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8 Technology Etiquette Rules


With the explosion of cell phones, tablets, social media, email, and other technology, business relationships are actually less social than they used to be. Even though all this technology has enables us to communicate, connect, and work more quickly, it also isolates us from others. Today, we rarely see the person we’re communicating with, so it’s easy to forget that etiquette rules still apply. Here are some guidelines to follow to ensure you’re always using proper online etiquette—or netiquette.

1. Treat online communications like business letters.
When sending a text or email for business, word it professionally. Avoid cutesy shortcuts and fancy fonts or colors. Include a salutation and key points, and sign your name. In an email, include a professional signature.

2. Be brief but not abrupt.
Briefness is expected in online communications, but being too short can come off as abrupt or rude. Even when you are responding to someone else’s text or email, speak in complete sentences and include all relevant information that allows your response to stand alone. Short, one-word answers like “yes” can be interpreted as curt. Of course, your communication style may vary if you know the person well and have established a casual working relationship.

3. Respond quickly.
When you receive an email, offer a courteous response within the same business day. If you don’t have an answer, respond anyway. Let senders know you will get back to them within a specified period of time; otherwise they may think they are being ignored and will seek an answer from someone else.

4. Be careful with "reply all.”
Respect the privacy of the sender by checking the distribution list before hitting “Reply All.” In many cases, the sender is the only one who requires a response. You may want to send a separate email if the correspondence contains sensitive or proprietary material.

5. Send attachments only with permission
Many companies have policies against opening unsolicited attachments, so it’s a good idea to ask before sending an attachment, especially if it is large. Find out if the recipient prefers attachments in one file or separate ones.

6. Use the BCC feature.
When you want to send a message to a group of people but don’t want to share the addresses of your entire mailing list, use the Blind Carbon Copy (BCC) function. Only the recipient’s name appears in the distribution list and the rest are hidden.  

7. Curtail humor and offensive language.
In our global economy, humor and offensive language don’t translate well via email or text message. Choose your words carefully, or else you may come across as sarcastic and unprofessional. Your messages can also easily be forwarded to others without your knowledge. Play it safe and don’t post anything you wouldn’t publish in your company newsletter or send to your grandmother.

8. Post when you are not available
Most of us make ourselves available 24/7, but when you need a break, don't hesitate to use the “Out of Office” or “Vacation Responder” feature. Use it to tell people when you are not available for an extended period of time and when you will return. Offer an alternate person to contact in your absence, along with that person’s contact information.

Using good techno-etiquette will boost your business, enhance your company brand, and make you shine every single time. Remember to know your audience, and use these rules as guidelines. Adjust them to fit each person and scenario, and you’ll be set up for success. You’ll need tips like these when you launch your new business as an EXIT Realty Massachusetts franchise owner. Bring your entrepreneurial skills and willingness to learn, and EXIT Realty Massachusetts will equip you with the tools necessary to be a success story. Spend just 30 minutes to get started today.



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