Chapter 8
Perfect Phrases for Netiquette, Social Media, and Other Online Activities

Because Internet use and social media are relatively new, there is no standard about how to use them. That’s why I have singled these topics out for discussion. We need clear guidelines and shared understanding of what is appropriate and acceptable in the new online world that we officially and unofficially live in. These phrases back up an existing online policy. If you don’t have one, please create one.

Perfect Phrases to Discuss E-Mail Use

I consider twenty-four hours an appropriate response time for routine e-mails. Does that work for you?

When there is some kind of conflict or opportunity for misunderstanding, instead of e-mailing me, please call.

I notice you don’t have a signature code on your e-mail. A signature code would make it easier for clients to reach you. Do you know how to add one?

I received a nonbusiness forward from you. Did you know our e-mail policy prohibits that?

Are you aware that e-mails sent on company computers are considered company property?

Please keep private any messages sent to you unless I or other senders OK passing them on.

To streamline our communication, I’d like our team to create and apply e-mail shortcuts such as EOM, meaning “end of message,” and NRN, meaning “no response necessary.” What suggestions do you have?

When an e-mail extends below the fold, it’s time to create a separate one or to pick up the phone and talk.

Please update subject lines in our e-mails for easier searching.

This e-mail was so long I decided it was time to call.

Perfect Phrases to Discuss Texting and Tweeting

Texting divides your attention, and our policy calls for you to limit messaging to company-related messages.

Texting is a useful tool, and we have a lenient texting policy to allow you to use it. However, if it seems like texting costs rather than enhances productivity, we will have to adjust our policies to limit its use. I don’t want that to happen, so please help us keep things more on the honor system.

Are you aware that texting on company phones is prohibited while driving? It is cause for immediate dismissal.

It distracts from everyone when someone at a meeting isn’t giving his or her full attention. If you’re texting or tweeting during a meeting, it might mean you don’t belong at the meeting. If that’s true, we can talk about it. If you are at a meeting, please give it your full attention.

Last month many of you were on Twitter while the CEO spoke to us at the conference. Are you aware that we know you do that—that social media is visible?

Perfect Phrases to Discuss Social Media Policy

We (encourage, discourage) you as our employees to get involved in social media.

If you use our name in your social media posts, please use your own name too.

What you publish online will be around for a long time, and you never know how someone might use it, so be careful about disclosing personal details.

I saw your post about your promotion on Facebook. I’m delighted for your success. I did notice your post contained some proprietary information. Please take down the part about (topic).

I notice you’ve been blogging during work hours. How does that enhance our mission?

If you want to use social media at work, please develop a system so it doesn’t interfere with your responsibilities.

Did you know that more than half of hiring mangers Google their candidates these days? Social media can carry more weight than a résumé.

Perfect Phrases to Discuss Your Social Media Relationships with Employees

One of my employees made a friend request to me on Facebook, which I accepted. Then I asked another if she wanted to be part of my network and she agreed. Not all the people I’ve worked with have wanted to do so, however. We don’t want employees to feel any pressure to include us in their networks. Here are some phrases you may want to use when discussing (or beginning) social media relationships with employees.

I want to invite you to be part of my network, but I don’t want to put you on the spot of having to decline. Would you prefer to keep your network more personal, or would you welcome a request?

I didn’t add you to my network to spy on you, but I did notice (questionable post). That makes me wonder about (issue), and it also makes me wonder if you are aware that I read these things.

I’m noticing your social media posts are more personal than professional. Would you prefer I not be part of your network? You can “unfriend” me if you like.

My network is more personal, so while I appreciate friend requests from work associates, I’ll decline so I can keep the relationships separate.