Ever thought you’d lose your job for NOT deleting company emails?
The planning department from a city government recently ordered workers to delete any emails that reflected badly on city leadership.
The employees were told they could face disciplinary action if such emails weren’t purged.
Then, a week later, the Mayor dubbed this decision to delete old and potentially unflattering emails a “mistake.” My suggestion for the future? Educate the staff ahead of time so that no purge is ever necessary. Make certain employees write emails – even candid ones – that treat even challenging situations with tact and finesse.
The Problem with Email-Only Communication
In an email-centric environment, where most staff members communicate only through writing, it would not be unusual to find mistakes – casual, gossipy, unprofessional comments – sprinkled throughout emails. If your company has no policy regarding email and social media, with clear boundaries and rules, disparaging remarks could haunt your company’s reputation.
Insults Galore
A little over a year ago, a Florida newspaper printed emails from two very well known local attorneys engaged in an insult war. One called the other a “ bottom feeding/scum sucking/loser lawyer. ” The other responded vindictively, accusing the lawyer of being…well… cuckolded: “ Better check the garbage man that comes by your trailer to make sure (your children) don’t look like him).”
Imagine being the clients of these two, quite successful lawyers and discovering that off camera, they behave like four year olds?
A New and Urgent Policy
Whether you’re an attorney, an admin assistant, a clerk, or a corporate president, never ever put anything in writing that you wouldn’t want others to read. It’s as simple as that.
Meet with your staff and set clear boundaries as to what goes into writing and what stays out.
The alternative?
Encourage feedback, suggestion boxes, live conversations, and candid or supervised meetings.
Have you got something to say you’re fearful of saying? Teach staff members how to say it tactfully. Or encourage three-way discussions so that a neutral party, trained in listening, can observe and monitor a discussion.
Discourage any one from putting anything in writing that is unflattering and demeaning. That way you avoid risking an exposure that could hurt reputations or even crush careers.
Want to inspire your staff to write better and faster? Save time and money poring over documents? Avoid expensive clean up, phone calls, and disciplinary action? Bring Gary in for a half-day or one-day Email Boot camp and make certain everyone understands and respects the new rules of 21st century technology. He can be reached at gary@garyseigel.com