Avoiding Office Email Gaffes

    I was saving this for later (when someone sends me a stupid e-mail which they should not have sent). With the amount of badly prepared message I have received lately, I thought I should post it. This is really for people who do not take sending e-mail serious. What is generally thought of as something fun, is very serious when you send out something stupid to someone who you might offend. Examples are: co-workers, bosses, clients, relatives, potential employers, spouses, etc.

    One of the best, is the guy I used to know, who constantly complained about his wife to all his friends. He complained so much, he angered a few of them to the point where they forwarded all of them to his wife. OK, soon to be ex-wife. Last time I heard, her lawyer was trying to get the house, all the cars, custody of the kids, and alimony. From a couple of carelessly miss-addressed e-mails I received (remember this one later), he had expounded on a few extramarital affairs which his then wife also received as attachments.

    I have created about a dozen of these lists and put them on the internet. It's time for someone to get credit for writing stuff. I have seen my instruction sheets and advisory lists sent out to mailing lists without credit for writing them. There are so many ways to say the same stuff, I am tired of recreating it over and over and over again. Even if you dismiss most of the information in here as irrelevant, It is interesting all the same.

Avoiding Office Email Gaffes

Smart email use is all about common sense.

    Just because e-mail is an everyday part of life in the office doesn't mean it's something you don't have to think carefully about. Sending or receiving ill-conceived or improper email via your work account can lead to everything from embarrassment to disciplinary action.

    Or both. Consider the case of one London couple, which last year had their private email correspondence forwarded around the world after the young man involved forwarded a sexually revealing email from the young woman to some pals at work. In addition to the resulting ignominy both suffered, the young man involved became the subject of an investigation by his law firm.

    Of course, your email gaffes are most likely not going to turn you into a global laughingstock. But office email, when used improperly, can undermine your efforts to get ahead in your career. Following are some tips to help you use email to your advantage rather than detriment.

    Keep it short and sweet. Email is not a form of communication that lends itself to long missives. If you do send a long e-mail-if you send a product description to a potential client, for instance, or if you send a clarification of departmental policy to your colleagues - make sure you go over the details in person as well as in your email, since relying on your email to communicate all the details often fails. And use paragraphs-readers have a much easier time deciphering longer emails that impart information in discreet, readable chunks than in endless-seeming blocks of text.

    Avoid discussing sensitive information. Despite the seeming harmlessness of email, it is not really private; just ask the London couple mentioned above. It's way too simple for the recipient of your email to forward it to others. And remember that your company can access any email going into or out of your account. Rule number one for emailing sensitive information: Assume that any email you send will be read by people other than its intended recipients.

    Another reason to avoid including sensitive information in e-mail is that you might change your mind about whether you want to let that information be known. Michael Eisner, for instance, once sent financial information about Disney to journalists without realizing it had not yet been publicly released. Rule number two for emailing sensitive information: Think before you hit "send."

    Know when to use email, and when to have a discussion in person or over the phone. These days people like to use email for all kinds of purposes for which it is usually not ideal. If you want to brainstorm, or to manage or critique others, it's usually best to do so in person - or, failing that, over the phone.

    There are a number of reasons for this. For one thing, email does not communicate unspoken nuances the way personal communication does. For another, people are often not as "present" when they read email as they are in a real-time meeting. Think about it: How many times have you thought you communicated something perfectly clearly via email, only to have to go over it all again later in person?

    Send email only to those who will want or need to see it. Don't cc: emails about your company's Widget Version 4.0 to people who are not involved in the Widget Version 4.0 project. Don't hit "reply all" if your message is really meant just for the person whose email you're responding to.

    And don't send that forwarded joke about the pope, the rabbi, and the e-business consultant to everyone in the office. Those who don't share your sense of humor - or are too busy to laugh - will lose respect for you over time. Far better to try to spread cheer to a select few who will appreciate it than to everybody.

    Give your email context. A message without context is a message that's likely to be deleted as soon as it's read. There are a number of ways to avoid this. For one thing, you should use your emails' subject lines to make it clear what they're about. Don't say "FYI" when you can say "FYI Widget Version 4.0 Q3 revenue estimates." For another, you should use a salutation at the top of the body of your emails, and include your electronic signature at the bottom; that way, those who are forwarded or cc:ed the email will have an easier time understanding who is speaking to whom and why they are being involved in the conversation. Finally, try to respond to emails by cutting and pasting so that your email contains snippets of earlier emails followed by your specific response to each snippet.

    Spell recipients' names correctly. This may seem like a no-brainer, but you'd be surprised by how often people misspell their coworkers' names. If the person you're sending an email to is named "Kerry," make sure you don't address her as "Kerri." It shows that the recipient is not important enough to you to take the time to address correctly.

    This was written by Eric Wilinski. I am not sure who sent this article to me (via e-mail), but I wanted to be fair and post him as the writer. That is something no one else has ever done for me.

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