit at some point or the other.

A cocktail party is more about work than about relaxation. Here’s where you get a chance to develop business contacts, get noticed, generate leads and so on. Without correct deportment you run the risk of appearing gauche, and this in turn, could jeopardize your professional image.

Being conversant with party etiquette helps you appear socially savvy. Even if cocktails are not your cup of tea, these few guidelines will help you to make the most of every corporate party.

General guidelines

Do some basic research on the other ‘guests’. Armed with this information, you can find common ground with them and set the conversation ball rolling.

Introduce yourself to new people; don’t just wait for the other person to take the initiative.

Keep your goals in mind when you’re circulating and mingle with the right people, (but beware of coming across like a predatory wolf or a manipulative Machiavellian character!)

Don’t show too much attention to any member of the opposite sex. (Why give the office grapevine a field time!)

Avoid controversial topics. Also avoid risqué jokes and double entendres.

Never hit the bar straightaway. Wait to be served. For subsequent refills you can head for the bar.
If you’re a teetotaler, have a mocktail (cocktails without the alcohol content). Have something at any rate, or you’ll get noticed for the wrong reasons.

Snack buffet

Finger foods are picked up with a napkin or a toothpick and popped in your mouth or put on your cocktail plate. Don’t take more than one piece at a time.

Dip finger foods into the accompanying sauce only once. Dipping into the sauce again, once you have already taken a bite is forbidden. Hold your cocktail napkin under the food to prevent dripping.

If a snack appears too large, better leave it alone.

Pits (if any) are discarded into your cocktail napkin or the side of your plate. Spit the pit discreetly.

Small sandwiches are picked up and eaten with your fingers.

Alcohol

Let the bar waiter decide the appropriate glassware.

Don’t ask for chilled red wine. Reds are always served at room temperature. Whites are served chilled. Wines are never diluted or served with ice.

Know what you’re drinking. If you don’t like it, hang on till the host is out of sight before sending it back.

When you’re through with the stir stick, put it in the nearest ashtray or hand it to the nearest waiter.

Nurse your drink, don’t glug it down. Remember, you’re not drinking for the sake of drinking. Never get drunk

Avoid mixed drinks (e.g. a whiskey followed by a vodka followed by a rum)

Finally, Let the last one for the road be a cup of coffee!

ETIQUETTE ISSUES

Go West!

So you’re off to the land of opportunity! Visiting the USA is bound to be a very memorable experience; it could be a somewhat unsettling experience as well. It really helps if you know what to expect and what others expect from you. After all, no one likes to make embarrassing mistakes. Here’s something to help you.

Meeting and parting

The Americans are a friendly lot. Say “hi” to anyone who says “hi” (especially to the check-out staff at groceries.) Americans generally greet you, even if you don’t know you personally (so don’t get carried away if that attractive stranger in the shopping mall smiles at you and says hi”!) It’s just a way of life there.

When meeting someone, shake hands, maintain eye contact, smile and introduce yourself.

While parting, Americans have this endearing habit of saying, “ it was great meeting you, you take care of yourself.” Respond with “I will, you take care of yourself too…” Don’t be surprised if someone puts his hand on your shoulder when saying bye. It’s their way of showing concern.

Business culture

· You can be on a first name basis with superiors as Americans are very egalitarian, but first ask if it’s ok with them. If not, say, “Sure. I can call you Mr.XYZ”

· Don’t be surprised if your subordinates call you by your first name. Observe how others greet or acknowledge other people, and follow suit.

· Be punctual for appointments (business or social). In the American work culture, professionalism is highly valued, so be businesslike and get straight to the point when interacting with Americans.

· Be friendly, but firm when you’re dealing with co-workers or with your boss.

· Don’t shirk work or take liberties and don’t forgo your privileges either. Americans value individuality. You’re not likely to score any points by being a “yes-man”! You get paid for what you contribute to the company. It’s a straight business deal- The company benefits from you, and vice versa.

· Dress like everyone else, or one step (but not more) above. For women who’re more comfortable in a sari- go ahead. But be prepared for some admiring looks!

· Treat women as equals. Never make any sexual remarks or innuendos to women employees or to your boss. America takes a very strict view of sexual harassment. By the way, the way American women dress is no indication of their morality. Treat them with the same respect that you would give Indian women

Social etiquette

· When you’re invited for a get-together, don’t take your spouse/kids with you, unless it’s mentioned in the invitation.

· Ask what you can bring. If the host doesn’t specifically ask for anything, take some cookies/chocolates/wine along.

· Learn how to use a fork and knife, even if you’re not very comfortable using them. Eating with your fingers will give the wrong impression.

· Never ask personal questions about age, salary, etc…

· Don’t treat Blacks/White/Other races better or worse, treat everyone the same. Treat labourers/janitors, blue collars workers with the same respect as you would treat others.

· When eating out, make it a point to ask for small portions or you’ll have a tough time wading through the huge serving.

· If you ever keep anyone waiting, apologise (even to a stranger who’s kept the elevator waiting so that you can get into it.)

· Be prepared to answer any questions about our country and culture patiently. At times you may even be asked slightly ridiculous questions. Don’t take offence, as none is intended anyway.

It takes time to get familiar with another culture, so have a great time exploring theirs and give them the opportunity to discover ours. Americans are generally easygoing people. So enjoy your trip and have a great time!

ETIQUETTE ISSUES

Off on your first business trip?

Congratulations, you’re now a business traveller! Representing your company on that overseas business trip is your dream come true. You can already visualise yourself basking in the sun at the 5-star hotel you’re going to be put up at. Business mixed with pleasure- umm…what a lovely prospect! And all that on the house! Hold on though! Before your imagination takes you places, a few minutes spent in planning and thinking about the assignment will pay rich dividends. Here are a few tips for first time business travellers.

A business trip is a business trip is a business trip!

Watch out for the tendency to think that this is a paid vacation. Sure, you’re going to have a fun time travelling, but that’s incidental- not your main mission. Your credibility is going to be affected if you view this trip as a pleasure trip, with business thrown in as an extra. Be prudent. How you handle this trip is going to speak volumes about the way you handle responsibility.

Revise the travel policy – don’t miss the fine print.

Study your company’s travel policy thoroughly before the trip. Make sure you get all clarifications before the trip, down to the minutest details. Know what are the expenses to be borne by you and what the company is to pay. What is the ceiling on the allowance for the trip, what is restricted and so on…

Cash and credit matters

Also, find out about those expenses that the company will reimburse after the trip. What are the bills or documents that need to be produced? How much of cash do you need in hand and how do you go about getting it. Will you be required to pay with your credit card and the amount paid back to you later after you get back from the trip? Or is your company going to give you a company credit card? In case of the latter, what is your credit limit? Can it handle all the expenses for the trip or will there have to be an alternate arrangement? How much of the cash will need to converted into travellers cheques? Different companies have different policies, so be sure to be well acquainted with your company’s. Don’t assume something based on someone else’s business trip.

Wining and dining policies

If you are required to take your client out for dinner, what kind of a budget is allowed? What are the restrictions on it? Get this straight before you end up entertaining your client at the most swanky joint in town, only to be told later that you’d exceeded the upper limit on the entertaining expenses. Get these details sorted out now. Along with the official policies, there are bound to be a lot of unwritten rules to do with other aspects of the trip as well. Get a feel of these by interacting with other colleagues who have done this before.

Keep reminiscences short and sweet.

It will probably be a memorable trip and you won’t be able to stop talking about it for a long, long time! Do everyone a favour; don’t spend the rest of your work life regaling others about this historic trip, or you’ll probably have them heartily wishing that you’d stayed back at the place you’d been to

ETIQUETTE ISSUES

Don’t let shyness cripple you

We all know the benefits of networking in corporate circles. But when that invitation comes for yet another corporate get together, we groan in dismay. The prospect of curling up in bed with a good book is far more attractive than going to the party, with a plastic smile plastered on our faces! The inane conversation one has to endure, the social mask one has to put on, the effort one has to make - is it worth it? And if we happen to be the shy types, then this whole thing becomes an unbearable ordeal from which there is no escape! Seems to be a heavy price to pay for the fond hope of whipping up business! That said, it is a fact that these professional networking events do give you an opportunity to meet the right people.

Here’re a few tips for overcoming those bouts of bashfulness.

Act cool

You don’t have to be the life and soul of a party; so don’t put yourself under pressure. Most people are shy, though they may not admit it. So be of good cheer, you have plenty of company! Now the trick to overcoming shyness is to get hold of someone who’s even more uneasy than you are and start talking to them, trying to put them at ease. This way you lose your own self-consciousness.

Set the ball rolling

Walk over to someone you’d like to talk to, introduce yourself, maintain eye- contact, give a firm handshake (make sure your palms are not sweaty), put on a pleasant smile and ask them questions about themselves. We all are our own favourite topics, so this is a sure way to break the ice.

Stop the ball rolling

If you do happen to be stuck with the strong silent type who only responds in monosyllables, don’t despair- just move on after a few minutes. You can end your conversation by briefly summarising what you spoke about, (sincerely) telling the person it was nice meeting him and move on to another part of the room where you are not likely to bump into him.

Beware of overselling

Granted that these occasions provide good opportunities for developing contacts, but if you go there with this sole ambition- you might end up overdoing it. Don’t be over eager to sell your services. Be subtle and concentrate more on building a relationship. Once the foundation is laid, at subsequent gatherings, you could talk shop.

Treat each event as a dress rehearsal for the next!

Here’s a chance to polish up your social skills. You must have read so much on various aspects of self- development. An opportunity to translate that theory into practice is here. You have nothing to lose. Imagine how you’d be if you were in a far-off place where no one knew you- you’d be more relaxed and be willing to take more risks in social interactions. Do the same here, knowing that even if you do mess up- it’s still a learning experience. Besides, people have a lot of other things to do than keeping track of your faux pas or goof up! So go ahead, let down your hair and have a fun time!

ETIQUETTE ISSUES

Netiquette

Only you know how frustrating it is to wade through hundreds of e-mails everyday, only to find that more than 50% of them need not have been sent at all. If we dread the very prospect of opening our mailbox then obviously there are very strong reasons for it. If others dread opening our mail, well then, its time to run a quick quality check over the kind of stuff we merrily shoot out to other people. After all, who wants to be on the list of e-mail offenders?

Cryptic is out

Would you want to read a newspaper which has no headlines, but only titles, all of which read “scoop of the day!”? Well, most people wouldn’t. Similarly, your reader would greatly appreciate a subject line that will alert him to what your mail is all about so that he can file and prioritise it accordingly. Mails with the subject line “urgent” serve zero purpose. Allow your recipient to decide what is urgent and what isn’t

Brief is best

Just because you have the opportunity to pour out your heart and receive a reply in seconds, you don’t have to do it. In fact- Don’t do it. Less is more. Try to limit message text to one screen. This way your recipient can quickly skim through it and get the gist of it. If he must scroll down, then ensure that the message found in the lower half is as worthwhile as that found at the beginning.

Don’t scream for attention

Don’t use all caps or don’t highlight your entire message in bold. This is the equivalent of screaming and is unwarranted. In fact, the ‘noise’ will detract from the real message. Use caps, highlighting etc, only where absolutely essential.

Attachment detachment

Don’t send an attachment unless you must. Limit the use and size of attachments. Make sure that your recipient has the necessary software/ know-how on opening it. Please remember that other ordinary mortals out there may not be as tech-savvy as you are. If you send them a zip file and they have no clue about how to open it, you’re not going to be on their list of favourites!

Also, why let your mail come under unnecessary suspicion for being a virus?

Easy does it

Before you flood the inboxes of all your friends and foes, check with them whether they really want to receive that ‘joke of the day / word of the day’ kind of stuff. Everyone may not be as enthusiastic about it as you are. Spamming someone is not an effective way to win friends and influence people! One of the most irritating types of mail doing the rounds is a chain letter. Be the last link in the chain. No one enjoys paying their ISP just for the privilege of downloading Spam. When you get an offensive message from a Spammer, ignore it! The easiest way is to block the sender.

Show that you care

So how do you do this? By making sure that your mail is not loaded with typos, and other assorted errors. It is tempting to compose that mail in a jiffy and send it across without more than a cursory glance at it. Take a few moments for a spell check and your recipient will be eternally grateful! Also, don’t pepper your mail with abbreviations your recipient is not likely to understand. For instance, your recipient may not immediately figure out that BTDT stands for- been there done that.

Like any other form of communication, e-mails have to be crystal clear.

Politeness pays

Because of the ‘instant’ nature of e-mail, there is a tendency to react out of the top of our heads. To make matters worse, something about cyberspace makes it easy to forget that you're interacting with other real ‘flesh and blood’ people. Don’t let the distance and physical absence of your recipient make you forget the basics of good manners.

Replying and forwarding

When you do have to forward a message and its not important to know who sent it in the first place, do delete the ‘from’, ‘to’, subject line, time related information that automatically appears on your mail. Also if you’re sending a series of mails back and forth to someone, be sure to cut a long story short and retain only the most relevant stuff.

Shuttling your signature and company logo in a mail ‘conversation’ is also very irritating on the eye.

Sign off in style

Your signature needs to serve the purpose. Use a signature line that includes relevant information about how to get in touch with you -- almost like a letterhead. That way, if the recipient needs to follow up with you, the information is readily available. Don’t let your signature carry the story of your life though. Keep it crisp. Many e-mail services, such as Yahoo! Mail, allow you to establish an "auto-signature" that will appear on every e-mail you send.




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