EXIT ASSEMENT

(ICT I) DIGITAL CITIZENSHIP AND CYBER

SECURITY

SUBMITTED BY: ASAD, HAIDAR M.

SUBMITTED TO: PROF. FORONDA, NORMA FAJARDO

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 Pre-Mid Term Coverage

(ICT I) DIGITAL CITIZENSHIP AND CYBER SECURITY

A digital citizen refers to a person utilizing information technology (IT) in order to engage in society,
politics and government. K. Mossberger, et al. Define digital citizens as "those who use the Internet regularly
and effectively".

What Is Online/Digital Communication?

What is digital communication? Vocabulary.com defines digital communication as electronic

transmission of information that has been encoded digitally.
Before the advent of the electronic media, there were only two kinds of communication, verbal and
non-verbal. But with the arrival of the World Wide Web, there are a plethora of methods that people can now
communicate with each other. The online communication definition today, refers to how people as well as
computers communicate with each other through a computer network and the internet.
Not a surprising factor, people are resorting more to online communication than the traditional forms
due to its many advantages like the flexibility it provides for the person to communicate across the world with
someone else. Parents and children and friends and siblings living in different corners of the world have been
brought together by the click of a button. This form of communication also gives leverage to people who are
more comfortable expressing their thoughts by putting them down on paper’ meaning typing on the chat
window or the email; than just speaking their thoughts out. It also gives an opportunity for a person to edit
and correct what they want to communicate.
Since online communication is documented, it can be stored for later reference and has been known
to be of importance especially related to legal aspects. Online communication saves a lot of time as well since
the people involved can perfectly carry it on while doing other things as compared to a verbal communication
where both parties have to be present.

Types of Online Communication

Online communication can be a wide variety of things like communicating through chat rooms,
through instant messaging applications, through electronic mails, through online forums, filling out requisite
forms online, posting comments online through different social media sites or blogs, through social
networking, or through online conferencing both video and audio. All of these  types of online
communication are being effectively used today increasingly.
a. Emails: Emails or electronic mails were the earliest forms of online communication. This is considered
to be the sole reason for the decline of the postal service across the world. A method that saves time
and money, it is still widely used by a multitude of people across the world for personal and
professional communication. Emails work through an online interface and are hosted on the servers
of different Internet Service Providers.

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 b. SMS: Another word for this is Short Messaging Service. As the name suggests, these are short
messages with a capping of 160 alphanumeric characters that are transmitted from the sender to the
receiver through the internet.
c. Chats: This is a very popular method of online communication as it allows a user to carry on a
discussion with one or multiple people at the same time. The chat servers belong to a chat network
through which the transcripts are broadcasted.
d. Forums: Also known as bulletin boards or discussion boards, these are online sessions that have
multiple users interact with each other by posting messages on the same chat trail. This is popular for
having discussion and debates on any particular topic.
e. Whiteboards: This tool or application works like a physical whiteboard and enables the user to draw
or write on an online interface. It is popular in educational institutions and is good for one-way
communication.
f. Instant Messaging: This mode of communication is an enhanced method of the chat. Messages can
be conveyed through a special software to any user who is part of the same instant messaging
network. Both users have to be connected to the relevant network to be able to communicate online.
However, if one user is not available they will be notified of getting a message from a user.
g. VoIP: VoIP or Voice over Internet Protocol is used to denote any audio or video transmission that
happens between two or multiple users. This is a very popular method of communication nowadays
as it allows users to interact real time and also captures the subtle nuances of the age-old verbal
communication. This is used today mostly for hosting meetings and conference calls. A very popular
company in this field is ezTalks that offers different methods of video conferencing.
h. Trillian (all in one): The latest in the online communication world, this is an innovative method of
communicating online. The main advantage of this tool is that users can connect with
numerous instant messaging services without having to create multiple connections.
Today, the online methods have made communication all the easier and have managed to bring
people closer to each other. More than a method, this is fast becoming a way of life.

ADVANTAGES AND DISADVANTAGES OF INTERNET/ONLINE COMMUNICATION

Technology has changed the way we communicate in so many ways. It has also changed the way
people conduct business, and the manner we conduct our personal and social lives. We can easily text, talk
and email through a link to anyone all over the world. In fact, it is now possible to visit any part of the world
virtually. The education sector has also improved significantly because it is now possible to acquire a degree
from any institution all over the world if you have a computer and internet connection.
On the other hand, internet communication has created numerous problems that appear to increase
as the technology advances. The list of advantages and disadvantages of internet communication can be
endless; it all depends on the track you choose to it. For example, you must be cautious on how and who you
give your personal information. You should also question the sources of your information to determine
whether it is the truth or not.

ADVANTAGES OF INTERNET/ONLINE COMMUNICATION

1. Speed and time
Through internet communication, our time and money are saved. Due to it being cheap and quick to
transfer information. It also becomes faster and efficient to contact a business partner or a relative. It gives
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us the ability to communicate with anyone around the world through emails and text messages instantly. The
internet has also provided face-to-face communication, social media, video conferencing, and many other
ways offered by communication companies. Time can be controlled with internet communication.

2. Job creation
One of the major advantage of the internet communication is the creation of new and exciting jobs.
System analysts, computer programmers, web designers, hardware and software developers and many other
new opportunities created by information communication technology (ICT). Which gives us an option or a
chance to choose the job that suits us.

3. Globalization
The internet has indeed brought people closer, and had also helped in economic growth. It has
brought down geographical and language boundaries. The universe has become a global village due to
information technology, permitting countries such as Japan and Ireland who are separated by a language and
distance, that shares information and ideas with one another.

4. Cost effective
It is very much cheap to send an email to another country than making a phone call. The internet has
also helped to systematize business practices helping businesses to cut cost. This keeps us from spending too
much money because unlike before we have to meet up people which means getting cabs, a taxi or commute
to only give an information if we are referring to the old times of sending informations out of the country.

5. Improve education sector

The internet has made it possible for numerous computer programs to be shared with different
generations in different parts of the world. Important information such as health, business and environment
facts are easily available to any person with an internet connection. It gives us access anywhere at anytime
such as questions unanswered via social medias.

6. More business opportunities

Information communication technology (ICT) has made it easier for businesses to be automated
allowing customers to contact them 24/7. This means that a company can be opened anywhere, anytime,
allowing clients to make purchases from different countries. This makes business easier and more
convenient. Unlike the outside world of the internet, we have unlimited time when it comes to advertising
our business or any sort. In fact we could be sleeping and wake up with a notification of our products being
bought.

7. Eliminates the cultural gap

The internet has helped to bridge the gap. People from different nations can easily communicate
with each other, allowing the exchange of ideas and views. Meaning it gives us more knowledge and keeps us
from being ignorant from one’s culture. Which is very important to respect as we all have different
understandings towards some things.

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DISADVANTAGES OF INTERNET/ON LINE COMMUNICATION

1. Unemployment
Even though the internet has improved many sectors, it has resulted in job unemployment through
outsourcing, downsizing, and redundancies. For example, a factory can replace skilled personnel with robots
which can work faster and for longer hours. We humans tend to get tired and have limitations unlike the
robots they could work all day and night without even having a break and usually this is what makes a
website or a business successful.

2. Privacy
Although the internet has made communication easier, quicker and convenient, privacy problems
have emerged. From email hacking to phone signal interceptions, more people are now troubled about their
private information. This is why limitations towards the internet should still be noted.

3. Lack of job security

Since technology keeps on changing, job security has become a problem. This means that IT experts
needs to be continuously learning to keep up with the changes if they want to retain their jobs. Which gives
them a harder time to deal with such matter. Because it takes time to get the security well and done.

4. Overruling cultures
While the internet has made the universe a global village, some cultures have consumed others. For
instance, teenagers in western countries have influenced most teenagers in other parts of the world on how
they dress, act and behave. Which has no difference out of the internet world.

COMMON COMMUNICATION MISTAKES

AVOIDING COMMUNICATION BLUNDERS AND MISUNDERSTANDINGS

It can be embarrassing to make mistakes when communicating. For example, if you send an email
without checking it, and later realize that it contained an error, you can end up looking sloppy and
unprofessional. This is why we have to be careful with what we send.
But other communication mistakes can have more serious consequences. They can tarnish your
reputation, upset clients or even lead to lost revenue.

Mistake 1: Not Editing Your Work

Spelling, tone and grammatical mistakes can make you look careless. That's why it's essential to
check all of your communications before you send them.
Don't rely on spell-checkers: they won't pick up words that are used incorrectly. Instead, proofread
your work, and use a dictionary to look up any words that you're unsure about.
You may find it helpful to make a list of words and phrases that you find it hard to get right (such as
"your/you're," "its/it's," or "affect/effect"). Store this close to hand.

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 It can be difficult to see errors in your own work, so consider asking a colleague to look over key
documents before you distribute them. Alternatively, read your work aloud – this makes it easier to catch
typos and tone errors. Then, give yourself time to reflect on your document, and to make any final changes.

Mistake 2: Delivering Bad News by Email

Do you announce layoffs to your team by email or IM? If you did, you could upset everyone.
Written communication channels don't allow you to soften difficult messages with nonverbal cues
(such as body language ), and they don't allow you to deal immediately with intense emotions.
If you need to deliver bad news, do this in person, and think carefully and sensitively about how you
are going to deliver your concerns, so that you can convey your message but minimize long-term upset at the
same time.
When you deliver a difficult message in person, it is easier to pick up on signs that people have
misunderstood key parts of your message, or that they've taken the information particularly badly. You can
then take steps to clarify your message, or help the people deal with the bad news that was sent.

Mistake 3: Avoiding Difficult Conversations

At some point, you will need to give negative feedback. It's tempting to try to avoid these
conversations, but this can cause further problems – for instance, you may find that a small problem you "let
go" soon grows into big one.
Preparation is the key to handling difficult conversations. Learn to give clear, actionable feedback,
and use tools such as the Situation – Behavior – Impact  technique to encourage your people to reflect on
their behavior.
You may also want to role-play  your conversation first, so that you feel confident in both your words
and your body language.

Mistake 4: Not Being Assertive

Assertiveness   is about stating what you need, while considering the wants and needs of others.
You may not always get your way when you're assertive, but you stand a better chance of doing so,
or of reaching a compromise, because you've been clear about your needs. You need to identify your needs
and practice assertive communication first.
Assertiveness also means saying "no" when you need to. The article "'Yes' to the Person, 'No' to the
Task"  explains how to turn down requests gently but assertively, while maintaining good relationships.

Mistake 5: Reacting, Not Responding

Have you ever yelled at a colleague due to frustration, or sent a terse reply to an email, without
thinking your point through? If so, you are likely to have reacted emotionally or overreacting, instead of
responding calmly.
This kind of emotional reaction can ruin your reputation. You may or may not upset people with
your strong emotions, and give the impression that you’re lack of self-control and emotional intelligence.

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Mistake 6: Not Preparing Thoroughly
Poorly-prepared presentations, reports, or emails frustrate or bored your audience and can, over
time, ruin your reputation. This is why it's essential to prepare and plan your communications carefully and
on time.
Leave a time to proofread, to find images, and to check that documents are compatible with your
audience's software. Then, if you are delivering a speech or a presentation, rehearse thoroughly, so that you
are fluent and inspiring.

Mistake 7: Using a "One-Size-Fits-All" Approach to Communication

If you use a "one-size-fits-all" approach to communication, you may overlook people's different
personalities, needs and expectations. In fact, your communicating skills need to address those differences as
much as possible. Because everybody has different understanding towards a response or reactions.
If you're preparing a presentation, make sure that you appreciate that people have different learning
styles , and that you cater for these. This means that everyone from those who learn best by reading to those
who prefer a more hands-on approach can benefit from your session, so always consider them as an
audience.

Mistake 8: Not Keeping an Open Mind When Meeting New People

Today's workplace is a melting pot of ethnicities, religions, ages, sexual orientations, abilities, and
viewpoints. These differences create a rich tapestry of experiences and opinions that can greatly enhance our
lives.
However, it can be tempting to stereotype new colleagues or clients, or to make assumptions about
them based on just a few pieces of information. This is especially true if you haven't had much time to get to
know them well. Sadly, it is part of our nature as a human being.
Assumptions inhibit open communication, because you don't consider the other person's own
unique background, personality and experience. Over time, this can jeopardize your relationship with them.
So, set time aside to listen  when you meet someone new. Give them space to talk about their
viewpoints and take time to absorb these.
Then, learn how to manage cultural differences , so that you take each person's needs and
expectations into consideration. If you often work with people from overseas, explore the idea of  cultural
intelligence , so that you can start to adapt your behavior when you come across people from different
cultures. Always respect one’s opinion to any matter.

Mistake 9: Assuming That Your Message Has Been Understood

Always take time to check that people have understood your message already.
For example, when you send out an email, you could encourage people to respond with questions or
to reply, if they haven't understood part of your message.
Or, if you've given a presentation, build in time for people to discuss your main points or leave time
for questions at the end.

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Mistake 10: Accidentally Violating Others' Privacy

Have you ever send a sensitive email or attachment to the wrong person? These kinds of errors can
cause serious commercial problems, violate people's privacy, and lead to embarrassment and confusion.
To avoid these problems, write sensitive messages before you select the recipient, and then double
check their email address. If your email program automatically fills in email addresses, you could switch this
feature off, so that you can consciously choose the right recipient.
You may find it helpful to draft these emails in a word processing document or blank email, and then
to paste the text into a new message. This is way you won't accidentally include any information from
previous messages.
And, if you're sending a sensitive or confidential attachment, check that no "tracked changes" or
comments can be found, and make sure that you're sending the right version.

https://www.mindtools.com/pages/article/common-communication-mistakes.htm

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15 Email Etiquette Rules Every Professional Should Follow
By Jacquelyn SmithBusiness Insider

1. Include a clear, direct subject line.

Examples of a good subject line include "Meeting date changed," "Quick question about your
presentation," or "Suggestions for the proposal." Basically always get your questions answered.

2. Use a professional email address.

If you work for a company, you should use your company email address. But if you use a personal
email account--whether you are self-employed or just like using it occasionally for work-related
correspondences ---you should be careful when choosing that address, You should always have an email
address that conveys your name so that the recipient knows exactly who is sending the email. Never use
email addresses (perhaps remnants of your grade-school days) that are not appropriate for use in the
workplace, such as "babygirl@..." or "beerlover@..." -; no matter how much you love a cold brew. Keep in
mind to always create an appropriate email address to be professional at all times and not be embarrassed.

3. Think twice before hitting 'reply all.'

No one wants to read emails from 20 people that have nothing to do with them. Ignoring the emails
can be difficult, with many people getting notifications of new messages on their smartphones or distracting
pop-up messages on their computer screens. Refrain from hitting "reply all" unless you really think everyone
on the list needs to receive the email. You could be wasting your time and theirs, as well.

4. Include a signature block.

Provide your reader with some information about you, Pachter suggests. "Generally, this would state
your full name, title, the company name, and your contact information, including a phone number. You can
also add a little publicity for yourself, but don’t go overboard with any sayings or artwork." Only basic
information that needs to be informed.
Use the same font, type size, and color as the rest of the email, she says. 

5. Use professional salutations.

Don't use laid-back, colloquial expressions like, "Hey you guys," "Yo," or "Hi folks."
"The relaxed nature of our writings should not affect the salutation in an email," she says. "Hey is a
very informal salutation and generally it should not be used in the workplace. And Yo is not okay either.
Use Hi or Hello instead."
She also advises against shortening anyone's name. Say "Hi Michael," unless you're certain he prefers
to be called "Mike." It is important to be professional and always use formal salutations at most of the time.

6. Use exclamation points sparingly.

If you choose to use an exclamation point, use only one to convey excitement,
"People sometimes get carried away and put a number of exclamation points at the end of their
sentences. The result can appear too emotional or immature," she writes. "Exclamation points should be
used sparingly in writing." Never go overboard with exclamation points if you don’t want to look too
emotional.

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7. Be cautious with humor.
Humor can easily get lost in translation without the right tone or facial expressions. In a professional
exchange, it's better to leave humor out of emails unless you know the recipient well. Also, something that
you think is funny might not be funny to someone else.
Pachter says: "Something perceived as funny when spoken may come across very differently when
written. When in doubt, leave it out." People has different levels of understanding or sensitivity towards
humor so always make sure it is not harsh before delivering or sending it.

8. Know that people from different cultures speak and write differently.
Miscommunication can easily occur because of cultural differences, especially in the writing form
when we can't see one another's body language. Tailor your message to the receiver's cultural background or
how well you know them. It takes time to get to know a person, so try to acknowledge when it is too soon to
end a conversation. Because some of us tend to get annoyed due to not being able to understand the other
person who speaks and write differently.

9. Reply to your emails--even if the email wasn't intended for you.

It's difficult to reply to every email message ever sent to you, Pachter says. This includes when the
email was accidentally sent to you, especially if the sender is expecting a reply. A reply isn't necessary but
serves as good email etiquette, especially if this person works in the same company or industry as you. And
so ignoring could give you a negative feedback which you should avoid with workmates. Or they could end up
jumping into conclusion thinking you may think of them differently, this is why it is important to let them be
aware of it.

Here's an example reply: "I know you're very busy, but I don't think you meant to send this email to
me. And I wanted to let you know so you can send it to the correct person."

10. Proofread every message.

Your mistakes won't go unnoticed by the recipients of your email. "And, depending upon the
recipient, you may be judged for making them,"Pachter says.

Do not ever rely on spell-checkers. Read and re-read your email a few times, preferably loud, before
tapping send.

"One supervisor intended to write 'Sorry for the inconvenience,'" Pachter says. "But he relied on his
spell-check and ended up writing 'Sorry for the incontinence.'" 

11. Add the email address last.

"You don't want to send an email accidentally before you have finished writing and proofing the
message," Pachter says. "Even when you are replying to a message, it's a good precaution to delete the
recipient's address and insert it only when you are sure the message is ready to be sent." To avoid sending it
to the wrong person.

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12. Double-check that you've selected the correct recipient.

Pachter says to pay careful attention when typing a name from your address book on the email's "To"
line. "It's easy to select the wrong name, which can be embarrassing to you and to the person who receives
the email by mistake." Make sure not to be in a rush when selecting a name because you can definitely go
wrong with it. For example one has the same name but different surname.

13. Keep your fonts classic.

Purple Comic Sans has a time and a place, but for business correspondence, keep your fonts, colors,
and sizes classic. It is not necessary to have a colorful letters and different types of fonts in an email. So keep
in mind to always keep it simple and easy to read.

The cardinal rule: Your emails should be easy for other people to read.

"Generally, it is best to use 10- or 12- point type and an easy-to-read font such as Arial, Calibri, or
Times New Roman," Pachter advises. As for color, black is the safest choice. 

14. Keep tabs on your tone.

Just as jokes get lost in translation, tone is easy to misconstrue without the context you'd get from
vocal cues and facial expressions. Accordingly, it's easy to come off as more abrupt that you might have
intended --you meant "straightforward," they read "angry and curt."

To avoid misunderstandings, Pachter recommends you read your message out loud before hitting
send. "If it sounds harsh to you, it will sound harsh to the reader," she says.

For best results, avoid using unequivocally negative words ("failure," "wrong," or "neglected"), and
always say "please" and "thank you."

15. Nothing is confidential--so write accordingly.

"A basic guideline is to assume that others will see what you write," she says, "so don't write
anything you wouldn't want everyone to see." A more liberal interpretation: Don't write anything that would
be ruinous to you or hurtful to others. After all, email is dangerously easy to forward, and it's better to be
safe than sorry. Think before tapping/clicking send.

NETIQUETTE

Netiquette: Rules of Behavior on the Internet. The etiquette guidelines that govern behavior when
communicating on the Internet have become known as netiquette. Netiquette covers not only rules of
behavior during discussions but also guidelines that reflect the unique electronic nature of the medium.

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9 Netiquette Guidelines Online Students Need to Know

Proper etiquette is nothing new for most people. You grew up with your parents constantly telling
you to mind your manners. But for those who grew up without some sort of computer screen inches from
their face at all times, proper “netiquette” may seem a bit mystifying. We’re here to help with nine simple
guidelines for how to be on your best behavior in an online classroom.

1. NO YELLING, PLEASE

There’s a time and a place for everything—BUT IN MOST SITUATIONS TYPING IN ALL CAPS IS
INAPPROPRIATE. Most readers tend to perceive it as shouting and will have a hard time taking what you

sent seriously, no matter how intelligent your response may be. If you have vision —there are ways to adjust
how text displays so you can still see without coming across as “yelling.” Know the proper way of typing
when sending a message to avoid misunderstanding and such.

2. SARCASM CAN (AND WILL ) BACKFIRE

It is a must to be overly polite and ensure that there is no sarcastic tone in your message,” Zink says.
You never know who is reading your comment on the other end, so she says you should never assume the
reader will pick up on your sarcasm. As people has different mindset.

Sarcasm has been the source of plenty of misguided arguments online, as it can be incredibly difficult
to understand the commenter’s intent What may seem like an obvious joke to you could come across as off-
putting or rude to those who don’t know you personally. As a rule of thumb, it’s best to avoid sarcasm all
together in an online classroom.  

3. ATTEMPT TO FIND YOUR OWN ANSWER

“Make an effort to exhaust your search options before asking a question,” Zink suggests. She says it
can be frustrating for instructors when students ask questions that are clearly answered within the
assignment instructions or course materials.

4. STOP ... GRAMMAR-TIME!

Always make an effort to use proper punctuation, spelling and grammar. Trying to decipher a string
of misspelled words with erratic punctuation frustrates the reader and distracts from the point of your
message. Take the time to spell check any message. Take the time to check your spelling and grammar before
you send a message and save everyone from having a headache.

5. DON’T GET CUTE WITH TEXT COLORS

While it may be tempting to write all messages in neon green, whoever is reading it may not
appreciate it as much as you. Not everyone has the same liking as you do, keep that in mind. Stick to the
basic black text color—if you need to emphasize something in your sentence use bold or italicized words.
This will help ensure everyone can easily read your message without acquiring a headache.

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 6. BREVITY RULES

Keep email messages short and to the point. You don’t need to share your life story to ask for help
with a problem—just focus on the essential information. This will ensure your question doesn’t get lost in the
noise and saves time for everyone involved. You would not want your reader to get bored. Because we tend
to get lazy to read half way to the message. And eventually it will annoy people finding out that you could
have just said it in two sentences.

7. READ FIRST

Take some time to read through each of the previous discussion post responses before writing your
own response to avoid being irrelevant.

8. DON’T OVER SHARE

Personal information is valuable to identity thieves, so try not to share more than is necessary. We’re
not suggesting your classmates are criminals, but it’s good practice in general to be guarded when it comes
to personal information. Always know which is not supposed to be shared.

9. BE KIND

Communicating online is unique in that there tends to be a level on anonymity between the people
who are interacting. This sometimes results in individuals being more impolite than they might be in person.
In an online class, you might not have the complete anonymity that comes with using a screen name, but you
likely won’t see your classmates face-to-face. Make a point to be respectful in your comments- even if you
disagree or dislike someone’s stance on a topic.

Zink recommends taking time to think and relax before firing off a reply in the heat of a
disagreement. “Wait a day. If you still feel like you need to reply you’ll be more composed and won’t say
something you’ll regret later,” she says. “Even though other students can’t see you, , your name is attached
to that comment and your classmates and instructors will remember it if you’ve been rude.”

3 Scenarios When Communicating Online Is Not Right

1. Avoid hiding behind your computer or phone in these scenarios

There are so many ways we communicate online. There's email, text messaging or messaging
through one of the many apps out there that support it. But using email or messaging is not always the most
effective way to communicate. 

In fact, in certain circumstances, you should avoid them. Sure, it's easy to hide behind your computer
and say what you want to say via the keyboard. But sometimes you need to step out into the world and use
your voice.

Here are three situations where it'd be better if you didn't hit send.

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 2. Avoid Hitting Send To Resolve Conflict

We've all been part of an email or message string between two parties trying to resolve an issue.
Sometimes, you might be one of the two main participants or perhaps you're simply one of many people
someone felt compelled to include you.

With every email or message reply the issue escalates. In the end, what was perhaps a relatively
small issue has become a much bigger one. This usually results in a face-to-face meeting between the two
parties as well as a supervisor or manager to resolve the conflict.

Instead of using email or messaging to resolve conflict either call the person or schedule a face-to-
face meeting. If you are the recipient of an email or message from someone else trying to resolve an issue,
resist the temptation to respond via email. Pick up the phone or walk into the other person's office and say,
"I received your email and thought it might be better if we discussed this situation one-on-one as opposed to
by email. Do you have a few minutes to talk?"

If email is your only option, do not copy other people on it. Doing so escalates the issue. If you're on
the receiving end of such an email don't hit "reply all". Simply reply only to the individual who sent the email.
If you do "reply all," your reply should say, "I appreciate you bringing this situation to my attention. I'll call
you in just a minute to discuss." This will alert everyone who has been copied that you are taking care of the
situation one-on-one.

3. Avoid Hitting Send  When You're Upset

Have you ever been upset about something and fired off a scathing email only to feel immediate
regret? Perhaps you've been on the receiving end of such an email or message.

After an upsetting situation or interaction, what we need is a cooling down period. This helps you to
avoid sending what you don’t mean to send. Email and messaging does not lend itself to this; it's
instantaneous by design. Instead once you've calmed down, call or visit the individual to discuss the
situation. If you are on the receiving end of a scathing email, avoid the urge to reply. Give yourself time
to calm down and then call the person and ask to discuss face-to-face.

In the future, decide in advance that you will never use email or messaging when you are upset.
Make this a non-negotiable pact with yourself.

If you feel the need to write something when you are upset, hand write a message. Don't enter it
into email even if you don't intend to send the message. You wouldn't be the first person who accidentally hit
the "send" instead of the "save" button.

4. Avoid Hitting Send to Send Bad News

No one likes to receive bad news and receiving it via email or a message can add salt to the wound.
Have you ever emailed a client to tell them that their order was delayed? Or messaged a friend to let her
know you couldn't attend her birthday party? Or how about emailing your boss to alert him that you were
not finished with a project and would miss your deadline?

If the answer to any of those questions is yes, stop using email or messaging to communicate bad
news. Using email or messaging to communicate bad news can send the message that you don't care or that
the issue isn't important enough to warrant your personal attention. When you use email or messaging to

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communicate bad news, you have no way of judging the person's reaction. Most likely, people will be
disappointed or upset. If you're not delivering the news in person, their feelings of disappointment may
escalate and create an even worse situation.

Lastly, when you use email or messaging in this scenario you appear cowardly. Customers, co-
workers, bosses and friends appreciate people who have the courage to communicate bad news in person.

If you're unsure if your message qualifies as bad news ask yourself, "Would I want to receive an email
or message with this type of news or would I prefer to have it communicated in person?". Then act
accordingly.

While there is no doubt that email or messaging is a quick and efficient means of communication, it's
not always an appropriate one. Follow the guidelines above and avoid using email or message when it's
inappropriate to do so.
https://www.thebalancecareers.com/times-to-avoid-using-email-3545272

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DIGITAL DO’S AND DON’TS

DO’s

Be careful of what you share. Comments, social media posts, photos, and anything else you share
online is not guaranteed to be protected from online predators or hackers, even if you’re sharing only to
specific people on password-protected sites. Post only things you’d be ok with everyone you know seeing.

Treat others the way you want to be treated. This sounds pretty basic, but it’s probably the one
piece of digital etiquette advice that is broken the most. Keep your comments positive; be truthful, and
polite. If you want to go the extra mile, acknowledge when someone has been helpful; thank them, and pay
it forward!

Be safe. Being safe online is a whole topic in itself, much different from being a good digital citizen—
and with much different ramifications. It’s crucial not divulge any personal information, passwords,
addresses, etc. with someone you don’t know. For more detailed information on Internet safety tips, read
our blog post about keeping kids safe online.

Know the rules. Whether you’re using classroom forums, Twitter, Facebook, or other sites, know the
site’s rules and guidelines—and follow them. Each community creates their own rules that they expect users
to follow, which can usually be found in the “Site Rules” or “About Us” section.

Be vigilant. If you saw something happen in real life where someone could be harmed, you’d call for
help, right? If you see something online that may be harmful to someone else, report it to the site’s
authorities or an adult you trust. With cyberbullying and online predators, we cannot be too careful these
days, and we all need to look out for each other.

DON’TS

Don’t say anything online you wouldn’t say to someone’s face. An online comment can be even
more hurtful than a face-to-face insult, because once something is written the person can read it over and
over again.Sometimes we find it easier to reply with negative comments when the person is not right in front
of you and you can hide behind your computer or smartphone. Don’t be tempted; think twice about what
you are saying before you post or send, and ask yourself, “Would I say this to someone if they were standing
in front of me?”

Don’t share anything you don’t own, without permission. All content was created by someone, and
that person owns their content. This includes articles (and ANY portion of articles), photos, memes, reports,
blogs, and anything else online that wasn’t created by you. Be aware of copyright laws, ask permission before
you share, and be sure to give credit if you reuse or repost an article or picture you didn’t create.

Don’t believe everything you read. Not everything online is true. In fact, there’s a lot online that’s
not true. Before believing (or sharing!), dig deeper. Search for facts. Just because it’s written online doesn’t
mean it’s true.

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 Don’t post anything that you don’t want to last forever. Before you say or post anything online, ask
yourself, “Am I ok if this is never deleted?”. Once something is out there online, it is likely it’s out there for
good. There is no delete button or eraser for the Internet.

Don’t spend all of your free time online. The Internet is an amazing place with lots to offer. As with
all things that provide an “outlet”, moderation is important. Don’t forget that the real world, real people, and
real human interaction provide a lot of lessons and experiences, too!

MANAGING YOUR DIGITAL FOOTPRINT

Following the general rules of the information superhighway is just as important as following the
rules of the road. Think of your digital footprint just as a driving record—all your infringements are traceable.
But in this case, not just for the DMV to see, but for everyone online! These days, accessing information
about people is a simple Google search. Employers doing internet searches on potential job candidates has
become the norm. Proper grammar, tasteful photos, and putting your best foot(print) forward will get you a
lot farther in the long run. Your future is in your own digital hands.

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