Email Etiquette

According to the UCLA Internet Report, of the 72.3 percent of Americans who use the internet, 87.9  percent use email. Many of us use email for business communications, which is why I am writing this  article on email etiquette. While a lot of people recognize the importance of following certain rules  when writing a business letter, they often forget these rules when composing an email message.  Just in case you have forgotten, let me refresh your memory:

• Mind your manners: Think of basic rules you learned growing up, like saying please and thank  you. Address people you don’t know as Mr., Mrs., Ms., or Dr.
• Watch your tone: Webster defines tone as, “an accent or inflection expressive of a mood or  emotion.” It’s very hard to express tone in writing. You want to come across as respectful,  friendly and approachable. You don’t want to come across as demanding or curt.
• Be concise: Get to the point in your email as quickly as possible, but don’t leave out the details  so that your recipient wonders what on earth you are talking about.
• Be professional: Stay away from abbreviations (like LOL). And for heaven’s sake, don’t use those  stupid little smiley faces when emailing for business purposes. This also means don’t use a cute  email address for business correspondence.  Use correct spelling and proper grammar: Enough said.
• Wait to fill in the “TO” email address: I never fill the “TO” email address until after I have  proofed the body of the email and know that it is what I really want to send. This will keep you from accidentally sending an email prematurely.

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Cellphone Use At Work

Cell phone usage has been creeping its way into the workplace for sometime now. You see it in every single company. The abuses are numerous:  The executive that takes a cell call in the middle of a  meeting the phones that are left on someone’s desk that blast loud, annoying ring tones; the plant  worker who leaves his/her work station to take a call. I attended a seminar not too long ago where the  speaker took a cell phone call in the middle of his presentation.

Last year, the Society for Human Resource Management surveyed 379 human resource professionals  and found that 40 percent  of their companies had formal policies governing cell phone usage at work.  They also revealed that the busier an individual is, the less likely he or she is to take time and be  interrupted by personal phone calls. Conversely, individuals with too much time on their hands fill the day with personal calls.

I’m still looking for that study that shows much productivity is lost during the  day to cell phone usage and personal computer time.  Some employees view cell phone usage as a status symbol. Some people just don’t have good manners  when it comes to using a cell phone. Lack of cell phone courtesy is creating a new set of problems in the  workplace; similar to that of email. Obviously, cell phones are here to stay and because everyone has a  phone with them at all times, their use needs to be managed in the workplace.

Here is a list of cell  phone guidelines that may help you in your workplace:

• Limit your personal cell calls to lunch hours and breaks.
• Personal cell phones should be turned off during normal business hours if possible.
• Set your phone to vibrate during the work hours.
• Employees who can’t be reached on a direct company line should use their cell phones for an  emergency only.
• If you are meeting, don’t answer your cell phone unless you are expecting an emergency phone call.
• Ask what your employer’s  guidelines are for cell phone usage.

Remember the best way to develop cell phone etiquette guidelines is to look in the mirror and ask yourself, “Am I guilty of doing the same things with my cell phone that drive me crazy when others do them?”

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Asking for a raise

I am frequently asked by many employees, “How do I ask for a raise?” Asking for a raise requires  preparation, skill, timing, and a fallback plan. It also can be a mind shift that many people must come to  grips with: A pay increase in based on performance, the market, and your skills.

One of the worst things an employee can do is base a request for a raise on personal issues. I even had an employee one year have their 6 year old daughter to ask me, “When are you going to give my mommy more money?” every time she came into my office. I laugh about this now with her mother – she works for another company.

It’s also a bad idea to ask for a raise if the company is having layoffs. No matter what your position in a company is, superstars can get a raise because the company must retain  its best performers. If you are not sure that you are among the elite … you’re not.

My friend, Earl Tillman, wrote a book entitled, How to Get a Raise Without Asking. One thing he suggests doing is building your case for a raise by making a list of your accomplishments in the previous year. If,  for example, you have out‐performed others in your department, have the figures handy to back up  your statement. Remind the boss of the new customers you’ve landed or the current customers you’ve  kept from jumping to the competition.

In a past article, I mentioned that you should never be bashful  when listing your past accomplishments on a resume. Neither should be shy about listing your accomplishments for an employer. Don’t be boastful either. Just let the numbers speak for themselves.  There are many salary surveys available online or at the library, that break down pay by industry and  job. They are helpful, but not definitive. You may want to consult your local staffing service.  At Etowah  Employment, we keep up with local pay rates in the area. A good agent at the staffing service will also  steer you in the right direction and, many times, go to bat for a good employee for more money.

Finally, if you ask for a raise and don’t get it, most people walk away.  That’s just the first step.  Your  response should not be whining, sulking or storming out of the office.  You should ask your boss, “What do I need to do to get the raise I think I deserve?” If the response isn’t encouraging, it may be time to  put a fallback plan into effect and start looking for another job. If things don’t go well with the boss,  consider that your performance and attitude could be limiting your pay.  If that’s not the case, think about moving on.  But don’t threaten to quit on the spot, because your boss may wish you the best of  luck as they wave you out the door.

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