How not to use e-mail at work
Posted
May 11 2009, 03:58 PM
by
Karen Datko
Rating:
If you're using work e-mail to gripe about your company, its customers or your fellow employees, well, stop, if you want to keep your job, writes "Shadox" at Money and Such.
Shadox, in a post called "Career-ending e-mails," covers several common mistakes that people make, and includes this piece of sage advice: "By the way, NEVER, ever send an e-mail when you are upset."
E-mails you send via your company computer are likely stored and are retrievable for many years -- and employers generally retain the right to look at them. So before you compose a nasty or off-color note, imagine your boss looking over your shoulder.
Still feeling safe, thinking no one is going to bother looking up what I wrote? A survey last year found that 41% of big companies pay staffers to read outgoing electronic mail.
OK, you think, I'll be safe if I complain about my boss via my personal Web-based account. You're probably not. "Even e-mails exchanged between Web-based services like Hotmail and Yahoo can be intercepted and used against employees if they're typed or read on company computers, the Seattle Post-Intelligencer reported several years ago. Suggestion: Read your company's e-mail policy no matter what your buddy in IT tells you.
Other recommendations from Shadox:
- Be careful what you forward. Shadox says a boss once forwarded him a thread that contained information not meant for his eyes. He adds, "Be aware that people hit the ‘reply all' and ‘forward' button all too easily and something that you meant only a friend or specific colleague to see is now plastered across the entire e-mail system."
- Don't go overboard with "CC." He recalls that a former employee used to copy him on every work move the employee made, apparently trying to impress him but merely cluttering his inbox. The end result: "... he made me think that he was a semi-competent waste of my time," Shadox writes.
- Think about e-mail "tone." How will your e-mail sound to the reader? Your little note may seem neutral in tone to you, but maybe that's not how it will go over. Read and rewrite if necessary. If in doubt, do not send. Instead, have a real-life conversation.
- Limit the jokes. Too many stupid jokes clog co-workers' inboxes and make you look like a dunce. Actually, we'd suggest you don't send any jokes at all.
We can think of several times we've botched these rules. How about you? Do you have work e-mail horror stories?
Related reading:
Keeping your job in a tough economy
Survey: Many admit to online shopping at work
Why you're not getting promoted
Are you addicted to Facebook (and/or Twitter)?