Pop Quiz: Email Etiquette

1. When you receive an email, how much of it should you read?

a. Just the subject line.
b. The first paragraph.
c. Until I get bored.
d. The whole thing.

2. When you receive an email where the sender requests answers to questions, how many of the questions should you answer?

a. Just the first one.
b. The subject line didn't have any questions so there are no questions to answer.
c. Only the ones I want to answer.
d. All that I can answer and explain why I can't answer the others.

3. True or False: Using all caps (upper-case) means that I really enjoyed writing the email.

4. When replying to an email, what is the difference between Reply and Reply-to-all?

a. Reply means I only read part of the email and Reply-to-all means I read the whole email.
b. There is no difference.
c. My email only has a Reply-to-all.
d. Reply replies to just the sender when Reply-to-all replies to everyone the sender sent the email to.

5. True or False: Email is a casual form of communication so there is no need to spell-check or proof read before sending an email.

Answers:
1. The answer to #1 is obviously d. If someone is going to take the time to send you information in an email, you probably need to read the whole thing.

2. The answer to #2 is most definitely d. People don't ask questions via email just because they like to type. If someone is asking a question, they probably need the answer.

3. #3 is False. Caps (upper-case letters) are used for emphasis. When an entire email, or a section of an email (or any other internet-type of communication) means that you are yelling; it is rude.

4. The answer to #4 is d. If everyone that the email was sent to needs to see your response (like in a collaborate group discussion), use the Reply-to-all. If only the sender needs to see your response (like a request for your address or other personal information), use the Reply option.

5. The answer to #5 is always False. Email can be a casual form of communication but it is still important to proof-read in order to make sure that you are sending exactly what you intend to send to your recipients.

I don't know if there is anything more frustrating when trying to convey information to a person when that person is not paying attention or doesn't seem to care. This can happen with email too.

When trying to communicate in a non-vocal way (text message, email, social networking, etc.), it is important to be clear, thorough, and keep a level tone because the reader of the message can't hear your voice to determine the type of non-vocal communication you are using. For example, sarcasm can be difficult to convey in writing because writing doesn't have the vocal fluctuations that you'd hear when talking to someone using sarcasm.

Please be smart when emailing in both casual and professional settings. Thanks.

Pop Quiz

Today's Pop Quiz is on work-place meetings. The better you do on the quiz the more you understand the dynamics of work-place meetings.



1. Why do meetings that are scheduled at 10am start at 11:40am?

a) Because people are incredibly irresponsible and can't seem to get themselves to work on time.
b) Because people don't respect their co-workers and superiors enough to be able to get to the meeting on time.
c) Because people choose not to read emails that they get from their superiors or coworkers.
d) Because the person scheduling the meeting is a push-over and will change the meeting time just because one person can't seem to make in to work on time.

2. Why do meetings that should be in a conference room happen in the department room where there are people who aren't involved in the meeting working on other things?

a) Because someone is too lazy to move a portable white board to a conference room.
b) Because someone forgot to schedule the conference room.
c) Because people didn't show up on time and won't know which conference room to go to.
d) Because those who are meeting don't respect the time and/or quiet atmosphere of those who aren't in the meeting.

3. Why are meetings scheduled for around lunch time, especially when lunch isn't provided?

a) Because those scheduling the meeting never get hungry.
b) Because those scheduling the meeting can't manage their time very well and the only time they've left available for such a critical meeting is lunch time.
c) Because those scheduling the meeting don't care whether or not the people attending the meeting will be hungry during the meeting.
d) Because the conference room has candy dishes and those scheduling the meeting think that candy will suffice when those attending the meeting get hungry.

4. True or False: It is rude to schedule a lunch meeting and provide lunch for only half of the people in the meeting.

5. Why are meetings scheduled and notices sent out only one day/ a few hours/ just minutes before the meeting?

a) Because those scheduling the meeting are too self absorbed to understand that those who need to attend the meeting may have over things scheduled.
b) Because those scheduling the meeting aren't prepared enough for the meeting to schedule it in a timely manner.
c) Because those scheduling the meeting don't respect other people's time.
d) Because those scheduling the meeting know that those attending the meeting won't read the email or show up on time anyway?

Answers: Ok, so there isn't a right or wrong answer to these questions for every situation with the exception of question #4. The correct answer to #4 is obviously "True", but that doesn't mean everyone gets this question right in the real world. For the other questions any answer could be correct depending on the situation. The real point of the quiz is to ask ourselves whether or not we are the cause of the questions.