We all understand the importance of good “people skills” when it comes to our interpersonal communication – it helps us get the results we need. Our communication determines the opinion others have of us – knowledgeable or ignorant, pleasant or rude, professional or immature. Most of the time this is in face-to-face or telephone conversations where we have some control over the impression we make on others.
When it comes to netiquette (Network Etiquette), it’s not as easy to control how others perceive us, and yet it’s even more important. Why? Because what you write and how you use email can affect whether your email gets delivered, read, or responded to – and what that response is! In addition, there are numerous “technology traps” that are easy to fall into. Have you ever seen someone accidentally send an angry or sensitive response to a huge group of people by using the ”Reply All” key?
And before you say to yourself "I already know" and stop reading this article, realize that every single one of us could benefit from a few simple reminders on the proper use of email, not just from a personal view but also from a business standpoint. If you're doing business on the internet – and using email to communicate with your customers – then this article is a must read for you! You may already know many of these tips, but even the most experienced user will find a few rules you were not aware of or have fallen into the habit of breaking.
Think, write, and think again.
Email is a static, one-way channel – unlike live communication, there’s no way to get immediate feedback (from facial expressions or voice responses) to know if we are being effective or even understood. So think twice before hitting the send key. Is there ANY chance that the recipient might misinterpret what you want them to understand? Do your thoughts come across as abrupt or angry? Could this email accidentally affect your reputation? The hastily written word may lack feelings and the true emotion you intended. You might be smiling as you type, but your note could come across as sarcastic or mean-spirited. Remember – there’s a person on the other end, not just a computer.
Use a meaningful subject line.
This is the first thing your reader will see, so use the space to help them understand the contents of the email even before they open it. Using the same rule from above, type in a subject that relates to the message you're sending, rather than leaving the subject blank. Without a subject line your note will probably be seen as another piece of junk mail – not everyone will recognize who you are just from your email address. Many internet service providers (ISP’s) filter out suspicious looking email, and a blank subject is a big red flag. Also, try to avoid generic words like "Hi" or "Check This Out" to avoid having the recipients spam or virus software delete your message!
The beginning, and the end.
Always use a salutation, even if it’s short. Start your message with "Hi", or "Hello", or "Dear", whatever works best for the intended recipient, and whatever reflects your personality. Think about this: when you call someone on the telephone, don't you say "Hello" before telling them what you want? Email messages should be no different. At a minimum, address the email to the person.
Don't forget the end of your message too! Always sign your messages with your name, and say "Thank You", or "Sincerely", or something else appropriate. You can even setup a signature in your email program that will automatically display your information at the bottom of every email message you send. For directions, use your email programs help file and do a search for signature.
Protect your recipient’s identity – use “To:”, “CC:” and “BC:” properly.
There are a few simple netiquette rules for using the address fields in email.
If your email is being sent to just one person or email address, place it in the "To:" field. This should be the person who is responsible for sending you a reply.
When your email is being sent to more than one person and all the recipients truly need to know who else is receiving it, put all the addresses in the “CC:” field.
For email sent to multiple recipients who have no real reason to know the names and email addresses of everyone else to whom it is being sent, put all the addresses in the “BCC:” field.
(Some email software requires at least one address to be placed in the “To:” field. Put your own email address in the “To:” section if this is required.)
By default, not every email program has the BCC field available for viewing. If you cannot see the Bcc field in your program, check your programs help file for directions.
Give memory a helping hand.
When replying to emails, include a copy of the prior notes you’ve traded with the person on the topic, don't just send a new one. I may receive 50 emails a day that need a reply and it’s not always possible to remember every single 'conversation' with every single person. Please don’t make your reader go looking through their ‘sent items’ folder or email ‘recycle bin’ to refresh their memory!
Use the ‘Read Receipt’ sparingly.
In some cases, it's crucial for both parties to know that a message was received. However, in normal day-to-day activities you should not request a read receipt for every single message you send. It's annoying to the recipient to have to click that pop up box every time they get your email. And it is an invasion of privacy. Don't forget – just because they have received it doesn't mean they have necessarily read it, so receiving a read receipt doesn't actually prove anything other than that the message was received. And for day to day communications, is that really necessary?
URGENT!
The boy who cried wolf. Do not send all your messages as URGENT, or HIGH PRIORITY. If your recipients keep receiving messages marked that way, then eventually the red exclamation point loses it's effectiveness – except to reinforce how important YOU think you are. Reserve these messages for those that are of utmost importance!
Avoid special formatting.
For your day-to-day messages, don't use colored email backgrounds, colored fonts, special fonts, images or other "pretty" type of formatting to your messages. Keep them clean – this makes it easier for the intended recipient to read them and reply. It's best to send messages in plain text to ensure everyone will be able to read them, since not everyone has their email set to receive html emails. You would be amazed at how bad your note may look to someone viewing their email on a handheld device or an older computer. By keeping your emails clean, they will also load much faster for the recipient!
Don’t SHOUT!
If you type in all capital letters, your reader will see this as yelling, or they will think that you were just too lazy to use proper text formatting. It’s also hard on the eyes – did you know that it takes longer to read something written in all caps than it does to read something that is properly formatted?
Proof, spell-check, and use proper formatting.
Poor writing skills are a direct reflection on you! And the reader never forgets the person who writes an undecipherable message. Spell checking will prevent most misspelled words, but you should always proof your email in case you've written the incorrect word (that was spelled correctly). For example, month and moth, where and were, all look correct to a spell-check program. Use proper capitalization, punctuation and formatting. Break your paragraphs when the subject changes, or if they become too long. Don't use excessive formatting (too much bold, too many exclamation points and question marks, etc.) Too much of anything will make your message harder to read. You want to make your message easily readable, as well as understandable. Proofread it to ensure it make sense, and never assume the reader knows what you mean, always spell it out for them. The time it takes to proof and spell check is minimal compared to the lasting impression you will make if you don't take the time.
Take the time to send a reply.
Even when someone emails you something that doesn't need a direct response, follow up with them in a timely manner just to let them know you received their message. It’s amazing how often people will ask for advice, and not even reply with a short “Thank you” when they receive their answer. A simple message telling the sender is sufficient. And this lets them know you did receive it, that it didn't just get stuck in cyberspace somewhere.
If they didn't request it, don't send it!
No matter what you think may be acceptable, you cannot email someone about your product/service without their permission. Unless they request that you send them an email, or you have previously done business with them, then it is illegal to send them an email, period. Any recipient can easily forward your email to their ISP and report you for sending unsolicited email messages (SPAM).
This report would result in the immediate removal of all your websites/email address from most servers. You would then join a list of “prohibited senders” meaning that servers would not allow any messages attached to your domain name to be received by their customers - the people you are sending your messages to.
You might be thinking, “but I get emails every day about products/services that I didn't request information about.” Sending unsolicited email messages (SPAM), is kind of like speeding. Lot's of people do it, but it is against the law, and no matter how long you may get away with it, you are bound to get caught!
Compress, Compress, Compress!
If you are sending an email with several large attachments, it is often better to send them in a few separate emails, so that you don’t send a document that is too large to even open. Or, you can try compressing your messages into a zipped file. It doesn’t reduce the size of images or pictures very much, but it works great for text, spreadsheet and program files. This is very easy to do, and will make your file size much smaller, and make the recipient much happier. Check out www.winzip.com (for those on pc).
Hoaxes as helpful hints.
If it sounds too good to be true, it probably is. Do not forward everything that gets sent to you. We've all seen them – the chain-letter emails that promise if you forward to x number of people you'll get paid, or you'll win something, or you will be lucky forever. It's all a hoax, a scam, and the only result is huge numbers of email transmissions that slow down servers all across the country. If you receive one of these emails from a friend, reply to them (in a very nice way) and explain to them why this isn't true, or ask them to stop forwarding them to you.
Virus, or virus advice?
Many viruses are spread by email masquerading as warnings about – a virus! If someone forwards you a virus warning, which usually contains instructions for removing a virus from your computer... check google.com for that virus BEFORE doing anything. Chances are, it's also a hoax, and if you do remove that "bad file" from your computer, you're actually removing a necessary component crucial to your system!
Wow, that was a lot of information to take in at one time, but I congratulate you for sticking it out and reading the entire article. Please share it with your family, friends and colleagues.
About the author:
Angela Nielsen is President of NIC Media Group, an award-winning web development company located in San Diego, California. To find out more about Angela Nielsen, and NIC Media, visit http://www.nicmedia.comor call them direct at 888 NIC Media. Copyright 2005 by Angela Nielsen and NIC Media Group
Thursday, June 26, 2008
Email Etiquette – More Than Just Manners
Domain Registration For Great Search Engine Ranking
A solid keyword domain name is the key to establish a strong presence and making the resources of the Internet more reachable. With a great name, it's always easy to reach new and existing clients. Therefore, a number of companies are ready to spend a large amount of money to get hold of and promote a good keyword rich domain name.
Choosing a keyword domain name can be vital to the success of a website. In order to take advantage of search engine traffic, people choose keyword domain. By selecting a domain that is equivalent to a keyword search, websites are able to rank higher for targeted keywords and thus benefit from added traffic and more potential clients. Whether to opt for a brandable domain or a keyword domain is a choice one must make in accordance with their business plan.
Follow these simple rules to maximize the benefit of a keyword domain, accomplish success in directory submissions, and enhance site keyword density:
Structuring
Order the URL (Uniform Resource Locator) in such a manner that more vital keywords are listed before those that are less important. For example, if he target keyword is "money" then money-online.com would be more effectual than online-money.com.
Length
1. A majority of studies confirms that a number of people use two words or more in a search; as a result phrases are very useful.
2. Always stick to two-three keywords, with hyphens in between.
3. A lengthy, complex URL is more likely to be rejected by directory editors’ sites from which one would like to receive links.
Correct English and Must Make Sense
1. In order to execute directory submissions and link popularity campaigns, the URL should be grammatically correct.
2. When examined by an editor, "money-online-white.com" might sound like a less-reliable resource while "white-money-online.com" sounds more justifiable and is less likely to be questioned.
Put together "power words"
In order to create a distinctive domain name that is still available, one way is to add another less important word to the mix. A few examples include: now, top, just, goto, pro, guide, online and find etc.
Avoid using most popular keyword phrases
There is intense competition for keywords in the marketplace, so stay away from the most popular keyword phrases. It is impractical to think that a new website could rank number one on a popular phrase like “Shop Online”. A number of well-known companies who have been on the Internet for a few years will have the big advantage of link popularity and click popularity.
Try to register a .com domain
Always use ".com". In case it is a business website, avoid using domains ending with "ru" or "org". At once, one can consider registering a ".net" domain, but as most people are familiar with ".com", it is better to stick to convention.
In addition to the above, an understanding of the domain name system (DNS) is also vital while choosing a domain name. The DNS is set up to make regular words map to IP (Internet Protocol) addresses. In order to connect all computers on the Internet, an IP address is used by networks. A domain name can be up to sixty-three characters, comprising of letters, numbers, or the dash symbol. For example, in the world of computer networking, the web address fishing.com becomes the IP address 124.133.1.1. However, it's the domain name that people around the world use when looking for Web sites or sending an e-mail.
Finally, it is very important to choose a keyword phrase very carefully. This can be considered as one of the most critical decisions one will make regarding the success or failure of a website. One must identify the exact phrase that searchers will use to find a website. The more targeted the campaign is, the more increase in sales will be achieved.
About the author:
Copyright © Active-Domain.com - Domain Registration Service (http://www.active-domain.com). This article may be reprinted freely provided an active link is maintained to our website at http://www.active-domain.com
Having a domain name and web site gives your business the key to the door
Just like all things in life, the ways to run a business are rapidly changing and evolving. The potential involved with having a domain name/web site is staggering to say the least. A web site gives the consumer a ‘shop front’ that is not only open 24 hours a day, seven days a week, but is also situated right on their desktop. Instead of being locked into only the immediate area, the whole world’s marketplace becomes your sphere of interaction.
Customers can access information on all your products, no more salesperson with limited knowledge trying to explain something they know little about. No more waiting in lines for help, all people have access immediately.
The domain name of the website gives great freedom to the business process. Having your own name is like having an address, then infinite emails can be added to the name so different departments within the company can be reached without having to wait at reception. For example, sales@ Mary’s Plants.com will put the shopper in direct contact with Mary’s sales section.
As a business, the domain name adds professional authenticity, as your address is not affiliated with other companies. In the area of communication, the email system opens up many avenues. Instead of having to put clients on hold because of limited personnel, innumerable emails can arrive at once, even when there’s no one in the office. Then you can pick and choose which one’s to reply to first (the most urgent), while people browsing can wait till later. First come, first serve becomes obsolete as necessary customers automatically reach the front of the line.
Getting a website and domain name is an easy, simple, cost-effective process. You can register your name through web domain registrars like DomReg-M6.Net for as low as $15.00 U.S. per year. That is definitely a very limited risk compared to opening a store, renting a location, and the thousands of dollars involved in overhead costs. How can this be true? A key to the door for anyone who wants to enter a mega-mall that is as big as the Earth. Let’s hope you’ve got something special to share and trade with the global community!
About the author:
Jesse S. Somer, M6.Net
http://www.m6.net
Mr. Somer is a human analyzing the positive aspects of the information era, and sharing the facts with the technological novice.
Sunday, June 22, 2008
Congratulations Its a Web site
(ARA) - The next big thing in baby-shower gifts just might be an Internet Domain Name for the little bundle of joy. A new online service is registering Web site addresses for newborn infants.
More than 4 million babies are born each year in the United States, according to the U.S. Health and Human Services Department.
Parents or well-wishers can visit www.DomainsForYourBaby.com to establish full ownership of a Web site name for the new baby, set up a free “under construction” page, and have access to an online control panel for managing the site. Annual cost of the service is $6.95.
And why stop with the domain name? Proud new mamas and papas can use an online service called InstantSite to build a simple, customized Web site for sharing baby pictures, birth announcements, milestone moments and more.
“We’re not far away from the day when everyone will have a personal Web site,” said John Lee, director of marketing for the new service and himself a father of three including a newborn boy. “Today’s babies will grow up in a world where the Internet is a necessary and important part of life. DomainsForYourBaby.com helps give them a head start. We are happy to offer moms and dads an easy way to establish an online presence for their new babies through our low priced, fully-featured domain name registration service.”
More information is available at www.DomainsForYourBaby.com.
Choosing Domain Names for Professional Sites: Six Guidelines
by: Syd Johnson
A professional or business site is one where the primary purpose of the site is to facilitate business transactions. You can sell items directly online or exclusively offline, but the result is the same. You want customers to buy products and/or service directly from you.
To create a domain name for this type of website here are a few guidelines:
1. Shorter is better
2. Make the name easy to pronounce
3. Think long term
4. Stick to Categories and Topics
5. Do a trademark search
6. Always have a tag line
Shorter is better
If you want to make real money online, try to keep your domain name as short as possible. In the online world, the choices of where to shop and get information is overwhelming. A shorter name will instantly be memorable. It is always easier to remember short words and phrases.
A shorter name is good for word of mouth advertising online and offline. Customers can easily remember the the URL and therefore they’re more likely to pass it on and return to the website. The name will also stand out when it is printed on brochures, business cards and other business collateral. Liz, Dick, Kate, Feds are all examples of our incessant need to reduce every term in the English language to three syllables or less.
Easy to Pronounce
If you want a short name, you must be very creative. To be creative and strategic make sure that your domain name is easy to pronounce. It is perfectly acceptable to create a name from scratch, but it must sound like a real word when you try to say out loud. Any three or four syllable term will do a long as it easily rolls off the tongue. If you are at a loss for words, try writing a description of your product or service on paper.
This is a very easy way to come up with those little words that you can use without losing the meaning of what you’re trying to say. You can also use a dictionary and a thesaurus to come up with additional words. You can also choose a longer word but shorten it or use acronyms only. When you decide on a domain name, say it out loud a few times. If it doesn’t sound right, go back to the dictionary and try again.
Think long term
You want a domain name that will last a very long time. If you pick a name that is a slang term or too cutesy, you could find yourself looking for a new name in a year or two. This is not the best way to proceed. Once you build a certain level of online success, the traffic will follow the domain name. You don’t want to mess with your brand and your online reputation with redirects and ‘we have moved’ notices. Online customer will buy, but only if your site makes it convenient for them to do so. If you don’t see yourself using the same domain name three to four years from now, get a new name before you set up your website.
Trademark Searches
Do a trademark search. If you build up your online business and domain name, you don’t want to find a court order ordering you to give it up because it belongs to another company. Remember, the traffic and therefore your sales will follow the domain name to the new company.
To do a quick trademark search go to the United States Patent and Trademark Office (http://www.uspto.gov) for domestic searches and the International Trademark Association (http://www.inta.org) for international searches. If your name is cleared, then consider getting a trademark to protect your business.
Tag line
Tag lines are the work horses of the marketing industry. An interesting, professional tag line can bring you more word of mouth advertising than you can ever buy from a search engine company. It will bring your name into random conversations in newsgroups, newsletters and casual conversations. This can help you save money on paid advertising and create the ultimate viral marketing campaign without very little effort.
Keep these six tips handy to brand your domain name and bring in more site traffic.
About the author:
Syd Johnson is the Executive Editor of RapidLingo.com, a Financial Solutions Website. This article may be freely distributed as long as the author's bio is included with an active link to http://www.rapidlingo.com
