Communications Etiquettein

the Modern World

Traditional forms of communication:•Personal Meeting

•Letters

•Telephone

The etiquette, or code of conduct

for this communication

was clear and well laid out.

Now•newer methods

•instant communication•constantly developed and introduced.

e.g. Cell phones, voicemail, text and voice messaging,e-mail, instant messenger, Facebook.

The etiquette of using these newly emerging technologies is

undeveloped, or not widely shared as yet.

Basic Communications Protocols

• Greet• Know your audience• Separate work and social• Use appropriate medium• Be clear and unambiguous• Receive and act on the reply

Perceived impact (and effort)

in decreasing order:

face-to-face meeting

letter

fax

phone call

email

Accept that:

• not everyone checks their email constantly or even daily,

• computers and phones are often unattended,

• batteries run out,

• phones get forgotten at home (or even stolen!),

• or that maybe, some people value peace, quiet and privacy.

Personal meeting (face to face)

• Most powerful medium

• Necessary for team building

• Try and give undivided attention

• Be aware that non-verbal content

is more than 90% of communication!

Phones and cell phones• Don’t have music or Quran as your ringtone• Plan what you want to say before calling• Hang up after 3-5 bells• Don’t be offended if no answer or no call back• Ask if convenient to talk now, or if you should

call later• Be articulate and brief• Verify that your message was understood

Phones and cell phones (contd.)

• Don’t talk on the phone when driving. If necessary, use speakerphone or Bluetooth

• Decide when appropriate to answer the phone - immediately or later

• If expecting an urgent call, apologise and warn others in advance

• Hold private calls in private places

• Your phone is your tool, not your master

Phones and cell phones (contd.)

• Turn mobile off or on silent in meetings and in the masjid

• Set mobile voicemail to request text for urgent messages

• The person you are talking to deserves your full attention

• Be considerate to others around you

• Technology is not power

– it doesn't signify your importance

Text (SMS) and Voice messaging:

• Do not expect an immediate response to your SMS. If it is urgent, then call.

• Show restraint and avoid forwarding too many jokes and frivolous messages.

• Verify that the information you have received is dependable and current before forwarding.

• Avoid reading and answering SMS in meetings, or when driving. Do it later!

The Net Generation

E – Mail

• Ensure your mail doesn’t embarrass you later• Be clear• Don’t send confidential or sensitive information • Be selective about what to forward – Info

overload• Don’t blindly forward emails you receive

E – Mail (contd.)

• Remove list of previous recipients and use Bcc

• Avoid sending bulky emails - send a link instead

• Break out of e-mail jail

– talk to people, especially in important or sensitive situations

Get a Real life!

Chat, VOIP & Messenger, Facebook and virtual worlds• Remember the human• Islamic rules and limits still apply • It is forbidden to act like a non-Muslim• Remember that whatever goes on the net

stays on the net, and often multiplies• Ping or Buzz before sending an IM;

don’t expect an immediate response• Update your status to be considerate to others

The Net

• Not everything you read is true

• Don’t plagiarize

• You are responsible forever for the consequences of what you post

• Don’t be offensive. Manners matter

• Protect yourself from viruses

The Net

The Core Rules of Netiquette from the book Netiquette by Virginia Shea

1. Remember the Human

2. Adhere to the same standards of behavior online that you follow in real life

3. Know where you are in cyberspace

4. Respect other people's time and bandwidth

5. Make yourself look good online

The Core Rules of Netiquette (contd.)

6. Share expert knowledge

7. Help keep flame wars under control

8. Respect other people's privacy

9. Don't abuse your power

10.Be forgiving of other people's mistakes