Digital

Etiquettes

For Chartered Accountants

CA Ayushree Khanna

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• Practising Chartered Accountant

(Ayushree Khanna & Associates)

• CA Student Mentor

(Guided many students pan India)

• Career Counsellor & Motivator

(Counsellor with ICAI)

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Digital Etiquettes

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Meaning of Digital Etiquettes

• Digital etiquette refers to set of guidelines and best practices for appropriate and respectful behavior in online interactions.

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• Digital etiquette helps maintain professionalism and courtesy in all forms of digital communication.

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Some Examples of Digital Etiquette often ignored by Professionals

1. Email Overload

Sending excessively long emails or including unnecessary recipients in the CC field.

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2. Unprofessional Language

Using casual or inappropriate language in professional communications.

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3. Delayed Responses

Failing to respond to emails or messages in a timely manner.

Some Examples of Digital Etiquette often ignored by Professionals

4. Video Conferencing Lapses

Not muting the microphone when not speaking, or joining calls from noisy or cluttered environments.

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5. Social Media Missteps

Sharing overly personal content or engaging in heated debates on professional networks.

Netiquette

Describes the rules of conduct for respectful and appropriate communication on the internet. Netiquette is often referred to as etiquette for the internet.

Why this for Professionals like us ?

Global Presence

Global Growth

Global Reach (outsourcing)

Various Aspects of Digital Communication

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We Communicate Digitally Through

E-Mailing

Video Conferencing

Social Media Conduct

Document sharing & Management

1. Clear and Concise Communication

• Example: Using a subject line like "Q4 Financial Report Review" instead of "Report"
• Keep emails brief and to the point (carefully use Chat GPT etc)

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2. Professional Tone and Language

• Example: Using "Dear Mr. Singh" instead of "Hi Singh".
• Avoid slang and overly casual language
• Use proper salutations and sign-offs

E-Mailing

3. Prompt Responses

• Example: A CA who replied to client emails within 24 hours was praised for reliability, enhancing client trust.
• Respond within a reasonable time frame
• Acknowledge receipt if a full response will take time

E-Mailing

Video Conferencing

1. Preparation

• Example: CA testing video setup before a client meeting.
• - Test technology beforehand (camera, microphone, internet connection)
• Ensure a clean and professional background

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2. During the Meeting

• Dress appropriately
• Mute yourself when not speaking
• Maintain eye contact by looking at the camera

1. Professional Image

• Example: CA sharing industry articles on LinkedIn.
• Keep personal and professional accounts separate
• Be mindful of what you share and like

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2. Engagement

• Example: Respectful engagement in tax policy discussions.
• Engage respectfully with others
• Avoid controversial topics that could harm your professional image.

Social Media Conduct

Even using CA or Ca/ca matters.

Social Media Conduct

Compliment in Public & Comment in Private

• Confidentiality
• Example: Using secure document sharing platforms like OneDrive for Business or Google Drive with restricted access.
• Use secure platforms for sharing sensitive information
• Verify recipients before sending confidential documents

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• Organization
• Example:Naming files like "ClientName_FY2024_TaxReturn.pdf" for easy identification and retrieval.
• Organize documents logically
• Maintain proper version control.

Document sharing & Management

Cybersecurity Practices

1. Password Management

• Example: Using a password manager to create and store strong, unique passwords for different accounts.
• Use strong, unique passwords for different accounts.
• Consider using a password manager.

Cybersecurity Practices

2. Email Security

• Example: A CA identified a phishing attempt by noticing a slight misspelling in the sender’s email address.
• Be cautious of phishing attempts
• Verify the sender's email address

Cybersecurity Practices

3. Data Protection

• Example: Regularly backing up client data to a secure cloud storage solution.
• Regularly backup important data.
• Use encryption for sensitive information.

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Online Collaboration Tools

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Microsoft Outlook

�Provides features like email encryption, scheduling, and organization through folders and tags.

ProtonMail

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Ensures end-to-end encryption for secure email communication.

Email Management Tools

Secure Communication Tools

Zoom

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Widely used for virtual meetings, it offers features like waiting rooms, screen sharing, and virtual backgrounds.

Virtual Meeting Platforms

Gmail

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Offers efficient spam filtering, customizable labels, and integration with Google Workspace for seamless collaboration.

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Signal

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A messaging app known for its strong encryption and privacy features, ideal for sensitive discussions

Microsoft Teams

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Integrates with Microsoft 365, providing chat, video meetings, and file collaboration.

LastPass

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Stores and generates strong passwords, ensuring secure access to various accounts.

Google Drive

�Offers real-time collaboration on documents, spreadsheets, and presentations, with robust sharing and privacy controls.

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Uses boards, lists, and cards to organize tasks and projects, promoting clear communication and collaboration.

Cloud Storage and Collaboration Tools

Project Management Software

Password Management Tools

Dropbox

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Provides secure file storage and sharing, along with integration with various productivity tools.

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Helps manage projects with features like task assignments, deadlines, and progress tracking.

1Password

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Offers a secure vault for storing passwords and sensitive information, with multi-factor authentication support.

ShareFile

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Offers secure file sharing and storage, with compliance features for data protection regulations.

Coursera

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Offers a wide range of courses on digital skills, data security, and professional development.

Survey Monkey

�Enables creating surveys to gather feedback on digital interactions and professional conduct.

LinkedIn Learning

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Provides courses on various digital tools and best practices, helping CAs stay updated with the latest trends.

Feedback and Improvement Tools

Learning and Development Platforms

Secure File Sharing Tools

Google Forms

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Allows designing custom forms for collecting feedback from clients and colleagues.

WeTransfer Pro

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Provides secure file transfer with password protection and customizable expiration dates.

Buffer

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Enables scheduling, tracking engagement, and managing social media content efficiently.

HootSuite

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Allows scheduling and managing posts across multiple social media accounts, helping maintain a professional presence.

Social Media Management Tools

Things to consider while taking Online Tools

1. Choosing the Right Tools

• Example: Using Microsoft Teams for client meetings and Slack for internal team communication.
• Select tools that meet your professional needs (e.g., Microsoft Teams, Slack)
• Ensure tools are secure and reliable

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2. Effective Use

• Example: Setting clear guidelines for Slack usage, such as turning off notifications outside business hours.
• Set clear guidelines for tool usage
• Respect colleagues' time by scheduling notifications and messages appropriately

Professional Development and Networking

1. Online Learning

A CA completed a Coursera course on

advanced tax planning, enhancing their

expertise and credibility.

• Take advantage of webinars and online

courses.

• Engage in professional forums and groups.

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2. Networking

Attending virtual ICAI conferences to connect with peers and industry leaders.

• Connect with peers and industry leaders on LinkedIn
• Participate in virtual industry events and conferences.

Legal Frameworks that Govern Digital Communication and Behavior

1. Information Technology Act, 2000

This act provides the legal framework for electronic governance by giving recognition to electronic records and digital signatures. It includes provisions to address cybersecurity, data protection, and privacy.�

• Example: Sections 43 and 66 cover unauthorized access to computer resources and data theft, emphasizing the importance of maintaining confidentiality and security in digital communications.

2. Indian Penal Code (IPC)

Certain sections of the IPC can apply to digital behavior, especially regarding defamation, harassment, and privacy breaches.

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• Example: Section 499 and 500 of the IPC deal with defamation, which can be applicable to defamatory statements made online.

3. General Data Protection Regulation (GDPR)

• While GDPR is a regulation by the European Union, it affects Indian businesses that handle the personal data of EU citizens. Adhering to GDPR principles ensures higher standards of data privacy and security.

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• Implementing strong data protection measures to comply with GDPR can be seen as good digital etiquette, even if the primary legal framework is outside India.

4. The Chartered Accountants Act, 1949

This act governs the profession of Chartered Accountants in India, and ethical guidelines set forth by the ICAI include maintaining confidentiality, integrity, and professionalism in all forms of communication, including digital.

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• Example: The ICAI Code of Ethics requires CAs to adhere to principles of professional behavior, which implicitly includes digital etiquette.

5. The Digital Personal Data Protection Bill, 2023

Personal Data Protection Bill, 2019 (yet to be enacted):

This bill aims to protect personal data and establish a data protection authority in India. Following its principles ensures respectful handling of personal data.

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• Example: Ensuring explicit consent before collecting or sharing personal data aligns with good digital etiquette.

By following these laws and guidelines, professionals can ensure they maintain proper digital etiquette, contributing to a secure and respectful digital environment.

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Books & Some References

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Some Recommended Books On Digital Etiquette That You Might Find Useful:

+91-8059537003

Open for Questions/Discussion

caayushreekhanna@gmail.com

Thanks!