Email Catastrophes

By Deborah O’Connor

 

Improper use of email can endanger jobs, friendships, and wreak havoc on everyone. There is protocol to follow and your errors can ruin lives. Read on:

 

Dear Deborah:

I have a terrible problem and hope that you can help me. A friend sent me an email regarding an incident at her office and asked for my opinion. She had made a huge blunder and was trying to “fix it”. She asked for my advice in the strictest confidence. I replied to her with my best solution and sent it back to her. I did cc a few friends, hoping they could help with the situation. Well, that was a big mistake, as they have apparently forwarded it and it seems to have gone viral in the company. I didn’t mean to hurt anyone, but it looks like she will be losing her job and is blaming me. What do I do?

Laurie

 

Laurie should have known better then to cc “a few friends” and it is probably too late to salvage your friend’s job, let alone the friendship. We sabotage ourselves everyday, even when we know better. Here are some absolute do’s and don’ts that should never be violated:

 

• This tip has become very popular and can save a great deal of angst. Write your email before you fill in the to, from, cc, bcc, even the subject boxes. There is much less room for error if you do this.

 

• Read your email out loud before sending it. Somehow you can tell the tone if you do this, and if it seems antagonistic or irritating, revise it.

 

• If you are returning an email and you are very upset, wait before you answer. Let your emotions cool down and respond with a level head.

 

• For heavens sake, stop ccing and forwarding everyone! People are busy and get tired of all the emails, and you will usually tick off, upset, or really insult someone in the group.

 

• Please be careful that you don’t cc or copy the client unless it is intentional. Many people lose their jobs this way, so take extra care not to be an idiot. Also, remember that the company owns anything you send on the company computer, and it can end up in a court of law.

 

• Be careful when sending photos. In this world of instant gratification and one-upmanship, everyone wants to be first with the cool pic. The vacation photo of your boyfriend in his Speedo might be cute to you, but believe me, your boss won’t think so. You can easily sabotage yourself, so be smart and let someone else do it.

 

• If you truly screw up and have offended someone beyond reproach, apologize! Most people want to ignore it, hope it will go away, and are delusional enough to think everyone will forget about it. It will not go away, and by your ignoring it, it just gets worse. Send a sincere apology. It can only make a terrible situation a little better.

 

• Remember, you can always pick up the phone and call someone. In our tech-savvy world, it is so easy to send a quick email and get off the hook. Taking the time to call and face the music is honest, to the point, and the sound of your sincere voice always takes precedence over an email.

 

 

Most of us try to do the right thing, though our plans often go astray. Think before you act is a good mantra to apply to all aspects of your life.

 

 

Please feel free to send questions to Deborah at: www.successfulimage.biz.

She will answer them in her weekly column.

 

 

Deborah O’Connor is a social strategist and founder and president of Successful Image LLC with offices in Columbia and Atlanta. She offers training and seminars on image management, workplace etiquette, and social skills necessary to succeed in life professionally and personally. Contact at:  [email protected]        www.successfulimage.biz