Whenever you’re online - sending an email, taking part in a video conference, tweeting something that made you laugh or adding your latest puppy pic to Instagram - you’re stamping your personality and attitude to life on the internet. And because the internet always remembers what you say and what you do, it’s a good idea to make sure you know your netiquette.
What’s netiquette?
Netiquette is a mash-up of the words “internet” and “etiquette” and it describes the accepted way of doing things online. It’s a wide subject and sometimes context-specific but broadly netiquette covers:
- Unspoken rules e.g. how you behave
- Formal rules e.g. posting rules for platforms like Reddit
At its heart, good netiquette is about good behaviour. Everything we say and do gives people we meet clues to our character, and it’s the same online. Whether you’re following or flouting the rules of netiquette, people will gain an impression of you and the organisation you represent. In the world of social media, once something’s online, it’s there forever. So make sure that you manage your online social profile with this in mind.
Why online communications are difficult
Communicating in the digital world has special challenges. In emails, texts and social media, it’s so easy to be misunderstood because, unlike talking to people face-to-face, you don’t get those subtle, visual clues like expression and gesture, that tell you that your message is being received in the way it was intended. We’ve all seen flame wars started off by a simple message taken the wrong way.
You’re probably automatically practising a good standard of netiquette already, but here are the basics:
5 tips for perfect netiquette
Tip 1: Behave online as you would offline
Keep to your normal high standards of behaviour, whoever you interact with - online or offline. If you wouldn’t call out someone on a mistake offline, then don’t do it online. Practise your normal politeness and thoughtfulness in your emails, texts, video calls and social media as you would to a friend or colleague.
It can be very understandable to feel triggered by things we read on social media. If you find yourself in this situation, don’t react. Instead respond by:
- Taking a few deep breaths, walking away or counting to ten, to reduce that initial burst of emotion. It’s important to get some space between the trigger and your reaction.
- Thinking of the human behind the words when (or if) you respond. Be more forgiving of people if they’ve made a mistake.
- Checking the facts before you respond or share.
- Challenge politely and respectfully.
- Not responding at all. Your time is more important than getting involved in online arguments.
Tip 2: Respect other people’s time
An inbox that’s full to bursting can be stressful. How are you ever going to get time to deal with it all? Emails that you don’t need or that need no action take up your time and headspace. So, when you’re sending emails, it’s your opportunity to be part of the solution. Send emails only to the people who need that information. Perhaps talk to your colleagues and make some rules about email, for instance:
- No work emails during non-work time.
- Think before you hit “reply all”.
- Only copy the team in by exception, not the rule.
There’s netiquette for your email style, of course. Work emails to colleagues or professional contacts will need a very different style from those to your friends or family. Don’t forget:
- If you use all caps, YOU’RE SHOUTING.
- Be very careful when using exclamation marks. Too many can make you look overexcited or lightweight!!!!!!!
- Go easy with emojis and emoticons, unless you really know the recipient.
Tip 3: Respect the rules of the platform you’re using
It’s important to familiarise yourself with the rules and guidelines on any platform you’re using, so that you don’t frustrate other users. Accepted behaviour can vary widely - for instance, Reddit netiquette is very different from that of LinkedIn. Take a look at the ground rules before you post, or lurk for a while to get the feel of the platform.
Video conferencing: special netiquette
Video conferencing is a special case: it’s real-time and face-to-face and so there are very specific rules on how to show your professionalism. Here’s what to do (and what not to do:)
- Be on time, as you would be to an in-person meeting.
- Have your video on, and mute your microphone when you’re not speaking.
- Raise your hand if you’d like to speak: your meeting host should be chairing properly, so you’ll have your say.
- Don’t be texting or dealing with something else while you’re on the meeting: inattention looks rude. To avoid distraction, switch off your mobile and computer notifications.
- If you’re hosting the meeting, have a clear agenda.
- Wear meeting-appropriate clothing. What you wear will depend on your team culture.
Tip 4: Work on your professional social media profile
It’s a good idea to spend some time being active professionally online. More and more, employers are starting to screen applicants through their social profiles - not necessarily looking for something terrible about the candidate, but something great, like useful experience or a personality that will ‘fit’ their culture.
If you view professional platforms like LinkedIn as your walking, talking CV, then you can’t go far wrong. The trick is to be yourself, but your most professional self. To enrich your profile:
- Comment professionally and politely on subjects and work areas that interest you.
- Get networking - connect with others but don’t make it look like you’re collecting contacts. Do a little background reading about your target connection, and ask them a genuine question or comment intelligently about something they’ve written or done. They’ll know if you’re inauthentic.
- Be respectful of others’ views and opinions, and don’t be afraid to share your own.
- Update your skills and experience on your profile.
- Try writing and posting a helpful, professional piece from your own perspective or expertise.
- Follow a few groups that interest you, and be active in those groups.
Tip 5: Use an appropriate email sign-off
When you’re sending an email, make sure that your sign off - technically called a valediction - is appropriate to your audience and always polite:
- Ultra formal: Write as you would a formal written letter: use “Yours faithfully” when you don’t know the name of your recipient, and “Yours sincerely” when you do.
- Less formal: You’ve more choice of warm, all-purpose phrases such as “Kind regards”, “Regards”, “Best wishes” and, even less formally, ‘Best” or “Cheers”.
Sounds a bit dull? Not if you’ve already closed your message with something upbeat, personal and connecting, for instance, “I’m really pleased to be working with you on this.”
Much of netiquette is common sense, and chances are that your standards are already high. But it’s worth taking the time to make the best of yourself online to create an all-round online presence to be proud of.