Here’s a scenario most of us are familiar with, whether first-hand or as a witness to a colleague’s faux pas: an e-mail with a clothes-shedding Santa Claus figure is sent to a cluster of internal contacts at Christmas time and, accidentally included on the recipients’ list, is the company CEO. Embarrassing for the sender, yes. Grounds for dismissal? Unlikely.
What can prove far more detrimental to your career, however, is the way you compose your everyday e-mails. We often treat e-mail communication in the same casual manner as we do informal telephone conversations, and it’s all too easy to forget that there’s a flawless digital record of what’s been communicated.
Unlike verbal conversations, e-mails can also be forwarded to the wrong people – usually by accident. Likewise, if a message is written in a hurry, it can end up sloppy or leave itself open to misinterpretation, and as a result, it can have nasty repercussions. It’s always better to think before you send.
Convenient e-mail enabled wireless devices allow you to send e-mails from anywhere these days too, but it’s important to train yourself to send in “work mode.” Next time you reach for your iPAQ, remember that you’re representing yourself and your company, no matter where you are or what you’re wearing.
10 e-mail mistakes that could cost your job:
1. E-mails sent under the influence
Had a couple of drinks after work? Save your response until the morning when you’re sure of what you’re saying.
2. Sarcasm and dry wit
E-mail is not a good medium to convey the intricacies of sarcasm and often it can be taken out of context – with serious repercussions.
3. Private matters
It’s always better to separate business and pleasure – and using company resources for personal issues is generally a bad idea.
4. Professional criticisms
If it’s a small thing, say it over the phone; otherwise it looks too official and can cause unnecessary worry. If it’s really bad, discuss it in person.
5. Personal remarks and gossip
It’s very easy to treat e-mail like water cooler conversation, but these emails always have a tendency to get “forwarded.”
6. Angry responses
It’s easy to fire off an angry response without thinking, but not always easy to retract it. In a situation like this put a delay on your e-mail if possible, or wait a day before you respond if you’re really that upset.
7. Bad language
Most people just don’t do it, but for the few who do – bad idea. Swearing has no place in work e-mails.
8. Company or industry secrets
This one may well get you sued as well as sacked.
9. Racist/sexist language
It’s best to avoid this in your everyday speech, as well as your work e-mails.
10. Sloppy writing
Even if it’s sent from your iPAQ while you’re at the beach, remember that your image is on the line.
Last but not least, if you work in government or other offices of interest to the general public, be extra cautious. A leaked e-mail from Tony Blair’s former press officer, Jo Moore, got her in huge trouble when, on 11th September 2001, she said of the terrorist attack news “it’s now a very good day to get out anything we want to bury. Councillors’ expenses?”
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