Please consider the following suggestions:

1. Size of notes:

a. Notes on Ecunet are most effective if they are limited to a size that easily fits on one viewing screen (about 20 lines of 75 characters each). There is no need to type a "memo format" into your note; your name and the date the note was posted are automatically included with your note, and personal notes may include a subject line. Longer notes are needed from time to time, but please use them sparingly.

b. If you are sending a note to a number of people, it can be helpful to include the names of the people who are receiving the note.  These names can be spread across one line, rather then listed vertically, to save space.

c. People with bifocals report it is easier to read notes that have paragraphs separated by a blank line, and much easier to read notes that have short paragraphs (e.g. 6 lines or so).

d. Most software makes it possible to include automatically a signature line on each note you send. A longer signature can provide insight as to your personality or work, but can also become tedious to other persons who have to read it regularly.

2. Character sets:

Ecunet is used by a number of different kinds of machines, and notes are printed on a variety of printers. Characters that do not appear on the keyboard (e.g. ¢, ½, £) may look different on different machines, and may print differently on different printers.  Some printers may not be able to handle those characters at all, and may lock up when receiving these characters. Please don't use these characters if you suspect the recipient's computer screen or printer may have trouble handling them; use a description instead.

3. Confidential Communication:

Ecunet maintains high standards for  privacy and access, but we can't be responsible for what your correspondents do with your notes. Ecunet restricts access to notes to those people who are authorized to get them, but once those people get your note, they can do anything they want with it. (This is no different from what can happen with a paper letter; once it is delivered to the recipient, that person can show it to others.)  Ecunet has "public" areas and meetings, as well as restricted and private meetings. Sending a note to a "public" area is the same as publishing it in a magazine or posting it on a bulletin board.

a. If you are sending a private note (or a note to a small, private meeting), phrase it in such a way that you would not mind seeing posted on a bulletin board in a public area, or placed on your supervisor's desk. That just might happen to it!

b. If a note is truly confidential, it can be helpful to say so in the note, as a reminder to the recipient to treat the note carefully.  If it is okay to distribute your note, say that too. Any personal note that you receive should be considered confidential, unless the person who wrote it gives you permission for further publication.

c. We know how easy it is to send a copy of a note to other people, or to print the note and distribute paper copies. Please resist the temptation, unless you are given explicit permission to do so by the note's author. This should apply even in the so-called "public meetings"; just because the author wants you to read the note in that meeting doesn't mean the author wants you to publish the note in another meeting, or in your church bulletin, or as part of an article you are doing for your professional journal.

d. Please show consideration for the owner of copyrighted material.  If you would like to post copyrighted material online, get the owner's permission first (most will be happy to supply it) and say so as you use it. This applies to hymn and song lyrics as well as poems, news articles, and fiction. When in doubt, treat the material as if it were protected by law.

4. Anger and other emotions:

There is a surprising immediacy to this medium that is different from paper communication. Some emotions, especially anger, can be amplified by the medium; others, such as irony or humor, can be misinterpreted. Please be careful.

a. All participants are urged to become familiar with ways of handling disagreements and conflicts.

b. Composing a note in ALL CAPS is, by convention, a form of emphasis, frequently interpreted as "shouting" by other users.

c. If you feel that another person is being inconsiderate or rude in a meeting, consider sending a friendly, personal note to that person. It is rarely helpful to respond back in kind in the meeting itself.

d. If you are angry or otherwise feel a high emotional level while composing a note, you might want to save the note and come back to it in an hour or the next day. The content of your communication is likely to be clouded by the energy of your emotion.

e. If you say something in a lighthearted or joking way, put the word <grin> or a sideways smilie face :-) in the note. It may seem a bit like overkill, but it really does help. Other sideways "emoticons" you can use in your notes include a frown :-( or a wink;-}. Including jokes and other lighthearted humor can build a sense of caring community, so don't give them up altogether; just be careful that they are not misinterpreted.

f. If you see a note that appears to have a high anger level, do your best to tone the author's emotion down in your own mind. Remember that the medium tends to amplify emotional level, so the person probably isn't nearly as angry as the note indicates, especially by the time you read the note.

g. Use common sense, as well as any communication theory you may know. A person who is in a highly emotional state can sometimes be brought back to a thinking state with a question, preferably a question that starts with a word other than "why". Pick up the content of the note, rather than the emotion, and ask the writer for clarification of that content. Acknowledging the author's feelings can help, for example, "Your note indicates to me that you care deeply about this subject. How does ..."

h. All of us at one time or another will post a note which is perceived by someone to be sharp-edged or inappropriately caustic.  Sometimes we catch ourselves after the fact, or another calls to our attention that a note has "scorched" a bit. A prompt acknowledgement and simple "I apologize for any offense taken" is, in such situations, always appropriate and helps maintain a sense of community.

5. Hearing and being heard:

Your understanding of communication theory, and especially listening skills, can be extremely helpful. In a dialogue, give feedback to the person you are corresponding with, to indicate that you have thought carefully before giving your reply. It can be helpful to copy a small portion of their note into yours, and marking it with greater-than signs, e.g.:  > this is what you wrote to me

One can also paraphrase, or say what you like about an argument, before you rip it to shreds <grin>. This technique is particularly important in a mass meeting where lots of people are discussing something, as your response to a particular note may be received out of its original context. Likewise, using "I messages" ("I felt angry when I read your note") rather than "you messages" ("your notes are garbage") can help improve communication.

6. Spelling and other unintended errors:

Ignore speling capitaliazation grammar and style mistakes that others may make. Do your best to spell properly yourself, but don't fret about it. We are communicating, not crafting our notes in order to win the Nobel prize in literature.

7. Sending word processor documents:

A word processor document can be sent either as a file (attached or "send direct") or it can be converted to "text" form and sent as a note. The following have proven to be workable guidelines:

a. If the file is under two pages, has little formatting (no footnotes or italicized text), and the primary reason for sending it is so the recipients can read it or comment on its content, convert the file to a text file and send it as a note.

b. If the file is intended to be edited by the recipient, or formatted for printing on paper, send it as a "file" (either "attached" for groups, or, if the file is small enough, using "send direct" for individuals). (In its native format a word processor document can contain boldface, special fonts, footnotes, and other formatting that would otherwise be lost if you converted it to text and sent it in a note.) If, however, all recipients do not use the same word processor software, convert the file to "text" and send it as a note. If you do not know whether all the recipients have the same word processor, convert the document to text and send it as a note.

c. If the file is longer than 12,000 characters, the persons you are sending it to will appreciate it if you learn how to compress a file. Then "attach" the file to a new meeting, sending the new meeting to the people you want to get the file. Compressing a document this way can cut down on the amount of time it takes a person to download it, saving money and time.

8. Tips for the workplace:

a. Use practice meetings, personal notes, and private meetings as a secure place to practice communication skills before trying them on important documents.

b. As a courtesy to others, and to protect yourself, please be careful to limit your personal use of Ecunet, especially during work hours, so it does not (appear to) interfere with your work. Consult your supervisor (if any) if you have questions.

c. Only you can decide (with advice from your supervisor, if any) which of the "electronic meetings" are important to your work and relationships. Please "leave" any meetings that are no longer useful to you, or which are no longer active.