Tag Archives: etiquette

Email Forwarding Etiquette

I get a lot of weird forwards from my dad. I can’t complain because often enough they are really funny and make my day a bit brighter. Unfortunately, when he forwards emails he tends to forward to not only family members but also his personal friends. This is okay if everyone is close and keeps in touch, however it can also lead to problems.

Last week I had received an email from my dads friend who began to ask me about a computer problem he was having. I had never spoken to this individual before, I don’t know him because I have never seen him in my life. Turns out he is a friend of my fathers from Europe. I had no issue addressing his question but it did frustrate me that he came directly to me and by-passed my father. In the past, most of his friends asked if I could help, and he would in turn just ask me. Ask for permission and help will be provided. Simple rule.

My father is a prime example of how information can be accidentally forwarded with no mal-intent for it to be used in a harmful way. I don’t blame him at all, he just hasn’t been educated properly, which had began my thought process of wondering how many more are out there that do the same thing.

Not all of us are tech savvy and many of us don’t realize that there is etiquette that goes along with such simple tasks as forwarding an email. Unlike in the middle ages, when etiquette and behaviour dictated what class of person you were, today, many of us simply ignore it. When this reflects however on passing on personal information that does not belong to ourselves, we need to be more stringent.

When forwarding an email it is customary to remove information about previous recipients. This is typically how spammers get a hold of a different email accounts because we neglect to remove the information from the chains. Before you forward, remove all unnecessary info. That includes everything in the body of the current email, the Fwd from the Subject line and anything else you think is useless and does not add to the context.

Doing this helps protect the recipients from the initial email from their information being forwarded off to the new recipients and also de-clutters the email. Next, when adding multiple recipients to the new chain it is customary to just add everyone to the TO field. This is not wrong if and only when everyone knows each other and they already have each others email addresses. However, often we forward emails to individuals who don’t know each other and it is our responsibility to protect their personal information from others.

We can still forward an attachment or email, but instead of using the TO field, use the BCC field. What this does is forwards a copy of the email to everyone listed but no one can see any one else’s email. BCC means blind carbon copy. Unlike carbon copy (CC), blind carbon copying someone means that no one aside from the individual who originally sent the email, will know that the individuals also has received a the email. This sometimes is used in businesses if we are trying to address an issue but we don’t want the other individual to know that we’ve copied their boss in the email. As an example. Of course you still need to put an address into the TO field. I always recommend just sending the email to yourself. Allows you to continue to protect your friends email addresses.

Remember, when ever emailing multiple individuals, think about how they would feel about their email being used in conjunction with another individuals. Will their email being visible cause any issues for them. Do they actively ensure that their private information is hidden. Do they like their info shared or not. Those little steps will go a long way in your personal relationship and encourage continuous trust.

Cell Phone Etiquette

Have you ever been in a public stall and in comes someone on their cell phone. You pray that as they talk someone in another stall, or perhaps you yourself, let one rip as loud as possible. It truly amazes me how some people cannot let go of their phones. Carrying it everywhere, literally EVERYWHERE, to the point where many sleep with it under their pillows.

What got me thinking about this whole subject was an incident that occurred to me. (This may seem a bit inappropriate but it sets the scene.) As I went about my business in a washroom stall at work, my phone went off. Screening the call the first time I anticipated a second call. When the second call came in, the individual in the stall next to me said, “Just pick it up, it’s obviously important”. I ignored the comment, and the call and let it go to voicemail.

I found it very strange that someone would actually come out and say that. I would understand if it was an email or perhaps a text message, but to take a call while doing your business is not something that I condone. Same goes for carrying on a conversation that began outside of the washroom into it. If it is important to keep with the call, then postpone your trip to the facilities. If you can’t hold it, then end the call and let the person know you will get back to them.

While researching this topic online, I came across various articles of “Phone Etiquettes” and lists of things to avoid or never to do. Here is my take from everything I have read and my set of “rules”.

  1. No talking in the washroom – I think that this one is really simple. When you walk into the washroom or are already there, don’t pick up your phone. Unless you want someone on the other end to hear what people are doing and discover the true location of where you are.
  2. The proximity rule – This one is a bit new for me but makes a lot of sense. Respect a unwritten 10-feet rule. If you are in a crowded bus or walking along the side of the street, don’t interrupt others by your conversation. Also, make sure that it is appropriate for the setting your in. If you are talking about important business decisions for your company or perhaps what you did the night before, it might be best kept out of the hearing reach of a passerby or those you are sharing the public transit with.
  3. Moderate voice – Hot on the subject of proximity, is the volume of your voice. Don’t boost it when you have people around you. Mic’s have advanced so much in the recent years that they will pick up the faintest of sounds typically. As long as the carriers network can carry and keep the call going.
  4. Texting during social gatherings – I believe many of us are guilty of this one, me including. I will check my emails or texts when I am out with friends. I do it out of habit and not trying to be rude. It’s hard to ignore that blinking red light on your blackberry or perhaps that vibration from you iPhone. If possible, turn off the vibration, put it on silent. Or if it is truly important, excuse yourself to take that call or write back to that email or text.
  5. Lengthy Voicemails – Many of us will know who called. Most of us invest that $6-$8 for caller ID. If your going to leave a message, make it brief. I try to keep mine under a minute. If the person will know who I am, I sometimes don’t leave anything. If its longer then a minute, email it.
  6. Driving and texting – I’ve done this, and so has everyone else. Now however you can get ticketed (at least in Ontario). It is unsafe and also distracting. Not only are you not focused on the road, but you are also not focused on what you are writing. I have stopped texting by putting the phone away in a place I can’t reach it. If it’s truly important however, pull over to the side of the road. It’s a lot safer and you aren’t risking yours or anyone elses life.
  7. Lights out, phone off – Something very recent I have adopted, mainly right after reading an article about this. Turning off my cell phone or at least its cellular connection when going to sleep. This way I get to sleep and my alarm still goes off in the morning. I have had interrupted nights before and it is not pleasant.

These phone etiquette’s are a combination of what I have read and learned, as well as things I personally feel others and I myself, should follow. No one is perfect. And in a world where business runs 24/7 it is hard to “get it right”. Everything depends on your personal situation. You decide what you can and shouldn’t do. Keep in mind that as technology advances and so does the worlds demand for the users to be connected, we are still only human.