Communications Etiquette: Challenges of Changing Technology

Beware of the communications faux pas that occur when a new technology or form of communication takes hold and goes mainstream in the business world.  Sometimes things that were accepted when the new form was being developed and moved forward, which generally happens in a more casual atmosphere, don't work when the tool becomes common in use in more formal settings.

Let's use text messaging as an example.  Some of the common text abbreviations like LOL (which could mean "laugh out loud” or “lots of love") just don't work, and could be considered offensive, in a business setting.  The classic example is to never say anything in text message or email for that matter that you would not say to someone's face, whether it is the person you are emailing or the person who you are talking about in the email.  This is because emails are a written record with your byline attached to them. These notes can be sent or forwarded purposefully or by mistake to others whom you might not want to know what you think about them.

Below are some good general rules for e-communication etiquette in the office.

  1. Use Instant Messaging and text messages only for short requests or immediate responses.
  2. Use email sparingly and don't expect people to respond right away.
  3. Use the phone for building rapport or to discuss delicate matters
  4. If you are going on travel and cannot be reached, leave phone and email answering messages that note this to anyone who might try to contact you.
  5. Do not use humor, sarcasm, or anything that might be considered flirtatious at work.  It might be misinterpreted and cause trouble.
  6. Do not use “emoticons” like smiley faces :) or frowny faces :( or other graphics in your emails, they make you look unprofessional.
  7. Keep a record of important decisions reached over the phone or via IM and print out a copy and file any important emails or messages.
  8. Don't say anything in an email or digital communication that you would not want to have read out loud in a staff meeting.
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AccuConference | Spring Cleaning

Spring Cleaning

It’s that time again – spring. I love the spring time, everything is blooming and fresh. Grass is starting to grow and plush yards again.  It’s also spring cleaning time. I love cleaning; I’m a freak for organization and the fresh smell of pine cleaner. One thing I do every spring is clean out my closet and put together a big box of clothes to donate. It makes me feel good and it frees up some hangers for new clothes. (Don’t tell my husband that part)

You should be spring cleaning too. A lot of things can change over the course of a year both at home and in your business.  While we all see the spring as a time to roll out the steam cleaner at home, what can you do to clean up a little in your conferencing account?

Reset your conference codes.  Change your moderator and participant codes on the account, especially if you always use the same ones. Conference codes often get moved from one person to another and might be somewhere you don’t want them to be. Give your conference provider a call and have them reset your moderator and participant co des. It’s like freeing up a hanger in your closet.

Check the users. Have conference lines for every employee? Are there any you want to remove from your list of available conferences? Maybe some lines associated to projects or branches that you don’t need anymore? Call or email your conference provider with the list and let them remove them from your active conference lists. Spring cleaning is pretty easy and it’s not just a matter of needing to make things look all neat and organized. It’s also a matter of finding things a little easier and spring is a great time to do it.

How will you be spring cleaning?

 

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