How to Train Employees on Email Etiquette

Email in the workplace can be monitored.

Training in email etiquette -- or netiquette -- is becoming increasingly important in the workplace. Employees use email to distribute company memos, to communicate with customers and to ask questions of co-workers. However, unlike phone calls or face-to-face communication, emails can be saved and reviewed, and they are just as legally binding as printed documents. Employees often do not realize the importance of making sure the content of their emails is appropriate, or they may press "Send" without thinking. You can conduct training on email etiquette to help your employees learn the importance of proper netiquette in the workplace.

Instructions

1. Review your company's email policy with employees. If your company has a written policy, give each employee a copy of the policy and read through it together. Encourage employees to ask questions. Make sure everyone understands the details of the policy.

2. Remind employees that emails can be legally binding documents. You may also want to tell your employees that their emails can be monitored by company officials.

3. Discuss things that should not be included in emails. Depending on your company's line of work, you may be legally obligated to omit all confidential information from emails. Certain personal information such as credit card numbers and Social Security numbers should never be sent by email.

4. Review effective emails. Encourage employees to keep emails short but to include all necessary information. Employees should clearly state the purpose of the email in the subject line and introduce themselves in the opening sentence.

5. Show employees how to set up email signatures. Have employees use uniform signatures that represent your company.

6. Stress the difference between "Reply All" and "Reply." Encourage employees to use "Reply" in nearly all situations.

7. Discuss the use of personal emails. Most companies may allow some personal emails, but employees should be encouraged to keep personal emails to a minimum. Personal emails should also reflect company standards and policies.

8. Encourage employees to review the content of an email carefully before pressing "Send." They should double-check that the email is being sent to the right recipient and that it follows all company email policies.

References

• Purdue Online Writing Lab: Email Etiquette
• Yale University Library: Send the Right Message
• Speed Brake Publishing: Top 10 Workplace Email Tips