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Transcript
Hi, everyone. Leo Notenboom here for askleo.com. Earlier today, Seth Godin, a respected internet journalist, entrepreneurial type and someone that I pay attention to and follow, posted a list of ten tips that he actually targeted at people are coming to technology for the first time. The target heâs laid out was newbies, essentially, people maybe entering the business world or going to back to school this fall or whatever.
As I read through his list, I realized that you know, they really apply to everyone. They really could apply to just about anyone whoâs, even myself, whoâs been on the internet forever. Itâs a good reminder. So what I want to do today is run down, essentially my version, of that list of his and just sort of act as a reminder as you maybe go back to school or go back to work after the holiday or whatever.
Number one. Donât hit âreply allâ unless you mean it. This is one of those mistakes that crop up from time to time and in fact, once again, there was an article published in the New York Times where someone basically sent a message to a large list unintentionally and people didnât understand why they were on that list so they all started âreplying allâ to say, âTake me off this listâ.
Thatâs not the thing to do. Thatâs not the way to do it. It ended up bringing the mail servers to a halt because of the overload of everybody sending all of those messages. It actually harkens back to a day, this actually, this same thing happened at Microsoft. Ask any old-time Microsoftie about something called Bedlam DL3 and they will tell you thatâs exactly what happened.
Somebody set up a test mailing list, mistakenly sent something out to the entire company and one by one, lots and lots of people started âreplying allâ and the mail servers all crashed. It took, I think, two days to recover from that. So, itâs not just about mail server load, of course. You donât necessarily want your reply to go to everyone, nor should your reply necessarily apply to everyone. Just do it when you mean it and make sure you are paying attention when you do.
Number two. Be sure you mean it when you hit âsendâ. You canât unsend and email. You canât get it back. I have articles on this. This is one of those topics that comes up from time to time. Once messages are sent, they are completely out of your control. Make sure you mean it when you hit âsendâ.
Number three. If you can, and there are reasons why it might be the right thing to do, but for the most part, donât type in all caps. The problem is that all caps means shouting. It just does. Now the problem with that, of course, is that when I, for example, read a message thatâs written in all capital letters, I read it as if someone is shouting at me.
That shouldnât necessarily do that but thatâs the way it comes across. And unfortunately, what that means is thatâs going to color my reaction to that message. Itâs not just me. This is industry wide. This is internet wide. When people get messages that are typed in all upper case, they will react to those messages as if they are being shouted at.
And rarely is that the reaction youâre really looking for. Now, after having published an article on this very topic called, âWhy is everybody on the internet so grumpy?â the feedback I got from at least one person was that they choose to use all caps for vision reasons because itâs easier or better for them to read. Iâve two responses to that. One is there are potentially other solutions. Things like making the font bigger, using a higher contrast color scheme, those kinds of things but those arenât necessarily options for everybody.
So Iâve two suggestions for you if you must type in all caps. One, remember people are going to react as if youâre shouting at them. Just be aware of that and two, especially for people that you correspond with frequently or maybe people that you donât, just let them know, youâre not shouting; youâre typing in all caps because of this issue. Theyâre still going to at a very visceral, very emotional level, itâs really strange when I read these things, itâs a very deep-seated feeling, when you read a message in all caps, itâs like youâre being shouted at. Thereâs just no way around it.
Number four. Donât buy anything from a stranger who contacts you. So by that I mean, and this is something that happens all the time especially via phone and on the internet. If someone reaches out to you and youâve never heard of them, hang up. Delete the mail. Do whatever. Instead, if something is going to be legitimate, A) You should already know who they are and why they are contacting you or you should be contacting them and if thereâs any objection to you saying, âHey, I donât know who you are or let me, this is a bad time, let me contact your company myself so that I can initiate the transaction, the sale, the whatever.â If thereâs any objection to that, thatâs even another sign that itâs probably not everything itâs supposed to be.
Never, ever purchase from strangers who contact you. Always be the one who initiates the contact so that you know who it is you are talking to.
Number five. Itâs kind of a harsh reality and I donât necessarily agree with it as an absolute statement but itâs a great way to think about the internet. Everything you do online is being recorded somewhere. Now like I said, I donât necessarily agree with that, but enough of it is true, itâs true enough that you should act accordingly. Donât do something online; donât say something online; donât share something online that you would not be completely happy with appearing on the front page of your local newspaper.
Thatâs a great rule of thumb. Assume that everything is being recorded and assume that thereâs a risk that it will go public. Thatâs the safest approach you can take.
Seth Godin didnât get to this until number six. For me, honestly, itâs number one and if I say that, you probably know what it is already. Back up. Back up your data, back up your computer; back up whatâs on your phone. If a picture, if a file, if a whatever is in only one place, itâs not backed up. If you were to lose your phone and everything on it was only on your phone, itâs gone forever. Period.
On the other hand, if you had second copy, maybe in the Cloud, maybe on your computer, wherever, it doesnât really matter, then you donât have this risk of suddenly losing lots of important information because you lost your phone, because your hard disk failed or something like that. Back up. You know this. Iâve been saying it for years.
Number seven. When in doubt, reboot and this applies, in his list, he mentions it as number seven, reboot your computer, remember your phone is a computer, your camera is a computer, your TV is a computer, your DVR is a computer. All of these devices are computers. If somethingâs acting up and not acting properly, reboot it. Itâs the very first thing that almost any technician is going to suggest you do.
Itâs just the nature of technology that a lot of different things get cleaned up and cleared up and reset to a better state simply by rebooting them. And in his continuation, he says, âYou know, if that doesnât work then visit your favorite search engine (Duck Duck Go, in his case) and search. Thereâs a really, really good chance that people, other people are already out there experiencing whatever problem it is youâre having and may in fact already have a solution or a work around or at least can share some sympathy with whatever the issue you have is.
Number eight. His point of view is to become an expert in something you need to do more than read the first link that shows up in a search result. Iâm going to go deeper than that. You donât necessarily want to be an expert in something that youâre searching on. You just want an answer. Thatâs why people show up at Ask Leo! I get that. But the first response or the first listing in Google, it may be helpful it may not. The second may or may not.
Do some research. Take the time to look at multiple answers for whatever it is youâre researching be it a computer problem or be it just some information or some news information, look at multiple sources to see if thereâs a consensus on the kind of answer youâre looking for; if the solution is what you need it to be. Especially when it comes to rumors and news and oh my gosh kind of, especially on social media postings that are just highlighting the most recent supposed atrocity by so and so, check Snopes.
Go to Snopes.com to check for urban legends, false information, thereâs so much of it out there right now. Sites like Snopes and others are a great resource to make sure that before you react without rage to some story youâve read, make sure youâre not reacting to something that is actually completely bogus. Not only does it make, give that story way too much legitimacy but it doesnât really reflect all that well on you when itâs later pointed out that you just got all upset by a fake story.
Number nine. Be generous. Offer to help a community, like he says three times or so, before you turn in and ask for help from that same community. Give more than you get. Itâs not, itâs a variation of the Golden Rule but it is something that I think applies really, really strongly. Give more than you get and you will get more than you expect.
Number ten. This is really a follow on to number eight where I talk about checking with Snopes. Donât believe everything you read online. In fact, donât believe most of it. Everybody has an agenda; they really do and when theyâre presenting information, they color that information with whatever agenda it is that they have. Take the time to research it if you can. Be skeptical at least when you read anything online.
And a bonus number eleven, be kind. Everyone you meet is fighting a battle you know nothing about. Kindness goes a long, long way.
So, what are your suggestions to add to this list? What kind of tips would you give either as refreshers to people who just have been at this for a long time, like me, or to people who are just entering their online world for the first time be it online in business, online in school or even online after having lived a life offline and now coming to understand all of the wonderful things we can do in our internet and connected world.
As always, hereâs a link to this article out on askleo.com. This is where we actually allow you to post comments; itâs where we moderate the comments to keep the trolls out and every comment is read. I really, really appreciate all of them. Until next week, Iâm Leo Notenboom for askleo.com. Remember, have fun, stay safe and donât forget to back up. Take care.
The Tips
- Donât hit âReply Allâ (unless you mean it)
- Be sure you mean it when you hit âSendâ (Thereâs no âun-sendâ.)
- DONâT TYPE IN ALL CAPS (all caps means shouting â it just does)
- Donât buy from a stranger that contacts you (phone or email)
- Assume EVERYTHING is being recorded (and act accordingly)
- BACK UP!1
- When in doubt: reboot
- Do the research! (Itâs more than the first link in a search result)
- Give more than you take
- Donât believe everything you read online
and a bonus:
- Be kind. â âEveryone is fighting a battle you know nothing about.â
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ANOTHER GREAT ARTICLE!! THANKS!!
*chortle*titter*
đ đ đ
Hi Leo,
Please relax. We need you for a long time.
Uri
Having had a computer in my home since 1984 (and I still know how to issue DOS commands!), I have been well aware of all of the things you mentioned. I do have a comment on the one about not using all caps. I have an old friend who suffered a major stroke a half dozen years ago. It affected her sight in a strange way; she can see, but only to the right and left of center, and then itâs blurry (thereâs a complicated name for it it that I donât remember). The end result relative to emails is that she requests that all emails sent to her use a black 18pt ALL CAPS font on a yellow background. To a normal-sighted person, this is shouting on steroids, but for her, itâs the only way she can read the emails. Iâm certain there are many others around the globe with the same issue, and all caps is the remedy for their problem.
As I said, I totally understand that this is a necessity for some (though, again, Iâd look for other options as well). Whatâs most important is that your friend realize that people will react a certain way to reading her mails and thereâs nothing that she can do (other than apologize every time, and even that doesnât stop the visceral reaction). Thereâs no way to change the reception of those messages.
On #1 (Donât hit Reply All):
If you got that email thru, say, Google Groups, and you belong to that group, a simply âReplyâ will also go to all members of the group. You have to take the time to replace the Group address with the specific person for this email, or it goes to the entire group. To leave the group, youâll either have to log in to group registration and cancel, or contact whoever set up the group.
Hello Leo and everyone,
Another suggestion I would add to the list is, Donât be afraid to ASK! Ask a question, ask for help, ask for advice. There are people out there that know more than each of us, and if we donât inquire them, we may never find out those things that may be essential to our âcomputer-well-beingâ. I for one loved to be asked (have been in the computing and software business for 40+ years), just so I can strain my brain, help others, and even learn something myself â which I probably do every day. The only âbadâ question is the one that does not get asked.
Keep up the great endeavors! Vicki
And Ask Leo! đ or ask Google.
As they used to say at work. âThere are no stupid questions, only stupid mistakes.â
Or, as the old adage goes, âThe only stupid question is the one that isnât asked, but thereâs no limit on the number of stupid answers, so be really darn careful.â I think thatâs how it went. đ (See Leoâs Tips 8 & 10.)
Actually, itâs not true that there are no stupid questions. I see them daily. For example, âWhere did my emails go?â with no reference to which email program or webmail website, which OS or what they were doing when the emails were lost.
Mark, you are sooo right â there are stupid questions, mostly from folks who are too lazy to read or search for answers themselves. These folks want others to do the work and find answers for them. But Leoâs âbe kindâ tip applies to them as well. We can all benefit from kindness.
Thank you so much Leo for yet another big help from you to all of us newbies (and as you say, reminders to the savvy)! The only thing Iâd add to this list is to use BCC when sending to multiple people. Itâs irritating to receive so many addresses, (many with 6 or 7 additional lines of phrases) so that one has to scroll down, many times interminably, to get to the messageâŚ..and it wasnât even important enough to warrant all of this trouble! Another bad thing of using the TO instead of the BCC is that it endangers all those addresses being free to hackers and other just mean jerks for the asking. Itâs incredible how those people persist in doing it despite that from time to time someone says âPlease remove all addresses before forwarding!â
THANK YOU again for all your help!!! :o)
BCCâs always one of the first things I teach my students.
https://askleo.com/how_do_i_hide_the_email_addresses_im_sending_to_on_a_message/
Iâd add to your promotion of healthy skepticism that âdo not buy anything from a stranger unless you initiated the contactâ and âdonât believe everything you read/hear/see/whateverâ apply far beyond our online dealings. Donât buy from that vacuum-cleaner salesman who comes to the door (yes, an actual vacuum-cleaner salesman has appeared at my door in the last year or so). Donât assume that any salesperson has your best interests at heart when they tell you which model to buy (this is very true for purveyors of investment instruments!). Donât automatically believe your newspaper. Donât automatically believe TV newscasters. Donât automatically believe what your neighbor tells you over the back fence. Really, really, really NEVER automatically accept the premise that there is any truth in advertising!
Looking for multiple sources of information, and opening transactions ourselves when we want to buy something (rather than allowing others to open those transactions) will stand us in good stead in every arena.
Okay, so on the all caps issue, surely there is some (simple?) solution that exists or that could be programmed that would make the font, color, size, background color, etc., the way the person writing/reading it requires for their particular circumstance or preference? Seems like there could be something like that built into browsers and/or email readers that could do that. Then everyone would be happy, at least about this. Seems like there should be no reason for anyone to have to suffer on either end of this.
What Iâm about to say next, for the record, is just a bit of silly teasing. I realize that itâs fairly common for the font of a web siteâs title on the page to be in all caps. I notice that this is the case with âAsk Leo!â I mean, there it is, right there at the top of the page, not only in all caps, but with an exclamation point to boot. Why, itâs almost like youâre instructing us to shout our questions to you, Leo! *DaRfC*
On a web page a designer can create fonts in many ways. Headlines are often done this way, and yes, itâs done with programming in a stylesheet. Itâs very easy to turn text into all-caps. Itâs not easy to turn all-caps into regular typing â because that takes much more complex programming.
It can be done in email as well, but itâs not as easy. Some email clients also allow a person to style the html they send â though there can never be any guarantee what the recipient will see on the other end. The bottom line is that it can become so complex that it can easily end up in a giant mess. In the end experienced web designers learn that keeping things as simple as possible is the best strategy. So bottom line is to keep that all-caps typing to a minimum.
Yep, thatâs my logo. (Trademarked and all.)
CTRL-plus is a fairly standard way to make the font larger in most email programs and browsers.
Hotmail and Outlook Express, and presumably others, allow settings to defer delivery by a user-specified number of minutes. This can be for one email or all. It can be bypassed with a âsend immediatelyâ button.
I have that feature on my phone, and it might be good to stop that occasional impulsive email from being sent, but nothing beats a little self control. Type your email, stop think it over, then send.
In paragraph 3 you had a GREAT opportunity, at the end, to demonstrate a SHOUT.
He did it in the summary.
â3. DONâT TYPE IN ALL CAPS (all caps means shouting â it just does)â
A potential slight spelling error:
âAnd a bonus number eleven, be kind. Everyone you meet is fighting a battle you know noting about.â Noting?
Maybe you should add: Proofread what you write before transmitting. (;
We do proofread. Sadly, we remain imperfect humans. (Thanks for the note â fixed it.)
âTo error is Humanâ. Itâs just some (like me) seem to be more human than others. (;
I would add that Snopes can be a good resource, but they also have a bias and arenât always completely forthcoming in their assessments.
Theyâve been accused of bias over and over and over again â usually by people with agendas that are, to put it politely, not in alignment with facts. This so-called bias has, itself, been debunked time and time again by other third parties. Bottom line: no one is perfect, but Snopes is pretty darned good.
Good list Leo. When it comes to emails and new people entering the business world, itâs good to learn some âgood practicesâ. These may seem silly when youâre a newbie, but theyâll pay off as you move up in the world. Here is my list of good email practices:
(a) Always write a subject line for the email.
(b) Do read the entire text of a received email before replying or acting. The subject line wasnât meant to be the entire email. Itâs embarrassing when the sender points out that he or she already addressed your issue in the original email â which you never read.
(c) NEVER send an email with just the subject line and no text in the email body. You do that a few times and your emails wonât be opened.
(d) When youâre feeling pressured or perturbed, write your email (or reply), but donât sent it. Save it and read the next day before sending. Chances are that youâll decide to tone it down.
(e) Sometimes in the chain of replied and forwarded emails the subject matter morphs and changes. Take the time to change the subject line or add to it. Also, take the time to pare down the list of recipients who will no longer be interested in the new topic.
(f) Use proper English and complete sentences. If you write like you speak, donât expect people to understand you (they donât see your expressions, hand gestures or hear your voice intonation). If youâre not understood, you wonât be heard â and eventually youâll be ignored. To err may be human, but too many of such âerrsâ and youâre unprofessional. To say another way: Forget your smart phone texting habits for (business) emails.
(g) When sending an email to a large number of people, introduce the topic and say why you are including all of them in the email. Not everyone has been following your hallway conversations.
(h) If you want something from someone, state that explicitly. Ask a question or tell them to do something. If youâre sending an email for information, then say this is FYI only â no action is required. As a corollary, if youâre describing something and expect the recipients to reach a conclusion, then explicitly state the conclusion that you want ALL the recipients to reach.
(i) If your topic is complex and has a lot of data associated with it, donât just cut and paste a large volume of gibberish into your email and expect the receiver to decipher and understand it. Summarize the topic at the top of the email (like an executive summary) and say the details are attached.
(j) Never respond to an email with a one-word or brief reply, such as âYesâ, or âI understandâ. This type of response gets lost in translation and the other guy is never sure what you understand or youâre saying a âyesâ to which part of the original email.
Finally, even if you think youâre the big boss, do practice proper email communications, otherwise there is a good chance that youâll look silly.
a&b) sometimes a good subject line might be âPlease read the entire email before responding.â đ
That may help with a few, but there will still be those who respond without bothering to read the basic email, let alone the follow-on comments. I find this to be especially true of support people. I contact them about one thing, and they send a pre-written response about something else.
We see this even on Ask Leo. People ask questions that were covered in the article or comments.
Come on Old Man, thatâs exactly why I wrote that, because of all the ridiculous questions we get, often people apparently simply copying and pasting in the title of the article.