In the News: E-Mail Mishaps

We've all written a few e-mails that we wouldn't want certain people to see. But what happens when you accidentally include that special someone as an addressee? Depending on what was said in the e-mail, it could mean terrible consequences. The New York Times had a recent article on e-mail mistakes that has inspired plenty of discussion. After all, who hasn't made a careless e-mail blunder before?

It's pretty much inevitable that we all at one point or another will make a monumental mistake when sending an e-mail. The question is: How do we recover when we send sensitive information to the wrong person? I've committed plenty of e-mail blunders in my day, and I can tell you, it's not easy.

Take a Moment

In one instance, I wrote to a co-worker that made me very angry with some of his actions in the department. I spilled my guts, telling him everything I had ever wanted to say (in a very professional and articulate manner, of course) and sent it right over to him. I've always expressed myself better through words, so I felt this was an appropriate, if not altogether professional, method of clearing the air. Unfortunately, the minute I sent it, I began to think about what I had written. As the guilt set in, I wanted to take it back. The only thing I could think of to do was go into his office and delete it from his e-mail, which meant there was really nothing I could do. It worked out well. We eventually talked it out, but I absolutely should not have sent an e-mail based on my immediate reaction to a situation. It's always best to take a moment to breathe and reboot before firing off an angry e-mail.

It's Not Funny

Restraining your emotions in an e-mail is a hard lesson to learn, but it's not the only e-mail blunder. Using sarcasm and jokes in an e-mail isn't the best idea either. It's just too difficult to understand humor in an e-mail and most often your jokes are wasted on your recipients, especially co-workers. Unless your best friend occupies the cube next to you, it's a good bet that your e-mail recipients don't know you well enough to judge your electronic demeanor. Be clear and to the point, but most of all, be polite, courteous and professional and you'll achieve your desired result.

Reply...I Mean Forward!

Let's not leave out the classic "oops, I meant to forward, not reply" mistake. I've seen several office assistants reply rather than forward an e-mail. They're usually poking fun at the e-mail, or dragging the author of the e-mail through the mud. Either way, if you accidentally reply, the sender and ultimately the recipient, isn't going to like it. Double check everything! Or just be safe and don't send nasty remarks via e-mail.

Reply to All

Ouch! This one really gets your name out there. If your office is anything like my previous office was, there are tons of e-mail distribution lists; lists for all departments, all executives, and all employees. This is any easy way to get information to the masses. It's also an easy way to screw your career up. When you're replying to the sender, make sure there are no other names attached. Even if your message is squeaky clean, every one of the executives in your company doesn't want to know that you're using company e-mail to tell someone how cute your new puppy is. Or even the simple, "Got it. Thanks" message doesn't need to go to the entire company.

Mistakes can compound with the level of technology you're using, so it's important to become very vigilant in your e-mail practices. I constantly recheck my e-mails before I send them out to make sure they are addressed to the right people and say what I mean them to say. I will read and re-read, checking for any information that my intended receiver should not be privy to. And if a mistake happens, it's best to address it right away in person or over the phone, not via e-mail!

My e-mail blunders and near misses are a dime a dozen. I would love to hear about your e-mail mishaps. Whether you've sent an e-mail to the wrong person, or sent an e-mail you shouldn't have to the right person, share your stories here. We'll have a good laugh and make notes on how to avoid these e-mail blunders.