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E-mail Communications
An
efficient method to get the job done . . .
When
used in conjunction with phone calls, radios, and face to face communications
COURTESIES and NETIQUETTE
Internet technology provides Auxiliary members an additional way to
communicate. With concerns of privacy and security, it is important to observe general guidelines of etiquette.
Misunderstandings occur in most types of communication. Nevertheless, it is possible
to repair glitches in a face-to-face dialog or telephone
conversation before any lasting damage occurs.
Guidelines for email netiquette:
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convey a professional image
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content to be mission related
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separate opinion from fact
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limit list of recipients to people directly
involved
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for informational mass mailings, use Bcc (blind copy)
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no jokes or other unrelated content
Sending
Effective Messages
Target your audiences when selecting language and style. Identify
yourself and position, using clear subject lines.
Separate opinion from facts for clear
understanding.
Avoid messages to multiple administrative levels when single level is appropriate. Limit the list of recipients and Cc:'s only to the people who are
directly involved. When referring to another member's involvement, always copy the
member.
For mass e-mailings use the Bcc: field (Blind copy).
Check with author prior to forwarding a message or attachments.
Read email regularly, keep current. Let senders know you have
received a message as messages may be filtered/blocked by internet
service provider (ISP).
Form and Tone
Impressions last
Write single subject email messages. Take the time to proof your message. Use the spell check.
Use good structure and layout. Keep paragraphs short and place
blank lines between each paragraph.
Place a table of contents at the top of your message if you have
several detailed pieces of information to convey. Documents should be
placed in an attachment.
Descriptive subject lines get attention and enables your reader to
file and retrieve your message later.
The more succinct the message, the more likely email will
be read, understood and acted upon.
Flaming
Reduce Flaming
Misinterpretation of an email message causing a likelihood for
recipient to fire off a hasty response, often escalates situations.
This expression of extreme
emotion or opinion is referred to as flaming.
Unlike conversations that fade with time,
impulsive email responses can sit around in mailboxes, be printed out,
circulated, and acquire a level of importance that was never intended.
Barriers to effective communication can have a negative impact
on our missions. Keep the following in mind to avoid flaming email
messages:
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Take time to to create a thoughtful response to an email message.
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Interpersonal cues that aid the face-to-face communication
process, such as immediate feedback and the ability to judge body
language are completely absent from this communication medium.
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Without face-to-face communication, attempts at humor, irony,
sarcasm, and wit are often misinterpreted. Some may view a joke
as criticism.
National Training Department resources:
PITFALLS
In addition to the serious problem
of flaming, there are multiple other situations to consider.
WARNING:
email
is like a postcard, visible to those with the technical
knowledge.
Blockage & Filters
All Internet Service Providers (ISP) provide filtering services to
protect customers from some spam and other mischief. Filtering is
helpful, but also prevents some desired messages from being
delivered.
To increase receiving messages from senders, put email addresses in
your address book, add addresses to "white list" or "safe list."
When sending important emails, ask for a response. If none,
make a phone call. A message sent is not always a message
received.
Spam
E-mail spam, also known as "bulk e-mail" or
"junk e-mail," involves nearly identical messages
sent to numerous recipients by e-mail.
Spam exponentially grew for several decades. Now, the total volume of spam
has leveled off slightly, mostly due to better
filtering.
E-mail addresses are collected from chatrooms,
websites, newsgroups, and viruses, then are sold to
other spammers. Much of spam is sent to invalid e-mail
addresses so spammers
move on to new lists.
Never respond to spam, specially to 'unsubscribe'
which identifies your email address as valid.
Spammers use different sending email addresses, so
reporting spam to your ISP is more effective than
blocking the spammer's address on your computer.
Security
Always have the firewall activated which is usually provided by the
computer system. Others choose to use a firewall in conjunction
with a virus protection program.
Many ISP request that email encoding is activated on the
computer. Digital certificates secures email messages. This
service may be provided by a current program or downloaded free from the
web.
Personal information, such as credit card numbers should only be
used on a secure email message.
When sending to a large group, protect the addresses by sending a
blind copy "bcc"
Forgery: Spoofing and Phishing
(Common
term usage may vary)
Email spoofing
describes fraudulent email activity in which the sender
address and other parts of the email header are altered
to appear as though the email originated from a
different source. E-mail spoofing is a technique
commonly used for spam and phishing to hide the
origin of an e-mail message.
Phishing is a type of deception designed to steal your valuable
personal data, such as credit card numbers, passwords, account data, or
other information. Con artists might send millions of fraudulent e-mail messages that
appear to come from web sites you trust, like your bank or credit card
company.
Web listing of e-mail address
Having an e-mail address on the web site allows others in the
Auxiliary to easily send a message to you, a valuable communication.
Be aware there are programs and individuals searching the web for addresses to send spam or
create mischief.
Use a different email address for web listings which are free such
as gmail or yahoo. Access your email while on the web where it is easy to
report spam.
Additional
information regarding the above topics is available on the web.
BEST PRACTICES
Members respect the privacy of an e-mail address to use in a
professional manner for Auxiliary business:
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Maintain current email address in AUXDATA.
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Auxiliary business only, we do not send chain letters, jokes, or other unrelated business.
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Politics or sexually oriented content do not belong in Auxiliary
communications, we are professional.
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Following the Chain of Leadership is an essential part of e-mail
communication.
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Do not forward emails sent via
distribution lists
D11NR DISTRIBUTION LISTS
To keep members informed, there are various Auxiliary email
distribution lists. These lists are derived from email addresses
in AUXDATA. It is recommended that Auxiliary members list
an email address in AUXDATA separate from their normal email address.
There are many free addresses by ISP available such as
www.gmail.com which does not
have advertising.
From national, the CHDIRAUX office sends out "ALAUX" comparable
communication to "ALCOAST" sent to the regular Coast Guard.
Also, all members receive "USCG Auxiliary eNEWS" which keeps us informed
of national Auxiliary activities. These go to all members and do
not need to be forwarded.
Our district has distribution list services for both district
and divisions @d11nuscgaux.info. The purpose is to provide
beneficial information which relates to Auxiliary activities.
It is strongly recommended that all members keep their addresses updated
in AUXDATA.
D11NR provides specialized distribution lists such as those
qualified in IT, OPS, and VE. In addition, self subscribe areas
such as MS are developed. Elected and appointed officers have
separate distribution lists to provide information. This way
all members do not need to receive specialized information.
Members without email capabilities also need information. A
good practice, FSO-CS officers make copies of distribution email for
those members.
Not recommended for members, but if for some reason a member wishes
to be removed from distribution lists, then remove email address from AUXDATA.
To unsubscribe only temporally removes address until the next updating
from AUXDATA.
Most serious is to report district distribution email as spam to an
ISP. This creates an automated message sent to the district web
service provider stating all service from district provider will be blocked. In
that case, the member will be contacted to determine the best way to provide service.
For additional information, please contact Morris Farmer ADSO-CS,
ePostmaster.
Flotilla and Division Training:
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With clear
communications, we build strength
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