Whatever the method of communication may be, one thing remains constant: we must demonstrate behavior that is considerate and polite.

Reason for Communicating

With so many communication options available, it is important to identify what the purpose is for your interaction. Do you desire to deepen a relationship? Do you have upsetting news? If so, it is best to communicate face-to-face. If that is not possible, then a phone call would be appropriate. Quick notes or comments can easily be sent through a text.

Focus on Those Who are Present

Where is your focus? Those who constantly check their phone send a clear message that there is something more important than those who are present—never a good message if you desire to enhance relationships.

Mobile Phone Tips

• Hang up and tend to business. Talking on your phone when you are trying to check out of a store, at the bank, in a public space, or using the restroom is never appropriate.

• Watch your volume!  People tend to talk louder on their mobile phone.

• When placing a call, identify yourself and ask the person you are calling if it is a good time to talk. Be aware that not all people have unlimited minutes. Time is money!

• If your call is dropped, the person who placed the call is the one who should return the call – even if you think the call was dropped by the other person. This avoids the endless calls that go immediately to voice message. Of course, not all people know this; so if the person who placed the call does not call back in a couple minutes, then you probably should call them.

• Do not use your phone during public performances such as movies or the theater.  Even checking your phone can cause light distractions.

• Be aware of background noises. Depending on the sensitivity of your phone, even minor background noises can be very loud to the person on the other end of the call.

• Use a hands-free device when driving so you can focus on driving. It is best to let people you are calling know you are in the car and ask them if they can hear you. 

Note: Your Bluetooth is NOT a fashion accessory. Limit wearing one unless you are using the phone.

Texting Tips

Most importantly, a text is NOT a conversation!  A text is a statement or a question.  Think of a text like a Post-it Note. If you have more information to convey than you can fit on a Post-it Note, consider another form of communication. 

Avoid other activities when texting. Texting while driving is now proven to be more dangerous than drunk driving! And there are plenty of stories of people having accidents while walking and texting.

Email Tips

• Emails are best used for communicating action items, facts, or, friendly hellos. Information should be kept brief and, once sent, can be used as a legal document.

• Think about your email address. It reflects your image and creates an impression about you. Do you really want to be known as “sexykitten@......”?

• Avoid sending chain emails. While you may enjoy them and have time to read them, others do not.

• Carefully consider your background.  Decorative backgrounds often cause technical challenges when replying. The best image for business-minded individuals is a clean white background.

• Create a signature line that includes your appropriate contact information.

• Note the topic in the subject line and keep that string of emails in tack. You don’t want the recipient to have to scramble to locate what had been said previously. When you address a new topic, start a new email.

• When sending an attachment, state what it contains in the body of your email.

• Use the CC feature when you would like to openly include others in your email correspondence. Use BCC when you would like to include others without revealing them to each other. Think before you hit reply. Is your reply intended for everyone on the list, or just one person? 

• Emoticons and abbreviations in texting are fine, provided the recipient knows what they mean; but they should be avoided in emails – especially in business.

• Read your email out loud prior to sending—to check for tone.

Social Media Tips

It is always surprising that some people still think that what they post online is private. It is not! Always ask yourself this question, “Would I want to see this post on the 5 o’clock news tonight?” Give care to what you say and what you post. You DO have an online reputation, and it lives forever!

Photos between friends should be kept private unless your friend gives you permission to post them. Never post a photo that does not show all parties in a positive light.

Just as with face-to-face communication, you need to know your online friends and interact with them appropriately. 

Prior to every communication, ask yourself what is the purpose of this communication, and then select the method that best meets your needs. Whether you’re talking, texting, tweeting, and/or writing on a wall, please remember to be technically polite!

If you would like to learn more about how to communicate with class, please check out my chapter in Image Power at www.finaltouchschool.com — under Etiquette Resources.