Using Technology Productively and Politely

As P.E.O. continues to change with the times, many of us are embracing new technology. In this, the information age, email has become pervasive as the most efficient way to share information and exchange ideas. In addition, social networking sites such as Facebook make it easier than ever to keep in touch with your P.E.O. sisters around the globe. These tools can be beneficial but also come with their own set of problems.

Email Etiquette

The email addresses of many state, district, provincial and local chapter officers are available online. This is invaluable information that helps members communicate and expedites the business of P.E.O. In addition, many local chapter yearbooks now include the email addresses of members as just another way to stay in touch with sisters. Usually P.E.O.s are conscientious about using this information appropriately— emailing only to pass along important information or to send a friendly message of birthday wishes or congratulations.

Occasionally however, P.E.O. sisters may be put on a group email list and be on the receiving end of a chain email forward. Most forwarded messages are benign and may be no more than a nuisance but sometimes “forwards” stray into the subject of political or religious commentary, which could disturb or offend recipients. Like any large family, P.E.O. sisters have varying beliefs, feelings and opinions on various issues. Even some humorous forwards may strike the wrong chord—not everyone shares the same sense of humor. It is advisable to think twice before sending any mass email forwards. Will EVERYONE on your distribution list find the message valuable or funny? Unless they are all close friends or family there is really no way to know for sure. If you are forwarding a warning about a computer virus or public safety, have you verified it on snopes.com? You don’t want to perpetuate false information or spread unwarranted fear. If you decide forwarding a message is the right thing to do, be sure to remove any email addresses in the body of the email and if you must forward to more than one person, put your email address in the “To” field and all the others you are sending to in the “BCC” field to protect their email address from being published to those they do not know.

Sisters on the receiving end of messages that they find offensive or bothersome should not be afraid to nicely ask the sender to stop sending chain emails and other types of forwards.

Circulation & Email Circularization

Do not use the online Directory of Presidents for circularization (the circulation of letters or canvassing members and/or chapters.) None of our publications or our listings, e.g., Bed and Breakfast, Rx:TLC, Reciprocity Reference, are to be used as mailing lists or mass emails. Emails are only intended for official P.E.O. business, e.g., sending an Introduction of a Woman Who Is Not a P.E.O. form or contacting an officer regarding a transfer.

Our members provide us with these email addresses with the understanding they will not receive “spam” emails from P.E.O. members or mass emails. Chapter presidents and state officers have allowed us to publish their email addresses for your convenience. Please respect their trust in us.

Each P.E.O. needs to be aware of the provisions of Standing Rule #2 of the International Chapter, found on page 83 of the Constitution. Standing Rule #2 requires state and/or International executive board authorization for circularization among members, local chapters, reciprocity groups, or P.E.O. groups. Any circularization beyond the state chapter on any subject must be authorized in advance by the Executive Board of International Chapter.

Social Media Guidelines

Various social media options are available on the Internet. Social media sites such as Facebook or Twitter provide networking opportunities for P.E.O.s joining these groups. International Chapter recognizes that many groups have been started by individual members and/or chapters. While these groups provide networking with other P.E.O.s, they were not started, nor are they monitored or supported, by International Chapter. Members join at their own discretion.

Members using social media sites (e.g. Facebook, Twitter, etc.) for the purposes of providing an electronic social networking tool for P.E.O. members should consider the following guidelines.

1. Preference should be given to “closed” sites that require a participant to be a P.E.O. If your social media site allows open membership, be conscious that your content will portray an image of P.E.O. to participating nonmembers.
2. Members who join any of these groups should be reminded that they must abide by Standing Rule #2—Circularization, and not use any of these groups for the purpose of promotion of International Chapter projects or circularizing opinion on any subject without the permission of the Executive Board of International Chapter. (See Constitution, SR #2 paragraphs
   2 and 3).

NOTE: Authorization is not required for social correspondence and/or routine reciprocity business among member chapters. However, advertising on these social media sites is not permitted.

When creating a social media site do not use the official P.E.O. insignia (the star, letters P.E.O. and Greek key design). The new informal logo with the yellow and pink daisy, a rendering of the emblem, stylized stars or marguerites may be used. Be cognizant that the appearance of your Facebook wall or social media front page portrays an image of P.E.O. to everyone—members and nonmembers.

If you are offering a social media site, keep it current. Sites with stagnant information and/or little or no activity do not provide value to their members.

DOs and DON’Ts of Email

Email is an amazing tool. Its immediacy is one of its greatest assets. It can also be one of its biggest downfalls. Don’t just mindlessly shoot off email messages. Especially if you are angry or emotional, take a step back before you hit “send.” Once that message is gone, there’s no way to get it back. Be a courteous email correspondent—here are some tips to keep in mind. With a little bit of thoughtfulness, friends, family, business associates and P.E.O. sisters will be happy to see messages from you in their inbox.

• Do not default to "Reply All"—Does everyone on the distribution list need to see your reply? Do you want them to?
• Keep emails short—Too much text in an email can be intimidating
• Write meaningful subject lines—Not only will this get the reader’s attention and help them organize their inbox, it will help keep your messages from getting filtered as “spam.” Perhaps for P.E.O.-related messages, include “P.E.O.” in the subject line.
• Clean up emails before forwarding them—Forwarding emails is a great way of sharing ideas, but make sure the original idea is not hidden in a bunch of clutter.
• When in doubt, send plain text email, not HTML—Not everybody can receive fancily-formatted emails.
• Don't forward hoaxes—Forwards often contain stories that are intriguing but untrue. Snopes.com is an online resource that debunks (or validates) internet rumors and urban legends.
• Use antivirus software—Make sure you're not spreading worms and viruses via email or acting as a vehicle for spreading spam.
• Say why you think a forward will interest the recipient—If you decide a forward would be of value to a friend, write a short message explaining why you are sending it. A forward with no message is impersonal and may come off as thoughtless.
• Let people know you got their message—If you will not be able to respond right away, at least let the sender know you got their email. Don’t leave senders hanging, wondering if a spam filter caught their message or if it is otherwise somewhere lost in cyberspace.
• Ask before you send huge attachments—Some email systems can’t handle very large files.
• Use punctuation—It makes it easier to understand the intended meaning of sentences.
• Use acronyms sparingly—Not everybody knows every acronym. Don’t assume they do.
• Don’t shout in your emails—Writing in all caps is like shouting; and all caps is difficult to read.
• Be careful with irony and sarcasm in emails—Tone is difficult to convey in email. Trying to use irony or sarcasm can cause misunderstandings.