Email protocol at work

Email may be one of the most effective and efficient forms of communication since the telephone.  And, it can be one of the leading causes of workplace problems since the rumor mill.  When used correctly, email is a truly wonderful tool, but it is also a way of sending impersonal, and unnecessarily harsh communiques that, at a minimum can hurt someone’s feeling, and at its worst, be cause for termination

My way or the highway
An email is a monologue.  It is a one-sided litany of streaming thought that does not allow for point by point discourse or debate.  Emails should be used in the same way as paper memos were in their day  When used at their best, emails can impart news, updates, reports, and general information.  They are also used to ask “Want to have lunch?”  or “How about that game last night?”  Those uses are generally innocuous, and cause no harm.  But sometimes, emails can take on a more sinister meaning.

You can’t see me!
I have seen emails that are used to criticize others.  Words that could never be said face to face, or even over the phone are hurled at the recipient at the speed of light.  In many cases, the response is just as or even more emotionally laden, starting the oft times regretful Email War.

War, huh, yeah. What is it good for. Absolutely nothing.
Ah yes, the Email War.  What office worker has not been part of a series of less than flattering, often threatening, never friendly series of electronic verbal warfare intended to right a wrong?  I would say most of us have.  And which of us has not regretted the verbal repartee that has caused us to use a different office restroom in an effort to avoid that awkward moment in space and time whereby you have to see the target of your verbal assault.  If you have not, then raise your hand.  Uh huh.  I thought so.

Here are some simple rules that I like to follow.

Yelling
DID YOU KNOW THAT TYPING IN ALL CAPS is considered shouting?  Yep.  If you send your email using all caps, in common email protocol, you are shouting.  I never capitalize in my emails.

Cursing
Just because you use a $ as an S doesn’t change the meaning of A$$, and saying effing is not a subtler form of the F word.  And LMFAO is not nice either.

Memorializing
Your email is now a living memorial to you.  Everything you have written is now in space and will remain there after you die, so be careful.  Don’t say anything you wouldn’t want your mama or your spouse to read.

Forwards, cc’s and Bcc’s
Anything you write, can be forwarded to someone else.  Everything you read may have been Bcc’d to someone else, and never think it is just “between us”.

Reply All
Just be careful.  I cannot tell you how many accidental reply all messages I have gotten that say something like “The boss thinks he is so funny.”  Yes, that went to everyone on the email, and your future former boss.  Whoops.

Prevent Copy
Many email systems allow you to prevent copying and forwarding.  There is a workaround to every single one.  If you don’t want it to be forwarded, don’t send it.

The Three Email Rule
If you exchange more than three emails on a topic, call the recipient, or better yet visit.

I’m sure there are more tips to writing concise, effective work emails.

What are your thoughts?

Thanks,

Mike