Email Etiquette And Acceptable Usage

Every office has that person who is the life of the party. He is the one that can be counted on to spread good cheer in the form of jokes, stories and NSFW photos (Nor Suitable For Work). The trouble is that most bosses don't agree with those practices. Supervisors tend to think that work is the place for work and that the party should be after hours. Some joking is acceptable in many offices. However NSFW is dangerous and can lead to many work ills. One never knows when that email with the risque content might get forwarded to the wrong place, like the desk of a Board Member. Besides that, many people are not aware that it is a standard practice in some companies to conduct a degree of email censorship. Some software programs can enable management to view our daily computer and Internet usage and under circumstances this will be allowable by law. So it is the wisest choice to keep the use of certain kinds of questionable media for after hours.

The equipment in your office is for company purposes not personal use. Beware the use of company email accounts for the signing up for email newsletters, contests and other opt-in email services. The IT Officer may not have much of a sense of humor if he finds out that he is having a rougher time in dealing with SPAM. Your supervisor may be looking everyone over for a possible promotion in the future. The boss will probably not be impressed if she sees that you are using your time and equipment to serve your own interests. Don't sign up for anything unless your company wants you to read it.

Internet communication has led us all to the notion that it is acceptable to flame people who disagree with us. After all, it is easier to take a tone with someone when they are not in front of us and we don't have to see their anger and displeasure. No matter how funny that the folks on the forums may think this is it will not work in your favor at work. The more we flame people in the work environment the more trouble we will have in dealing with them in person. Beware the temptation to sound off and shred people via email. It might be necessary to work on a project with those persons later. It is a challenge to buck the system and rise to a level of higher maturity, but it will likely pay off.

Sometimes it is cute when we receive an email from a friend and it has a provocative or off-color tag-line or signature. Beware being caught up in this sort of game; especially with your work email. A winner thinks ahead. Think ahead far enough to the possibility that your email may be forwarded to the president or the CEO. The outcome of this should be self-evident.

Email leaves any computer or network open to certain security issues. Some companies have established certain safeguards to protect the network. However, should it not be in place, you would not want to be the one in the center of controversy. By avoiding certain email practices you may be helping your company and yourself by protecting the network.

Email attachments should not be opened unless they are expected and from a reputable, in-house source. Attachments are a prime source of viruses and should be avoided. Any mail attachment coming from a friend or other source should not be opened. If it is not a file tht is needed for your daily work then it is not necessary. Even a computer with good Antivirus software installed can be vulnerable to the newer viruses. In the same vein, viruses or malware can be waiting for an unsuspecting person at the other end of a simple text link. Ignore links that are in personal emails that you may open at work.

Never use your company email for SPAMMING or Illegal activities. Some people seem very prone to pushing the envelope. Marketing types will tell you a blue million ways to make a million before you are 25. Some of this can involve the use of SPAM procedures. However laws which have been put in place since the beginning of the Internet spell out severe penalties for people who use SPAM. An accusation of sending SPAM mail can cause your ISP to drop you or your domain to be banned from certain email services. It is very unlikely that one's career will be advanced once he/she has caused this sort of trouble for the company. In general, keep your use of company email for the enterprises and the befit of the company and all will be well.

Many of these tips are very simple and many are common sense. With things being as they are we tend to get into trouble when we get carried away. We get carried away with the fun of sending jokes all around the office. We get caught up in the enthusiasm of the heated discussion. When we get caught up we lose sight of the big picture of the purpose of email. The big picture is work, integrity and the bottom line of the company. When fun, gossip and heated discussions loom up in our eyes they can take on unreal proportions. Don't let secondary things take the place of good office ethics and good email etiquette. To stick with a few basic pointers can keep us on track for a good promotion and good success.

--
DaddyGee is a qualified website designer with Greg's Webs.com- Ottawa, IL