EMAIL ETIQUETTE

BEST PRACTICE

Clinical Research Centre, HKL

http://www.crc.gov.my

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ITEMs

Best Practice to Manage Inbox

Security Password

General Etiquette Rules

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Best Practice to Manage Inbox

Decide what to do

with incoming email : To be deleted?

If yes, delete it

immediately.

If it is junk mail, chain

letters, unbelievable offers,

delete it without opening it.

Do not open attachments

from someone you do not

know, unless the source is

safe.

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Best Practice to Manage Inbox

… Decide what to do with incoming email : To be forwarded without any further action from you?

Do it right away!

To be kept for reference only?

Move it to the appropriate folder.

To be answered, and nothing more is demanded from you?

Create the reply as soon as possible, and send it.

To be handled as a task?

These messages are the most time consuming, and will often be put

on ”the waiting list” or calendar, and so you have to decide when to

deal with it.

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Best Practice to Manage Inbox

Delete unwanted email periodically

Classify e-mails based on their priority Create different type of folder

Use the contact/group function – help to enter address much more quickly

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Security Password

Don’t tell anyone your password.

Don’t write your password down anywhere.

Make sure your password cannot be easily guessed.

If you think there is even a slight chance someone knows your password, change it.

Don’t let someone see what you are entering as your password.

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Don’t Choose a Weak Password

With fewer than 6 (Six) characters.

That could be found in a dictionary.

That uses public information about you or your family or friends (Car number plate, Birthdate, Pet names).

That you have used before.

That is something significant about you.

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Do Choose a Strong Password

That is at least 6 characters long.

That contains uppercase and lowercase

letters.

That contains at least one number or special

character.

That is not a dictionary word in any language

or slang.

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Do Choose a Strong Password

That cannot be easily guessed and is easy to

remember

Eg: use pharase :

onewhoilove = 0n3wh0170v3

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General Etiquette Rules

Strengthen the Subject Use Keywords in Subject line

Action: Prepare slides for “Data Warehouse

Workshop”

Info: Update on E-mail Etiquette Presentation

Confirmed: HOD Meeting June 6th

Do not overuse Reply to All If you have a message for the sender that is not relevant to everyone else, make sure you only send it to that person

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General Etiquette Rules

If you include attachments give explanation of what they are

Compress file before sending via email

Sending big files can cause someone’s e-mail system to crash

Do not use email to discuss confidential information

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General Etiquette Rules

Not using capitalization or punctuation makes e-mail hard to read

Avoid emoticons :p

Avoid fancy formatting

Explain Abbreviation

Check spelling and grammar before sending

Keep slang at a minimum

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MAMPU GUIDELINES

Referring

Pekeliling Kemajuan Pentadbiran Awam Bil. 1 Tahun

2003 – “Garis Panduan Mengenai Tatacara Penggunaan

Internet dan Mel Eletronik di Agensi Kerajaan”

Surat Arahan Ketua Pengarah MAMPU (1 Jun 2007) –

“Langkah-Langkah Mengenai Penggunaan Mel

Elektronik di Agensi-Agensi Kerajaan”

Surat Arahan Ketua Pengarah MAMPU (23 November

2007) – “Langkah-Langkah Pemantapan Pelaksanaan

Sistem Mel Eletronik di Agensi-Agensi Kerajaan”

MAMPU GUIDELINES

Peranan Pengguna Emel 1. Penghantaran e-mel rasmi menggunakan akaun e-mel

rasmi dan pastikan alamat e-mel penerima adalah betul

2. Segala urusan rasmi dilarang menggunakan e-mel

persendirian seperti yahoo.com, gmail.com dan sebagainya

3. Mengutamakan e-mel sebagai media untuk komunikasi

MAMPU GUIDELINES

Peranan Pengguna Emel 4. Mesej yang dihantar melalui e-mel tidak lagi disusuli

menerusi media lain seperti faks dan surat

5. Membalas e-mel rasmi selewat-lewatnya dalam 1 hari dari

tarikh e-mel berkenaan diterima

6. Elakkan penghantaran e-mel berserta fail kepilan bersaiz

>10 MB

MAMPU GUIDELINES

…Peranan Pengguna Emel 7. Mengurus dan menyelenggarakan mailbox akaun e-mel.

Kemudahan ‘archive’ digunakan untuk menyimpan e-mel

lama yang mempunyai nilai rasmi

8. Tidak menggunakan e-mel rasmi bagi tujuan peribadi

9. Memastikan alamat e-mel terkini dipamerkan dalam

direktori pegawai di laman web agensi

MAMPU GUIDELINES

…Peranan Pengguna Emel 10.Menghapuskan e-mel spam

11.Tajuk e-mel sesuai dengan kandungan

12. Emel balasan ditulis di bahagian atas mesej e-mel

penghantar

MAMPU GUIDELINES

…Peranan Pengguna Emel 13.Bahasa dan ayat yang jelas, tepat dan mudah difahami

14.Bahasa formal

15.Fungsi ‘Reply’ - digunakan untuk menjawab e-mel tanpa

sebarang perubahan kandungan asal e-mel

MAMPU GUIDELINES

…Peranan Pengguna Emel 16.Fungsi ‘Reply To All’ - digunakan jika jawapan perlu

disalinkan kepada semua penerima e-mel

17. Fungsi ‘Auto-Reply’ - tidak digunakan, kecuali untuk

memaklumkan pegawai lain yang boleh dihubungi

18.Fungsi ‘Forward’ - digunakan untuk memanjangkan e-mel

kepada penerima lain tanpa sebarang perubahan

MAMPU GUIDELINES

…Peranan Pengguna Emel 19.Fungsi ‘salinan kepada’ (cc) - digunakan jika sesuatu e-mel

perlu dimaklumkan kepada penerima yang berkaitan sahaja

20. Fungsi ‘blind cc’( bcc) - digunakan bagi tujuan khusus dan

terkawal bukan sewenang-wenangnya

THE END

Thank You

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