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How not to use e-mail at work

Posted May 11 2009, 03:58 PM by Karen Datko
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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)?

Comments

 

Actually, I have sent my boss an email when I was feeling upset and betrayed by something she did because in our office if you end up in a fight, you could get in trouble with the bigger boss.  Actually, in the past I've sent emails to my boss when I've need to express myself one way or another.   I found that was one way I could express myself and not be cut off or have it escalate into something.  It is like she is losing anyone she is trying to impress by being the bully if it was not spoken out loud.  An email also makes for other eyes and ears not to be listening in.  There are a lot of spies and back stabbers in the office.  If the email is ever forwarded, it will be easy to get her back.  Our bosses do not have too many friends at the lower end of the rung of the ladder.  If the big boss has seen it, she hasn't said anything.  It's also none of anyone's business and the issue could even get us both in trouble potentially.  Also, before I sent the email in so many words telling my boss the way she made me feel and how I felt betrayed, I was careful to craft the wording of it delicately.  After all, I am telling my boss how mad I am at her.  This was the first time I had quite spoke my mind like this but I was really feeling betrayed.  Like I said, I haven't heard anything about it since but I've been keeping a low profile mainly because I don't feel like to speaking to her anyway.  It was a little risky in these days of low budgets and deciding who is going to be fired is why I usually try to keep my cool.  I was able to talk to her in the note without it being too hysterical.  She doesn't realize what she was spared in how mad I can get.  You know, I thought I would never want to speak to her again.  You know how I'm resolving this?  I talked to my mother on the phone the same night and we decided that my boss couldn't help betraying me.  Do you want to know what my mother and I decided?  The issue was first of all that my boss promised to do something for me and it fizzled out.  My boss stated the next morning that she was unable to do this but did something else instead.   The something else wasn't going to work and it was the something that I had discussed with her the previous day.  My mother and I concluded that my boss probably didn't mean to do this to me and couldn't help it.  Want to know why?  Because my boss is an hopeless, incompetent, idiot, imbecile who couldn't find her way around the parking lot which also makes it tough to work for someone like that too.

Retarded....

Is anonymous afraid to show their face considering they referred to the article as retarded?

I once worked for a company that supposedly had an open door policy (yea, right, whatever) and several of us came up this a saying that applies here: 'Be open, be honest, be anonymous!'

Also, I have found if I have a real beef with people up the chain, a certified return receipt letter of protest to our highly ineffective HR person is the way to go...It never gets openly addressed, but boy have they left me alone.

Fascinating story. Using e-mail to create an uninterupted dialog is clever, since I'm sure you're the only competent person in that whole office. You certainly come off as a calm and rational woman. In no way do I think you could be overreacting to perceived slights. Especially not when you have your mommy confirming your notions.

you have to always say what you are feeling.

Dear Craig above comment:

I wonder.  Can you handle writing an article referring to the original article?  What you want to say about me is fine.  But are you adequate?  No, I don't need my mother to confirm or deny any of my sensibilities.  Yes, I'm the smartest one in my office not to mention it.  If you've never worked with the number of idiots there are these days or think you haven't then you must blend in.  Because like you, my bosses can't freakin' read either.  One, two, three, are you adequate?  Are you adequate?  Are you adequate?

I send cleverly worded e-mails where if you take every third or fourth word, I am making threats against my supervisors (which is everybody, to be honest). When read normally, the e-mails just look like the innocent ravings of your garden-variety paranoid schizophrenic.

Jason, LMAO. But seriously, corporate e-mail is not confidential and also has a very long shelf life. Factual well-worded correspondence can go a long way in clearing up disagreements, which is why it is a good idea to save your messages (especially with customers).

It can also go a long way in documenting a problem with an employee, which is where you want to be careful. Karen, you mention that your message could get both you and your boss in trouble. This is exactly what the article is talking about. What if your boss quits and forwards your e-mail on her way out the door? You may be the best person to step into her shoes, but an emotion-laden missive could be used to cast you as too volatile for management (even if untrue). And of course, there would still be the original issue to contend with, now documented on the company mail server.

Your company may also be monitoring e-mail unbenownst to both you and your boss. There are programs to do this, and the IT lead and CEO/COO/CFO may be the only people who are aware of their use at your company. If your e-mail does see the light of day, you could be in a very bad position, especially if the company is letting people go.

I would think twice about doing this again. You may even want to swallow your pride and e-mail a brief retraction to your boss. Simply say that the e-mail was sent in error and suggest that you talk in person to clear the air - the less said, the better. At least that will give you a little wiggle room if the message ever comes back to haunt you.

I was very good in msn money and the material  very long.

I know that I have completed the major credit cards both where they now. Auto, home, business, student, Insuarance, traveling, entertainment. what ever

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