Six Email Tips to Help Stay Out of Trouble by Linda Shelton, Tufts Medical Center Email privacy is a myth. Your work emails belong to your employer and may be discoverable in a legal case. You may have signed a form when you started your job acknowledging your employer can look at anything on their computers at any time. There are news reports nearly every week about a company's or US government branch's (or baseball team's) network being hacked. Your personal email could be vulnerable to hackers or hijackers, even with strong passwords. Here are six tips that may save embarrassment or worse: 1) If you wouldn't say it to the person's face, don't write it in an email, even to a third party. It could become public or be shared by the recipient. It may cost your job, like it did when the hackers who hit Sony Pictures released executives' derogatory emails about celebrities. Deleting or recalling an email doesn't work, there's a copy somewhere once you press send. 2) Still have something on your mind? Say it instead of writing it. If you have something not nice to say to or about a person, say it in person or pick up the phone. (If you can't bring yourself to do that, see #1 above.) While it made for a hilarious episode of "The Good Wife" when the law firm's partners' snide emails about each other were hijacked and made public, it would be less funny in real life. 3) Don't write a sensitive email in your email program. Upset about something? Need to vent? Get it out of your system, but write it in a non-email program, like Word. That way, you can't send it accidentally. BEFORE you put into an email, see #4 4) Use the 24-hour rule. Wait 24 hours before you send any sensitive email. You may change your mind, edit it or decide to handle it a different way when your emotions calm down. 5) Give the person the benefit of the doubt. Be careful about reading tone, intent, malice or slight into an email. Maybe they were in a hurry when they were typing, autocorrect took over or they're just a bad speller. If you need clarification or are concerned, talk to the person, preferably face-to-face. 6) If the email trail gets longer than one or two short exchanges, set up a meeting or talk by phone. It will save all parties time, effort and potential misunderstandings. Most of these can be summed up by thinking how you would want to be treated, then extending that consideration to the person at the other end of the email. |