In yesterday’s Advisor, attorney Mindy Chapman offered her take on e-mail dangers in the workplace. Today, her 10 sins of e-mail writers, plus an introduction to a unique CD collection of pre-written HR policies.
Chapman, a popular speaker and consultant and president of Mindy Chapman & Assocates LLC, offered her tips at the recent SHRM Annual Convention and Exhibition in Las Vegas. Here, for everyone who writes e-mails, are her ten most common e-mail sins:
#1. Too Vague
Example: “Do it.” Do what? she asks. And how about those threads that meander into different subject areas—can you even follow the thread?
#2. Insulting
Example: “How could you have done this?“ This is not the way to approach problems, and this is not something you want in the written record.
#3. Illegal “
Example: “Don‘t tell them we got an insider tip to sell.“ Why would anyone want this on record?
#4. Cowardly
“Example: “It was not my decision, but you’ve been fired.” No, go face-to-face with this news, says Chapman.
#5. Never Ending
Example: “Re: Re: Re: Re: Re: ….” You waste time trying to follow the thread and finally figure out that it’s not relevant to your job.
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#6. Sarcastic
Example : “Nice job screwing it up.”
#7. Too Casual
Example: “Hey, kiddo, I sent you an email about the boss’s girlfriend; did you get it?”
#8. Time-Wasting
Example: “This is funny: you’ll get a kick out of reading it.”
#9. Policy Violations
Example: “See the porno joke attached.”
#10. Inappropriate
Example: “Do you want to have drinks after work and then we’ll see what happens?”
We don’t take the same care with e-mail as we do with letters, says Chapman. With written letters, we’re on corporate stationery, we’re enclosing a business card, and we know we’re being judged. We are extra careful, and we think ahead, plan, and write carefully.
With instant messaging and e-mail, on the other hand, we have chit-chatty conversations, and we are off our business guard. And worse, we are oblivious to the fact that we are creating legal documents with every text and e-mail.
Parting shot
As a parting shot, Chapman told the story of a woman who was about to be disciplined for writing an inappropriate phrase in her email: IMAHO
When called on to explain why she was writing this objectionable phrase, the woman answered, I was just saying, “In My Absolute Humble Opinion.”
“Don’t use those Internet abbreviations,” cautions Chapman.
Your Internet usage policy is critical, of course, but unfortunately, there are a lot of critical policies. Our editors estimate that for most companies, there are 50 or so policies that need regular updating (or maybe need to be written). It’s easy to let it slide, but you can’t afford to—your policies are your only hope for consistent and compliant management that avoids lawsuits.
Fortunately, BLR’s editors have done most of the work for you in their extraordinary program called SmartPolicies.
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SmartPolicies’ expert authors have already worked through the critical issues on some 100 policy topics and have prewritten the policies for you.
In all, SmartPolicies contains some 350 policies, arranged alphabetically from absenteeism and blogging to cell phone safety, EEO, voice mail, and workers’ compensation. What’s more, the CD format makes these policies easily customizable. Just add your company specifics or use as is.
Just as important, as regulations and court decisions clarify your responsibilities on workplace issues, the policies are updated—or new ones are added—as needed, every quarter, as a standard part of the program.
SmartPolicies is available to HR Daily Advisor subscribers on a 30-day evaluation basis at no cost or risk … even for return postage. If you’d like to have a look at it, let us know, and we’ll be happy to arrange it.