New Jersey Health Officers Association
Standard Operating Guidelines
Email Etiquette For NJHOA Yahoo E-group Members
PURPOSE:
To foster a user friendly, informative email group for public health professionals, without inappropriate commentary or personal attacks/embarrassment in this professional venue. In an effort to maintain `decorum in this forum,' please adhere to the following when sending each egroup correspondence:
1. Know your audience when fashioning an email, and keep all email messages and responses relevant.
2. Be concise and to the point, avoiding jargon and irrelevant commentary.
3. Do not send insulting, disparaging or degrading comments via the e-group.
4. Do not send emails that include jokes, cartoons or comments that are in poor taste, or include potentially demeaning references to sex, race or religion.
5. Do not take overt political positions or criticize a particular political party
· While some public health policies may be introduced or supported by particular elected officials, this is a professional, not political, forum.
6. Refrain from unnecessary remarks regarding elected officials or candidates for office.
7. Proofread your email before sending it.
· Does it say what you mean?
· Would you read aloud to your governing body, a reporter or a family member?
· Perhaps let some time elapse before reviewing for content and tone.
8. Carefully check the "To:" line in your email before sending a message, making sure it goes to the specific party you intend (Please type in the address instead of hitting "reply").
9. Avoid "Reply to All" unless it is your intent to message all parties.
10. Identify yourself in the email.
11. Use helpful, informative subject entries.
12. Do not attach unnecessary or superfluous files.
13. Be aware of differences across email/operating systems:
· Many systems will not support special characters such as bold, underline, quotes or certain hyphens.
14. Remember that email messages are public records.
· Do not put anything in an email that you do not want to become public information.
15. Remember that a large audience will see your email on the e-group.
- Be careful with use of humor and sarcasm.
· The reader may not understand your intention.
17. Avoid sending emails as `emotional responses' via the e-group. Discuss issues in person, over the phone or via personal email.
18. Respect the privacy of others when addressing issues.
19. Avoid replies to replies and multiple mailings of the same email.
20. Avoid cross-posting when sending a message to multiple lists, especially if closely related.
· If you realize you've cross-posted a message to a number of people, please acknowledge in an apologetic fashion.
21. Do not provide confidential information by email.
22. Be aware of copyright restrictions.
The above requests and recommendations are not designed to dissuade or deter frank, important discussion and sharing of information. In deference to your colleagues and other readers, however, please make every effort to adhere to these guidelines in order to help make the NJHOA e-group a professional forum in every sense of the word.
