Tweet

Inappropriate Email… Huh?

Guest post by: Betsey Nash

Article Overview: Sometimes, trying to clarify something can make it less clear. Sometimes, trying to explain the rules can make them harder to follow. You'll understand better once you read this article... enjoy.

Inappropriate Email… Huh?

I wrote a memo to our staff last week, and I am wondering if it was too abrupt. It concerned emails. One of the department managers contacted me: Her staff needed reminding about appropriate use of company email, and I knew of another inappropriate email that had come through from another employee, so I jumped right on it.

I usually write a short memo, and this was no exception. I did, however, add another section of explanation for those who like their memos longer and more detailed. But I thought the message was clear cut, and sometimes when you try to explain something simple you just end up making it more complicated.

Here it is: Do not use company email for anything that is not the business of the company. Period. And word every email with respect. No name-calling. Ever. Or company secrets.

What do you think? Too black & white? That's what I'm afraid of. I send emails all day long that only tangentially concern United Staffing: to the Chamber, to HRACC or Rotary members, turning in my Tolosa columns. So did I just write myself a memo telling me I can't do that anymore?

Why did I go so inflexible when I know better? I know that employee handbook policies should be written as guidelines to follow, but never so detailed as to leave no room for on-the-spot management decision making. Even a "zero tolerance" policy against harassment shouldn't mean that every offense will be met with immediate termination, only that every offense will be met with appropriate discipline that may include termination. The point in zero tolerance is that nobody gets a mulligan when it comes to harassment. HR has never been a rigid arena, so what was I thinking?

By the way, I have had no second thoughts about the second part of my memo; that dealt with respectful language. Email is forever and can come back to punish you for thoughtless (or worse) language. I have been told by more than one attorney that the delete button is a ruse, designed to provide a false sense of security in the user. Besides, if you are enforcing respectful language and treatment in the workplace, it should include emails, too.

Our company policies are clear on the subject of emails and doing personal business while at work, so my memo was meant as a reminder, and I attached a copy of both policies (again, for those who like to see the source and read the fine print.) Is it a zero tolerance policy about personal use of email, though? Or is a "reasonable" amount OK? Courts, you know, have the reasonable person criteria for evaluating an issue: What would a reasonable person feel about it? Know any who sit on juries? But I digress.

In my attempt to be clear I feel I have been unreasonable. Certainly unrealistic. And an unrealistic policy is usually not enforceable. Great. I have accomplished the exact opposite of my intention and have to write another memo explaining what I meant in the first place. But maybe I'll have someone else draft it.

Related Articles
  Avoiding Inappropriate Interview Questions
  Avoiding Inappropriate Interview Questions
  Don't Make Assumptions About Sales Candidates
  Email Etiquette - 6 Key Guidelines to Consider Before You Hit Send
  Email and Internet Usage at Work- A Right or a Privilege?

Article Tags: email, inappropriate, memo, tolerance



Related Forum Posts
Web magazine publisher - My duties 1) Research the articles that goes into each of my webzines - science fiction in all media, various sports (Yay, Lady Vols, 8th championship in 2008, by the way!) 2) Write the articles 3) Format and upload them to the web 4) Email and network various contacts to get out the word that new articles are available. 5) Email authors, actors, etc. etc. to see if they want to do interviews. 6) Advertise for more contributors - and then edit and upload their material!
Re: Email Marketing - Yes, true. What kind of changes happened in Email campaigns except the opt-in? Finding the exact target and reaching them is always a challenge. What new methods can we have to reach the new customers? Thanks Robert
Re: Email marketing strategy - Email Marketing is successful only when you get a good list of targeted people. However, some people consider it as spam. It can work wonders for you if you have selected the appropriate list of people.
Re: The Best Method for Online Marketing - Email marketing can be very successful there's little doubt about that. But you need to build a solid list of subscribers and build a strong relationship with them. It's all about give, give, give, and then you can promote something. Takes a lot of patience and hard work but it can definitely be worth it later on.
If I may.... - [quote:3m7m1its]an editor/writer that can provide this added level of guidance, quality control and writers management while still not costing an arm and a leg.[/quote:3m7m1its] Coff coff.... coff coff. This is the type of stuff I do. Email me if you'd like...


Share this article with your friends. Fund someone's dream.

Leave a comment below or share on the left and you'll help support entrepreneurs in Africa through our partnership with Kiva. Over $50,000 raised and counting - Please keep sharing! Learn more.

Tweet

Newsletter

Get advice & tips from famous business
owners, new articles by entrepreneur
experts, my latest website updates, &
special sneak peaks at what's to come!

Name:
Email:

Popular Articles

How Many Buckets Do You Need for Retirement?

What Aweber Can Do For Your Online Business

SEO Gurus, Software and Ebooks

Suggestions

Email us your ideas on how to make our
website more valuable! Thank you Sharon
from Toronto Salsa Lessons / Classes for
your suggestions to make the newsletter
look like the website and profile younger
entrepreneurs like Jennifer Lopez.