Email nightmares – too many people still oblivious

How many ways can we get into trouble with emails? I can name a few and I am sure people reading this know of more. It’s worrying to think of the number of organisations that still lack any kind of email policy.

Let’s look at some common problems:

1. Sending information to the wrong person
At least twice I have been sent an email by mistake. One was private information about someone else I should not have seen, and the other was about me that was accidentally sent to me instead of the person’s colleague. In both cases the consequences were very embarrassing for the sender, but IMAGINE how serious the consequences might be if confidential financial information had been given out, or some other highly sensitive information?

2. Believing your emails are personal
Many people think their emails will only be read by the person they are sending them to. Yet many organisations have the capability to check emails sent and received by their staff. A good policy to make sure your emails are always professional and acceptable under scrutiny is to imagine them being read by a senior manager or the CEO. Would you be proud of each and every email? Sometimes we get careless and treat emails as a conversation – but they leave a trail in writing. If they are sent via the company server, using the company email address and on company time they will not be considered personal. Things you say in emails can be used as evidence, so be careful. Your opinions may be damaging to the business if they get into the wrong hands, or are inaccurate or misrepresent the business.

3. Bullying, harassment and discrimination
If your emails are intentionally or even unintentionally offensive – you may be liable for a harassment or discrimination charge. This could be to a co-worker, a manager, a staff member, a contractor or supplier or a client/customer. Sending racists or sexist jokes, cartoons, pornographic or any kind of defamatory material – anything like that can lead to you personally and your business to be liable. Don’t even forward someone else’s material. In some companies you must report unethical or inappropriate behaviour and emails and if you don’t, you’re liable yourself. Emails can be used in court as evidence.

4. Breaching confidentiality and privacy laws
Did you sign a confidentiality agreement? Hopefully yes. You need to take great care with the business know-how, processes, financial information, personal and client information and any other sensitive information. And even when you are careful how do you know the person you are sending it to is careful?

5. Breaching copyright
Don’t copy other people’s work. Yes it might be easy to cut and paste work from the internet or someone else’s work – but without permission you and the business may be in breach of copyright!

6. Viruses, hoaxes and opening strange email attachments
These should all be obvious and most people know about what to do and not do as far as strange attachments and completing requests for information. But don’t assume all staff know what to do and not do. Have your IT expert/department provide training for everyone.

We are seeing an increase in demand for programs that help businesses train staff and avoid risk. Whether you use DVDs, group training, one on one, or e-learning compliance training – make sure your business reduces risk by having good policies and people well educated about them.

There are some great DVDs made by Duty of Care on Workplace liability, bullying prevention, harassment and discrimination, as well as a wide range of other resources like Be Careful with Email.