by Elizabeth Bridgette

Created on: April 05, 2008

Email has become the fastest, easiest way of communication in both the office space and in most personal lives. In the office, it is a way to be efficient with time management, to be direct and explain exactly what is needed. It helps track communication and document conversations for files.

There are, however, several things that should not be communicated via email.

Never swear or use abusive language: This should be a given, but I've been amazed at how many times co-workers have used language that our compliance police could come down on us for. And this correspondence was put into the client's personal file. Don't look good if the file were ever subpoenaed or audited.

Never say anything that you wouldn't want repeated to anyone or everyone in the office. That includes from the boss down to the lowest subordinate. If you have something to say about something sensitive, be sure it is labeled personal or sensitive. Better yet, discuss it with the person to their face and not via email.

Along that same vein, don't threaten to quit or complain in an email unless you really mean it, and will do it if confronted.

If you are asked to document something that could get back to someone important, as email often can, be sure it is not something that can cost you dearly. I once had to blow the whistle on a co-worker who was stealing from the corporation. My boss asked me to write it down in email form. I know how with one slip it could have ended up in the co-worker's hands, and she had the power to make my life miserable. I declined to write it in email form to my boss, but agreed to give him a hard copy that was done from my computer and printed at home. While there is a whistler blowers act, don't depend on it to protect you like it should!

Don't send personal correspondence if your company has a policy against it. Even if you do it only a few times. Murphy's law will say that that's when you will get caught!

Don't email anything confidential, such as paycheck info or account numbers, unless you are on a secured network and there is a firewall if it is customer private information. Don't email your personal pay info to ANYONE at the office unless you don't care if the entire office finds out. This type of information should not be shared anyway, but if someone from payroll asks for specific numbers or has a question, deal with it over the phone.

Don't flirt with a co-worker through email or instant messaging for that matter. It is usually monitored and if the company has to go back through records for any reason, you are busted!

Remember the rule of thumb: there is little difference in the key stroke between rely to sender and reply to all, but potentially a big difference in consequence!

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