Digital Communication & Etiquette: Communicating E ffectively & Appropriately

1. Digital Communication & Etiquette: Communicating Effectively & Appropriately Angela Jordan and Michael Maxwell

2. 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

3. Outline Digital Citizenship & Digital Etiquette Digital Communication Methods Electronic Mail (E-mail) E-mail vs. Regular Mail E-mail Etiquette Text Messaging Text Messages as a supplement to E-mails Review Quiz Evaluation

4. IS THIS TRUE? DISCUSSION “It has become appallingly obvious that our technology has exceeded our humanity. ” -Albert Einstein AGREE DISAGREE

5. 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.

6. Digital Communication What is digital communication? The electronic exchange of information Ribble, M., & Bailey, G. (2007). Digital citizenship in schools. what are some methods of digital communication? DISCUSSION

7. 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.

8. 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?

9. E-mail vs. Regular (Snail) Mail DISCUSSION WHICH IS BETTER? WHY?

10. E-mail VS. Regular (Snail) Mail ARE THE ETIQUETTE RULES THE SAME? Email is Faster Can send to more than one person at a time Email is Cheaper Can 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 

11. E-mail Etiquette Video

12. E-mail Etiquette: Manners & Tone • Be respectful, friendly, approachable, and encouraging • Begin with courteous greeting • Use “Please” and/or “Thank You” when appropriate • Please 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

13. 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

14. Email Etiquette: Spelling, Grammar, and Attachments • Proof e-mails before sending • Use 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

15. 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!!!!

16. ONCE YOU HIT SEND, THERE IS NO TURNING BACK

17. EMAIL 1 To: Group@massmails.com From: 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 2 To: Tech@ga4h.org From: 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 Review using Examples DISCUSSION

18. Text Messages • Short Message Service (SMS) • 160 characters or less • Uses e-mail technology • SMS address (10digitnumber@domain) • Reminder about assignments • Alarm to check e-mail • Changes to dates or curriculum • Same etiquette rules just with 160 characters or less.

19. 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

20. KEY POINTS TO REMEMBER 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.

21. The E-mail Game5 points for first person to tell us what game show is associated with this theme song 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.

22. QUIZ – 5 points 1.  When writing an email, the body should: a.      Be long. b.      Be short. c.      Be indented. d.      Be invisible.

23. QUIZ – 10 points 2.  Which statement is false regarding emails? a.     Avoid using ALL CAPS. b.     Use appropriate titles when addressing an individual c.      Misspelled words are alright, no one is really paying attetnion d.      Check your Grammar before you hit send.

24. 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.”

25. THE BONUS ROUND

26. Identify all the email etiquette errors – SAEOPP is correct

27. CONGRATULATIONS….YOU WIN….

28. EVERYONE WINS….

29. 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)

30. THANK YOU FOR ATTENDING

31. ONCE YOU HIT SEND, THERE IS NO TURNING BACK