Email Etiquette - The Do's

This post is a continuation of my previous post on Email Etiquette. The Do's and Don'ts outlined in these posts are not specifically Masonic and can be used in your personal life and in the workplace. However, effective communication is of the utmost importance within the Masonic Lodge and writing effective emails is extremely important in today's world. Therefore, it's vital that Masonic lodges not only adopt email as a form of communication, but adopt good email etiquette as an effective form of communication. Here are the Do's of Email Etiquette.

Email Etiquette - Do's!

1. Do get to the point - The best email is a short email. Just remember KISS - Keep It Short and Simple. People do not want to search through lines and lines of babbling to get to what is important. When you're writing about an event, just include what, where, when, who and how. When writing a request, just include what you need, by when and from whom. Emails are not Masonic ritual, they do not need to be filled with flowery prose and esoteric meaning.
2. Do spell-check and grammar-check - I don't enjoy reading letters written by ten-year olds, nor do I enjoy reading letters by grown men who write like ten-year olds. When writing emails to brothers, I try to hold to the "Reread it thrice" rule. Reread your email three times and you should catch most, if not all, errors and omissions. Computerized spell-checkers and grammar-checkers are a good tool, but are far from perfect. For example, Microsoft Word doesn't find anything wrong with this sentence "I can't believe there leaving they’re children their alone!"
3. Do read it out loud before you send it - A sure fire way to find mistakes in your writing is to read it out loud or better yet, have someone else read it out loud to you.
4. Do reply quickly if possible - One of the key benefits of email is that it is a method of rapid response. If you can, reply to your sender with what he is looking for. If your reply depends on something that will occur in the future, send a quick message saying when he will hear from you. Email is cheap and easy. Feel free to send little messages, just so that the recipient knows that you are paying attention.
5. Do not send an email without a meaningful subject - When people have to process large numbers of email daily they typically need to decide quickly how they want to act on an email. Depending on what the reader is currently doing, he may want to fully read an email, save it for later, reply to it, archive it or delete it. By putting a descriptive subject in the email, you allow the reader to decide what should be done with the email quickly and easily. A descriptive subject should summarize the content of the email in as few words as possible. Here are some examples of good subjects.
   • RSVP for Blue Lodge Council Dinner
   • Officer Information regarding EA Degree
   • Potential Motion for Grand Lodge Semi-Annual
   • Photos from Family BBQ
   • Letter from Worshipful Master for newsletter
     
   Here are some examples of bad subjects
   • info
   • lodge
   • Re:
   • 
     
   • Update
   • This is that link
     
6. Do specify who should respond - When sending an email to a group of individuals, be sure to specifically mention who should be responding to the email. This will reduce two potential problems. First, you're less likely to get bombarded with a huge number of un-needed responses. Second, you're more likely to receive a reply from the person who you want to hear from. For example, asking a question like "Can we have an Entered Apprentice degree next month?" is vague and un-specific. However, if this questions can be posed as "Bob, when will the hall be rented next month so we can see if an EA degree is possible?" or "John, will the candidate be interviewed prior to our meeting next month, so that we can hold an EA degree?". This is requesting specific information from specific people and will receive specific responses. Be specific!
7. Do supply only one topic per post - One email should have one topic. Don't be afraid to send out several emails each with a different topic. This will help your brothers be able to sort through each topic and prioritize their actions. Don't mix minutes, announcements, event planning and the kitchen sink all into the same message.
8. Do send your emails in plain text, unless you know the recipient can read html-encoded mail - More and more email clients now allow composing emails with colors, different fonts and images, however many email clients do not. So if you write an email using all sorts of funky formatting, the receiver may not be able to open it. Therefore, mass emails should be written using just plan text. Don't worry about the colors and the pretty pictures, let your content speak for itself.
9. Do have a comprehensive signature - Signatures are bits of text that are put at the end of emails to supply the recipient with vital information about the sender. You can create a signature that holds important contact information about you, such as phone number, address, calendar link, website, etc. Furthermore, most email clients can have multiple signatures for specific contexts. Therefore, you can set up a "Masonic" signature that lists your lodge, it's address and it's website.
10. Do use Email! - Email is cheap, fast and easy. It has become a critical avenue of world communication. Masonry can use email to communicate within as well as without the lodge. Email can be used for sending treatleboards, event announcements, personal messages, candidate information, dues reminders and countless other applications. Let email become one of the working tools of your profession!
    

Email Etiquette - The Don'ts

In my previous posts The Pen is Mightier... and Royal Arch Masons Secretly control Gmail I outlined some of the benefits of using Email for lodge business. Those two posts are full of reasons why lodges should be using email, but they do not touch on the how. As with all social interactions, email is part of a greater culture and carries with it certain social expectations. Users of email expect that the people they communicate with will adhere to certain acceptable email behaviors and will have adopted the proper etiquette of the internet.

While some people still hold to the belief that the internet is some lawless wasteland where typically social behavior is not necessary, they are most certainly incorrect. The computers, the internet and email are all just tools. If you are not willing to do something in the "real" world, then you should not do it on the internet, especially in regards to interpersonal communication. A simple rule of thumb is "you should never send an email that you would not say to the person's face or send through the normal postal service."

Another key factor in email etiquette is recognizing that the shear volume of email that the average person receives is orders of magnitude larger than that which a person receives via the normal postal service. In a February 2007 article, Information Week reported that the average email user receives 20 emails a day of which %70 is junk mail. Since the rate of email transfer nearly doubles every year, that means that the average internet user receives nearly 60 emails a day now with approximately 18 of them being real emails. For those of us in the technology field, this number can get much, much larger. I receive between 30-60 work related, non-junk emails a day, in addition to the 20-40 personal, non-junk emails I receive each day. This is compounded by hundreds of pieces of spam, bacn (email lists that you subscribed to) and forwards. That is a huge amount of information to process everyday!

Why do I bring up the volume of email that people receive? Because by filling people's inboxes with junk, you're wasting their time and energy, which could be better spent on Masonry! For brothers in the technology field, they could spend hours a day working with their email. By not following simple internet etiquette (or netiquette), you could waste not only his time, but his employer's time.

Now, I can quickly imagine my readers saying to themselves, "Masons always act like gentlemen and would never waste someone's time or send them something they shouldn't!" This is simply not the case. I have been bombarded with garbage email from friends, family and Masons alike. In fact, I have received huge amounts of garbage mail from the brothers of my lodge.

To help combat this ever growing problem of poor email etiquette, I will list ten "don't's" and ten "do's" for proper email etiquette. If a brother is bombarding you with garbage mail, please feel free to send them a link to this post and hopefully he'll realize the errors of his ways. Here we go!

First and Foremost! Remember Rule 0 - "you should never send an email that you would not say to the person's face or send through the normal postal service"

Email Etiquette - Don't's!

1. Do not forward junk mail, chain letters, spam, jokes, pictures - "Fwd" is the most hated abbreviation in an email subject line. 99% of the time, "Fwd" means complete garbage. By forwarding every cute/funny/perverse/spiritual piece of junk mail that passes into your inbox, you undermine your e-credibility in the eyes of the receiver and he will be less likely to open anything of yours in the future, because all you send is junk. There are people that I know, who I never read their emails anymore, because they send so much junk. They are then puzzled when I don't read the occasional real email they send. Publisher's Clearinghouse could send me a very important letter today, but I would never read it, because I know that all they send is junk. Don't be like Publisher's Clearinghouse!
2. Do not send material that is Not Safe For Work without a warning - First of all, I would say that you should never send pornography or any other offensive material through email. This usually falls under Rule 0 and Don't #1, but if you are going to send potentially offensive material via email anyway, please put a warning on it. Most people sending offensive material will add the acronym NSFW (Not Safe For Work) to the subject of an email to warn someone not to open it at work. Not only can offensive material insult people, it can potentially get them in serious trouble at their place of work. The bottomline is don't send offensive material, but if you're going to anyway, Warn The Recipient!
3. Do not send political or religious material - This should go without saying. These two topics are not allowed in lodge, because they divide rather then unite. So, why send them via email to your brothers? It makes people uncomfortable and potentially angry.
4. Do not type in all Caps - WHEN SOMEONE WRITES LIKE THIS ON THE INTERNET IT MEANS THEY ARE YELLING!!!!! This is considered very rude and can make people annoyed even if the content or tone is friendly.
5. Don't overuse acronyms, emotions, abbreviations - BTW, FYI acr, emo & abb can mk emails hrd to rd :( Once again, emails do not have to be filled with flowery prose and unnecessary verbiage, but it must be readable and understandable. An email recipient should not have to have an advanced degree in cryptography or logic to decode your message about the "pot-luck dinner next Thursday." It should be short and to the point, but easy to read and understand. Typing on a cell phone isn't an excuse for sending an undecipherable message. Check out my post about Jott for a great tool for writing large emails via a cell service.
6. Do not send files of unknown origin - The single greatest factor in the spread of computer viruses is email attachments. Many viruses, spyware, trojan horses, malware, etc. are spread via email attachments, like photos, movies, word processing documents and spreadsheets. If you didn't create it, don't forward it to someone else. Cutesy/funny photos and movies will be the downfall of not only your computer, but the other poor recipients you send them to.
7. Do not deliver bad news via email - If you must send a message about a death, divorce, financial hardship or some other piece of bad news, make it personal and call the brother or tell him face to face. Email is quick, handy and efficient, but it is a poor substitute for delivering information that requires a personal touch. When in doubt, pick up the phone and call!
8. Do not send an email when you are angry - If you're upset about a vote in lodge or the actions of a brother, do not express it through email. People are much more likely to take offensive when they are reading via email. Furthermore, an angry email can be easily forwarded and cause a rapid escalation of a confrontation, while drawing others into the conflict. Many bitter arguments have been resolved over a cup of coffee, but very few have been resolved while staring at a computer monitor.
   
9. Do not send important personal information via email - We must be very careful with what is sent via email. Email is not secure and can be easily read while in transit from one server to another. Account numbers, social security numbers, credit card numbers, scans of IDs, etc. should not be sent via email. There are Secure Email Services that will allow you to send secure messages, if both users have accounts with the service. Check out 4securemail as an example of such a service.
10. Do not send sensitive lodge business or private Masonic ritual via email - Like what was said in Don't #9, email is not secure. Lodge business and Masonic secrets should not be sent via email for the same reason.

The next post on Email Etiquette will list 10 Do's for writing good emails. If you have any Don't's that you think I should have listed, please post them in the comments sections of this post. I hope to hear from you!

Royal Arch Masons secretly control Gmail!

For those of you who haven't seen the Gmail logo, I suggest you take a look. It appears that the Masonic World Conspiracy has once again taken control and has now invaded our email. Soon a majority vote in lodge will be required to send an email and all messages will be three weeks late because the secretary couldn't find his e-stamps. What a wicked web we weave!

In all seriousness, for those brothers or lodges out there that don't have an email address, get a gmail account!!! There are countless benefits to getting a gmail account. Here are a few of them:

1. It's Free! No bill to give your lodge and no 25 minute discussion to pay that bill!
   
2. 6.5 gigabytes of storage. Scan lodge documents and send them out to your heart's content. It will take a lot of minutes and semi-harassment letters by PMs to fill your mailbox.
   
3. Keeping your brothers contact information in your contacts lists. No more Treastleboards and call trees to loose. Just keep them all online.
   
4. Gmail application for your cell phone. Now you can check your lodge email while your ear is getting chewed off by a Past DD on the proper way to carry your deacon's staff.
5. IMAP and POP3 support. This means that you can receive your email on your favorite mail client. I pipe my gmail directly into my Mac Mail app, along with my other addresses.
6. Attachments are scanned for viruses automatically. Now you can safely open that email filled with kitten photos that your Senior Warden's wife had sent you.
7. Advanced spam fitler. You can differentiate between Dr. Odo Boodoo from Chad selling you Viagra and Bro. Odo Boodoo RSVPing for the next Blue Lodge Council Meeting.
8. Create multiple accounts. Each officer in your lodge can have email now. You can also create email addresses for the Fellowcraft Club or Temple Building Association.
9. Getting a gmail account instantly gets you a blogger account. Now you can become a Masonic blogger and post really annoying top ten lists about what other Masons should be doing. Man, I hate those guys.
   
10. Email is fast, easy, prevalent and josh darn it, people like it!
    

Now that I know that my New World Order secrets are safe with Gmail, I can finally email my list of UFO landing sites, Presidential Puppetmasters and local lodge fish-fries. A big thanks to the Royal Arch and Gmail!

The Pen is Mightier than the Sword.... But not the computer! - Part 2

In my previous post, I wrote about new technologies that would help a lodge with it's organization and workflows. The five technologies I wrote about were

1. Email
2. Wikis
3. Web Calendars
4. Video Editing Software
5. Instant Messaging
   

In this post, I will continue with this subject, listing another five technologies that can be used. Although I specifically mentioned that these technologies would benefit the lodge secretary, they can really be used or implemented by anyone. Let's begin again :)

6. Paypal - The younger generation barely uses checks anymore for personal finance. The internet and most businesses are based on using credit and bank cards. However, many lodges still only accept checks and in many cases take weeks or months to cash them. Some people believe that to do business by credit card, you would have to invest in a credit card machine and huge numbers of hours learning how to deal with cards. But, this isn't true. Since 2000, Paypal has been a cornerstone in internet credit card transactions. From individuals who wanted to auction something minor on Ebay to large businesses, many people and organizations have used paypal to move money from one place to another, with just an internet connection and a credit card. Why can't a Masonic lodge do this? Want to pay your dues? Go online and pay them with a Visa or Mastercard. The receipt for dues can then be emailed and the dues card will be waiting for the brothers at the next stated communication.
   
7. Digital texts - Books! Most lodges are full of them. But they're old and delicate, so they're not allowed out of the lodge building. New masons have to either stay for hours at lodge reading this texts, buy their own or be relatively uneducated about the fraternity. Now, there is another answer. Digital texts that can be viewed in a wide-range of formats. Since much of freemasonry's texts were written prior to this century and all works published in the United States before 1923 are in the public domain, many Masonic texts have been converted to digital form and are freely available on the internet. Here are a few sites that offer Masonic texts for free: Sacred Texts, Project Gutenburg or Pietre-Stones. Many of these texts can be read on the computer or printed, but now many of them can be sent to your cell phone or PDA and read on the go.
   
8. Websites - 1990 was 17 years ago. That makes the World Wide Web 17 years old. There are high school seniors and college freshmen who were born at the same time as the internet. Future masons around the world do not remember a time before the internet. Yet we still have lodges without websites. I don't think I need to make much of an argument for this one. Lodges need websites. Plain and simple. Many web technologies need a central access point, where brothers, friends, family, cowans, evesdroppers, prospective members, anti-masons can get information about that particular lodge.
   
9. Digital Images and Scanners - As masons, we like our history. Each lodge has its own rich history, filled with lodge buildings, past masters, degrees, dinners, parades, visitations, etc. With each of these aspects of a lodges history comes handouts, photos and mementos. These are precious items that many brothers in the lodge should experience so that they may learn about their lodge history. But, often precious items are delicate and can't be freely given out. With digital images and a scanner, these documents can be recorded digitally and given out in mass quantities. Now all the brothers of a lodge can access those old minute books, past masters photos and degree handouts. Jewels and Banners can be recorded by camera and posted on the webpage. There are even free photo sites that will host all your photos, allow you to share them and allow prints to be ordered of them.
   
10. Blogs - Last but not least! Blog is short for Web Log and if you haven't noticed, you're reading one right now. Blogs can have many purposes. Minutes can be posted on blogs. Officers can share their experiences with other brothers. Ideas can be posted and other people can comment on it. Go to Blogger and try making your own. Like most web technologies, it's free and easy!

There you go, ten great technologies! Most of these are simple and easy. Most of them are free and come in many verities. These ten techs are just the tip of the iceberg, the internet and electronics stores are filled with solutions to many problems facing your lodge. The key is to actively seek them out and have an open mind. Since I've spent so much time on the high tech solutions in the past two posts, I think my next post will focus on the low tech solutions that can help a masonic lodge. Paper and pens still have a place in the Masonic lodge and we'll talk about where that someplace is.

The Pen is Mightier than the Sword.... But not the computer!

Sorry for the delay in getting this post up and running. Things have been busy with work and life. Also, I've been living at my summer cottage, where there is no internet. I'll try in the future to be more prompt with my postings. Here we go.....

Many of my ideas for running a better lodge focuses on introducing new technologies and organizational methods to the lodge and its officers. Although all offices and positions in the lodge need updating, no officer is in greater need of a makeover than the secretary in most lodges. In many lodges, the secretary has been a fixture in the lodge for many years, if not decades. I have seen lodges whose secretary has been in this office for more years than the sitting master has been alive. This is a double-edged sword. These brothers bring a level of experience that is unparalleled within a lodge. However, for all that the typical secretary has in experience, they usually lack in dynamism.

Many lodge secretaries still use manual typewriters, abhor email and believe that the Trestleboard is the only means for mass communication. I have seen many new brothers scratch their heads in disbelief at the methods we use still for record keeping, communication and organization. I have stated in previous posts that I believe that we can adopt new methods and tactics without changing the core of masonry. This is one of those situations.

Some masons have turned to the internet to fulfill their need for brotherhood between stated communications. If you're reading this blog, then you're probably one of them. You crave knowledge and are using the tools of today to fulfill this craving. The search for knowledge and betterment is at the core of Freemasonry. Any means by which you search for these virtues are a good tool and the internet can be very useful.

So how can the internet help the lodge secretary? I'm going to name ten technologies the lodge secretary can use, however there are countless more that can be beneficial. This post will have the first five and the next five will be on the next post. Let's begin!

1. Email - This is by far the most important innovation that the internet has brought, which can help the Masonic lodge. In the past, Lodges had phone trees to help propagate important information in a manner that didn't necessitate one person calling three dozen brothers. The phone tree would work like this, the WM would call the SW, JW, Tres and Sec. These four brothers would then call four more designated brothers. Then those brothers would call four more. However, if a brother down the line couldn't be reached or had some additional piece of information important to the purpose of the call, more time would be wasted going back up the tree so the WM would know. Now, if all the officers and regulars had email, then mass communication is easy. Write one email with multiple recipients and click send. Quick and easy. Email has changed the world, now it should change our lodges. Email has many uses and I could write several posts on email with ease.
   
2. Wikis - Wikis are quick websites. In fact, wiki is the Hawaiian word for quick. These quick pages are great for collaboration. Many people can log in and make changes to it. Records of these changes are made so that a user can follow the "state" of the wiki and see what specific people changed. The added strength of wikis are that they are extremely ease to create. If you can type, you can make a wiki. The formating is either extremely easy to learn or has a WYSIWYG (What you see is what you get) interface. Wikis can be used by a lodge to collaborate on a project. The plans for the annual BBQ can be thrown onto a wiki. The list of parts for the next MM degree can be put on a wiki. The uses are endless. Here's a site that I use for my wikis, it's free and easy http://www.pbwiki.com/. There are many other wiki sites and software packages.
3. Web Calendars - This one is a no-brainer. Putting your calendar on the internet so many people can see it. Each officer in the lodge can have a calendar. The lodge can have a calendar. The fellowcraft club can have a calendar. The lodge website that my lodge has through our Grand Lodge has a calendar that syncs to the GL calendar, so that brothers from around the state can find degrees and events in one place. There are many software packages for online calendar, again most of them are free. Here are a few Google Calendar, Yahoo! Calendar or iCal.
4. Video Editing Software - Recording an important event and sharing it with brothers who were not present can be extremely important. My lodge has several presentations on Masonic topics throughout the year, but some brothers can't make it to all stated communications. Why not record the presentations and give it to the brothers on DVD? Installations, Awards Nights and Ladies Nights can be recorded and shared with brothers, friends and family. Software like iMovie and Windows Movie Maker comes bundled with home computers
5. Instant Messaging - Ever have a quick question for one of your officers? Then instant message them. Instant messaging and texting has become extremely important in todays world. It's not just for teenagers and internet romancers anymore. Many fortune 500 companies swear by it. IMing is a way to communicate with someone and not completely monopolize their time and energy. You can send a brother a question while at work and not have to worry that you are interrupting their workflow. A text message at dinnertime is far less obtrusive then a phone call. Not to mention that IMing and texting can be one-directional communication. You can send a message that does not require a response, just a note or a notification. Try doing that with the phone. Once again their are many free programs out there that are great from IMing on the net. Aim, ICQ, mIRC or Google Talk. Text messaging is primarily through your phone and has a cost associated with it, but plans are usually inexpensive.

Tune in for my next post where I will go over my next 5 technologies that can benefit the lodge and its secretary. Also be sure to leave some comments about any ideas that you have or experiences that you have felt helped or hurt your lodge.