Protocol and Etiquette for Effective Communication
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1 Protocol and Etiquette for Effective Communication Gabe Soumakian Ed.D. Assistant Superintendent, HR Burbank Unified School District
2 Essentials has become an essential means to communicate. Effective use of requires clear guidelines and expectations. You are expected to respond to your business related s in a timely manner. Don t respond to unknown s. You may never know who will read the content. is not private.
3 What is Your Message Use good judgment as to when to use an . Use a good descriptive subject title. Does the message require a formal attachment? Be clear in your writing. The type of message you send is a reflection of your character. Be soft on people and hard on issues there is a difference. Do not use company time to send a personal . A Personal account is easy to set up and access.
4 Etiquette for Building Relationships An opportunity to Build Relationship with our customers. Being polite goes a long way. Start your with a simple greeting. End your with a gentle good bye. Don t or respond when angry or upset. Don t send an urgent and expect everyone to act on it immediately. Don t forward an without the permission of the author. Keep editorial comments to yourself.
5 Sending to a Group Is this message appropriate to the group? Should every member of the group receive this ? Does this message apply to the members of this group? You do not always to need to respond to group e- mails. Forward s to groups when you have interacted. Behave properly with listserves and groups
6 Managing your should be viewed and responded to within 24 hours. set to auto-reply if the you cannot respond within 24 hours. should not be read during any meeting. Treat parent and student s as a phone call. should not be treated as a parent conference. CC only when you wish to inform others and you don t expect them to respond. Don t print every . Organize your s into folders. Delete and purge ALL s and folders once a week.
7 Spammer s Favorite Tricks Check address Phony subject line Numeric address formats Celebrity subject headers Doubtful content Fake unsubscribe links Phony return address Forged headers Common categories
8 Know and Observe Laws Employees is the property of the District, including the use of personal accounts on company computers. is like a postcard anyone can read it. can be subpoenaed. Not only yours but anyone you communicate with has an indefinite shelf life. In fact, governmental agencies are now required to archive all s sent on the network.
9 Employee Technology Use California School Board Policy 4040 Employees are responsible for the appropriate use of technology. Employees should be aware that computer files and communications over electronic networks, are not private. confidential information should only be transmitted with approval. All employees should have read and signed the District s Acceptable Use Policy (AUP).
10 Top Etiquette Tips Identify yourself at the beginning of the . Keep the message simple and clear. Keep harassment and discrimination policies in mind. Humor and sarcasm can backfire. Don t use to let off steam or flame a conversation. Copy with care. Reply to all with care. Be cautious sending attachments. Edit your before you hit send. Always delete spam right away.
11 Thank You Learn more about technology uses at Have a great day and make someone else s day great one too!
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