A situation arose that had me thinking about the protocol of e-mails.
Working with Person #1 on a project, I was sending her communications via e-mail regularly, thinking that only she would be reading them. I was wrong. While I was in a meeting with Person #2, she brought up some content she had read in my e-mails – to Person #1. Apparently, my e-mails had been forwarded to her without my knowledge.
I was caught off-guard. What was in those written messages was not meant to be seen or read by Person #2. Had I known Person #2 would be privy, I might have phrased some content differently or taken a different approach.
No worries. No damage was done. Whew! But it did make me think about the assumptions we make about e-mails, namely, “only the person I’m sending the e-mail to will see this message.”
Think about how many casual missives we shoot off each day. In reality, we have no idea where these words will end up. Will the president of the company see them? How about a board member, a stockholder, a reporter or someone who works for the competition?
The protocol of e-mails, as I learned with hands-on experience, is to draft and send as if complete strangers will possibly read your communications. Check your spelling and grammar; don’t use offensive language or off-color humor; don’t gossip or share unconfirmed information; don’t insult people or share confidential information.
If it is private, confidential or potentially damaging information that has to be delivered, pick up the phone or schedule a meeting. It is better to be safe than shocked, when your own e-mailed words rise up from the Internet ether to greet you – and possibly not in a good way!
Until next time, Dale
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