digital communication & etiquette: communicating e ffectively & appropriately

ANGELA JORDAN AND MICHAEL MAXWELL

Digital Communication & Etiquette: Communicating Effectively & Appropriately

ANGELA JORDAN AND MICHAEL MAXWELL

INTRODUCTIONS:NAME, OCCUPATION, AND

USING THE FIRST LETTER OF YOUR NAME DESCRIBE YOURSELF IN ONE WORD

Digital Communication & Etiquette: Communicating Effectively & Appropriately

Outline

Digital Citizenship & Digital EtiquetteDigital Communication MethodsElectronic Mail (E-mail)E-mail vs. Regular MailE-mail EtiquetteText MessagingText Messages as a supplement to E-mails ReviewQuizEvaluation

“IT HAS BECOME APPALLINGLYOBVIOUS THAT OUR TECHNOLOGYHAS EXCEEDED OUR HUMANITY. ”

-ALBERT EINSTEIN

IS THIS TRUE?

AGREE DISAGREE

DISCUSSION

Digital Citizenship/Digital Etiquette

Digital Citizenship focuses on the positive aspects of technology so everyone can work and play in the digital world Ribble, M., & Bailey, G. (2007). Digital citizenship in

schools.Digital Etiquette is the standards of conduct

expected by other digital technology users Ribble, M., & Bailey, G. (2007). Digital citizenship in

schools.

WHAT IS DIGITAL COMMUNICATION? THE ELECTRONIC EXCHANGE OF

INFORMATIONRibble, M., & Bailey, G. (2007). Digital citizenship

in schools.

WHAT ARE SOME METHODS OF DIGITAL COMMUNICATION?

Digital Communication

DISCUSSION

Digital Communication

The electronic exchange of information Ribble, M., & Bailey, G. (2007). Digital citizenship in

schools. E-mail Text Messaging Cell phones Blogging Websites Social Networking Sites Instant Messaging

E-mail and Text Messaging will be the focus of this learning module.

Electronic Mail (E-mail)

Origins Computer engineer, Ray Tomlinson invented internet based email

in late 1971 as a text-only service for the DOD. “Mostly because it seemed like a neat idea.“ The first email message was "QWERTYUIOP".

Purpose Today, we use email for many purposes including: information

exchange, brainstorming, problem solving, record keeping, group work, staying in touch professionally, staying in touch socially, and transmitting documents.

Becoming almost a primary media of communication, are we communicating effectively and appropriately through e-mail?

WHICH IS BETTER?WHY?

E-mail vs. Regular (Snail) Mail

DISCUSSION

E-mail VS. Regular (Snail) Mail

Email is Faster Can send to more

than one person at a time

Email is CheaperCan save the copy of

the letter you wrote for later on

Personal (someone has to sit down and write it by hand)

Goes directly to the person without having to worry about spelling the person’s name correctly

Paper copy is sometimes better than digital copy (can't crash)

Can send physical objects 

ARE THE ETIQUETTE RULES THE SAME?

E-mail Etiquette Video

E-mail Etiquette: Manners & Tone

Be respectful, friendly, approachable, and encouragingBegin with courteous greetingUse “Please” and/or “Thank You” when appropriatePlease address the individual using appropriate titles

(i.e. Mr., Mrs., or Dr.) How do you address your students ?/ How do students address

you?Avoid writing your message using ALL UPPERCASE

LETTERS (means shouting) or all lowercase letters (mean mumbling).

Avoid using multiple colors for text Can give off inappropriate tone and misconstrue

Email Etiquette: Professional and Precise

Email address name – Don’t mix professional & personal email addresses

Use effective subject lines - Precise summary of message

Brief messages if possible Do not leave out necessary details If not possible, apologize for lengthy e-mail

Avoid abbreviations within e-mail, unless receiver is familiar

Emoticons - - judgment call

Email Etiquette: Spelling, Grammar, and Attachments

Proof e-mails before sendingUse computer and human spell check

no one wants the embarseement (embarrassment) of misspelling

Check for grammatical errors A misplaced comma can change the meaning of a sentence

Attachments Ask recipient regarding acceptance of attachments in

previous e-mail Format of attachment should be universal or one you know

the receiver can open Should be compressed and virus free to ensure delivery

Rules For sending out Mass Emails

Do not send personal emails out over mass email

Make sure that the email is for everyone to view and is not offensive!!!!

ONCE YOU HIT SEND, THERE IS NO TURNING

BACK

Review using Examples

EMAIL 1To: Group@massmails.comFrom: big@yahoo.com

Topic: Attn Marc

Subject:This is for MARC ONLY and if you are

not him DELETE IMMEDIATELY!!!!!

Marc the ballgame the other day was just sweet , I know we are the best team.

Marc you are the coolest!!!!!

Tim

EMAIL 2To: Tech@ga4h.orgFrom: Robbie@robsworld.com

Topic: The web page assignments

Subject:As you all know, the deadline for

turning in your pages you are designing is March 24th

Please have these completed by this time and up on File Transfer Protocol (FTP).

Hope everyone gets these done as soon as possible.

Robbie

DISCUSSION

Text Messages

Short Message Service (SMS) 160 characters or less

Uses e-mail technologySMS address (10digitnumber@domain)Reminder about assignmentsAlarm to check e-mailChanges to dates or curriculumSame etiquette rules just with 160 characters

or less.

Using Text Messaging

Distribution List Sprint – (10digitnumber@messaging.sprintpcs.com) Att – (10digitnumber@txt.att.net) Verizon Wireless – (10digitnumber@vtext.com) Tmobile – (10digitnumber@tmomail.net) Metropcs – (10digitnumber@mymetropcs.com)

Text message list serv Textmarks – (www.41411.com) Text 4 Free – www.text4free.net

Proofread all emails before hitting the send button.Make sure your tone and manners are polite and

respectable.Keep your emails precise and professional.Make sure attachments are not too large.

When using text messages, use the same etiquette rules you would use for email.

Try to limit your text messages to a maximum of 160 characters.

Emails nor text messages are private, copies may be accessed through your server.

KEY POINTS TO REMEMBER

ARE YOU CREATING A POSITIVE, PROFESSIONAL IMPRESSION WHEN YOU EMAIL YOUR CO-

WORKERS AND CUSTOMERS?  ARE YOU BEING EFFICIENT AND

EFFECTIVE, OR ARE YOU WASTING TIME? 

TAKE THIS FUN QUIZ.

The E-mail Game5 points for first person to tell us what game

show is associated with this theme song

QUIZ – 5 points

 1.  When writing an email, the body should:

a.      Be long.b.      Be short.c.      Be indented.d.      Be invisible.

QUIZ – 10 points

 2.  Which statement is false regarding emails?

a.     Avoid using ALL CAPS.b.     Use appropriate titles when

addressing an individualc.      Misspelled words are alright, no

one is really paying attetniond.      Check your Grammar before you

hit send.

QUIZ- 15 points

3.  When writing a Subject Line:a.  Use something general, such as “Greetings” or “Hello.”

b.  Summarize your message, but be brief

c.  Use several sentences.d. Say, “If you don’t respond, I’ll send Uncle Guido to break your knee caps.”

THE BONUS ROUND

Identify all the email etiquette errors – SAEOPP is correct

CONGRATULATIONS….YOU WIN….

EVERYONE WINS….

Resources

E-mail Etiquette: Why is it important http://careerplanning.about.com/od/communication/a/email_etiquette.htm

Top 26 Most Important Rules of E-mail Etiquette http://email.about.com/od/emailnetiquette/tp/core_netiquette.htm 

Text Messaging E-mail Sheet http://www.emailtextmessages.com/

Textmarks (www.41411.com)

Text 4 Free (www.text4free.net)

THANK YOU FOR ATTENDING

ONCE YOU HIT SEND, THERE IS NO TURNING

BACK