24 May 4 Email Blunders To Avoid
It sounds easy. Don’t send anything inappropriate in an email and you’ll be fine. But all too often, we hear about employees and even senior leaders oversharing in their emails, causing a huge crisis for their company or employer.
Fortunately, you can protect yourself and your business from yet another communication crisis. We review the four biggest blunders in email communication.
Hitting reply all
We are creatures of habit. If on a regular basis you hit the button ‘reply all,’ chances are you will hit this button again and again without thinking twice – even when you don’t mean to. Take a moment after finishing an email. Review the subject line, attachments, ‘to’ and ‘from’ lines, as well as whom you have CC’d or BCC’d. This ten-second action might prevent you from a major miscommunication.
Replying to the wrong person
Using an address book is quite convenient. You start typing the first name and the whole address automatically fills in. But it comes with a drawback if you have people with the same first name and you don’t check twice to see which was populated in the send box. More often, you might have multiple email addresses for the same contact, such as both personal and work emails. Always review the exact address that was populated in the recipient’s field and avoid the embarrassment of sending personal information to a work email.
The emotional email
Avoid sending emails when you’re overwhelmed, stressed, or angry. Even if it feels urgent to reply right away, take a step back and a deep breath. Effective communication requires a clear mind. Focus on the desired outcome of your correspondence rather than the emotional turmoil you might be feeling.
Sending the wrong attachment or link
Being in a hurry often leads to a faux pas. So check what you attached or inserted into your email by clicking and opening it. That little extra might save your reputation.
Email is a quick and efficient way of communication. Yet, as any form of communication, it may lead to miscommunication and unintentional offenses. Even worse, email as a written form can be and is recorded by people and machines, and with the Internet and social media power, your hasty response is likely to remain in public view for a very long time. Protect yourself and your business. Be smart when communicating via any channel, especially email.
What was the worst communication mistake that happened to you? Share with us in the comments.
Need help with a crisis communication plan or execution? GillespieHall is your communication first responder. Contact us to learn more about our crisis management services.