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Explain organizational protocols and etiquette generally associated with email, websites, and media releases.

Quick answer:

Organizational protocols generally associated with emails include courtesy and use of company letterheads or email signatures. Correct etiquette with regards to websites involves ensuring that confidential information is kept private and that the website is a good reflection of the brand. Media releases may have embargoes, which must be respected. These releases should be on-brand, informative and answer as many questions as possible.

Expert Answers

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When it comes to email, most companies will insist on consistency. This means that emails must be sent on a company letterhead or with a company email signature. It goes without saying that protocols will require staff members to be courteous when liaising with colleagues, clients and stakeholders. Staff may be forbidden from using staff email or other online resources to conduct private correspondence. It will likely be absolutely forbidden to use these resources for external money-generating activities.

With regard to websites, privacy considerations must be adhered to at all times. If a customer provides you with his or her contact details or banking details, these must be protected in every manner possible. A website is often a customer’s first introduction to the company, and it needs to represent the company and its message well. In terms of webpage formatting, good website etiquette involves making the site as reader-friendly as possible, with subheadings, well-structured paragraphs and relatively short sentences. The website should be responsive, meaning that the content will display well whether the site is visited from a computer or a mobile device.

In terms of media releases, protocols will sometimes dictate that the content be embargoed, or kept secret, until a certain time. This is to ensure that information is released to all media at one time, and embargoes can be part of product launches or public relations strategies. In terms of etiquette, every media release should be well researched and structured and altogether truthful. It should provide stakeholders, journalists and other interested parties with all the information they need to inform the public and make informed decisions. A classic media release strategy is to ensure that a release covers “the five w’s and the h”, being Who, What, Where, When, Why, and How.

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